[Mid-Career Hiring] Work Visa Procedures When Hiring Foreign Professionals in Japan

Introduction

When hiring foreign professionals mid-career, the most fundamental and important step is to confirm whether the applicant’s current visa status allows them to perform the intended job duties.
If the scope of work exceeds what is permitted under their current visa, it may be considered unauthorized employment, which can also create compliance risks for the employer.

This article explains, from an administrative scrivener’s perspective, the practical procedures and key points for companies—covering pre-hiring checks, visa status changes, notification obligations, and common reasons for application refusals.

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1｜Three Essential Checks Before Hiring

Before finalizing any hiring decision, make sure to review the following three points carefully. Overlooking these could lead to legal or compliance issues later.

Check Item	Description
① Visa Status (Type)	Confirm whether the applicant’s current visa category covers the job duties. For example, those with the “Engineer/Specialist in Humanities/International Services” visa must work in fields related to science, engineering, humanities, or international business. (Source: Immigration Services Agency of Japan)
② Period of Stay	Check how much validity remains on the residence card. If the period is about to expire, coordinate renewal or change procedures accordingly.
③ Work Restrictions / Permission for Other Activities	Applicants under “Student” or “Dependent” status are generally not allowed to work unless they have obtained special permission for part-time or incidental work.

💡 Always ask to see the original residence card, and keep a copy in the employee’s HR file for compliance purposes.

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2｜When a Change of Visa Status Is Required

If the applicant’s current visa does not cover the new job duties, they will need to apply for a Change of Status of Residence.

Typical Change Patterns

• Student → Engineer/Specialist in Humanities/International Services (new graduate full-time employment)
• Engineer/Specialist → Business Manager (promotion to managerial position)
• Instructor → Engineer/Specialist (career shift from education to corporate sector)
• Change of Employer (same duties, but different company)

Key Decision Points

• Check whether the new job duties fit the designated scope of activities under the relevant visa category.
• The Immigration Bureau assesses applications based on three elements: Eligibility, Compliance with Criteria, and Reasonableness.
• If the new role remains within the same field and duties, a Notification of Affiliated Organization Change may suffice instead of a full status change.

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3｜Main Documents Required (for Company and Applicant)

Both the employer and the applicant must prepare various documents for a change of visa status. Missing or incomplete materials can significantly delay the screening process.

Category	Required Documents
Company	Certificate of Company Registration, Company Brochure, Employment Contract, Job Description, Financial Statements
Applicant	Residence Card, Passport, Resume/CV, Graduation Certificate, Employment History, ID Photo
Common	Application Form for Change of Status, Photo, Revenue Stamp (¥4,000 fee)

💡 The Job Description is one of the most critical documents. It should clearly describe the actual duties in Japanese and show how they align with the applicant’s education and work experience.

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4｜Application Process and Notification Obligations

Application Flow

1. Prepare and review all documents
2. Submit to the Immigration Bureau (by the applicant or a certified administrative scrivener)
3. Screening period: typically 1–2 months
4. Receive approval and new residence card

⚠️ The application must be submitted before the expiration of the current period of stay.
If the period expires before submission, the applicant may be considered overstaying.

Notification Obligations

When a foreign employee changes jobs or employers, the Notification of Affiliated Organization must be submitted to the Immigration Bureau within 14 days of the change.
Failure to submit may result in a fine of up to ¥200,000 or other disadvantages, such as shorter renewal periods at the next visa extension.

(Source: Immigration Control and Refugee Recognition Act, Article 19-16)

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5｜Common Reasons for Visa Refusal and How to Avoid Them

Frequent Refusal Reasons

• Weak connection between education/experience and job duties
• Vague or poorly written job descriptions in the contract
• Salary level below that of comparable Japanese employees
• Unstable company management or lack of business credibility

How to Avoid Refusal

• Prepare a detailed Job Description clearly showing visa eligibility
• Ensure the applicant’s career history demonstrates continuity and relevance
• Submit company brochures and financials proving business stability
• Offer a salary comparable to Japanese employees in similar positions

💬 Immigration officers place great emphasis on the substance of the work—not just job titles. Be ready to explain actual day-to-day responsibilities.

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6｜Internal HR Systems Companies Should Prepare

For companies that regularly employ foreign workers, establishing an internal compliance framework is essential.

• Keep copies of residence cards and track expiration dates
• Maintain an internal list of visa types and activity scopes
• Re-check visa eligibility after internal transfers or role changes
• File the 14-day change notification promptly after job changes
• Develop an HR manual for foreign employment and provide staff training

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7｜Conclusion: Prevent Trouble Through Pre-Check and Expert Support

For mid-career hiring of foreign professionals, verifying visa eligibility before hiring is the most critical step.
Clarify the relationship between job duties, education, and work experience, and consult a certified administrative scrivener or other experts when necessary.
Proper documentation and timely notifications will help minimize the risk of visa refusal or future compliance issues.

Especially for companies hiring foreign workers for the first time, establishing an internal system for residence card management and immigration reporting is key to smooth and compliant operations.

Ishinagi Administrative Scrivener Office

If you would like to renew or change your work visa quickly and reliably, or if you feel uncertain about the application process, please feel free to consult with our office in Yodogawa-ku, Osaka. We provide support for clients from all over Japan, making use of our extensive experience in dealing with the Immigration Bureau.

If you wish to proceed with your work visa renewal or change of status smoothly and with confidence, please do not hesitate to contact us.

▶ Click here to see our fee schedule

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