Work Visa Checklist for Osaka Companies｜How to Verify Residence Status Before Hiring Foreign Employees

Introduction｜Why Residence Status Verification Is Essential Before Hiring

When hiring foreign employees, the very first step is to verify their residence status (visa type).
Depending on the visa category, some foreigners are not allowed to work in Japan, or may only work in specific fields.
If you hire someone without confirming this, your company may unintentionally violate Article 73-2 of the Immigration Control and Refugee Recognition Act (“Crime of Aiding Illegal Employment”), and the employer or HR personnel could be held legally responsible.

In Osaka, the number of foreign workers is rapidly increasing, and at the same time, cases of administrative warnings due to insufficient visa verification are also on the rise.
Making assumptions such as “Their name sounds Japanese” or “They’ve been in Japan for years, so it’s probably fine” is extremely risky.
Confirming visa eligibility at the hiring stage is a fundamental compliance measure—and a crucial way to protect your company’s reputation and credibility.

Source: Immigration Control and Refugee Recognition Act, Article 73-2; Immigration Services Agency of Japan, “Rules for Employment of Foreign Nationals (2024 Edition)”

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Basic Steps for Verifying Residence Status Before Hiring

Visa verification is not a mere formality—it must be carried out carefully and in the correct order.
Following these steps will significantly reduce the risk of hiring violations.

① Check the Original Residence Card

The Residence Card serves as both identity verification and proof of legal status in Japan.
Be sure to check the fields for “Residence Status,” “Period of Stay,” and “Permission to Engage in Activities.”
For example, visa types such as “Student” or “Dependent” generally do not allow full-time work.
In such cases, verify whether the person has been granted Permission to Engage in Activities Other Than Those Permitted (Shikakugai Katsudou Kyoka).

② Confirm the Validity Period

If the residence period has already expired, employment is not permitted.
If the person is in the middle of renewal, confirm legal status by requesting the Application Receipt (Uketsuke-hyo) or a “Renewal Application in Progress” sticker attached to their Residence Card.

③ Check for Work Restrictions

The “Remarks” field on the Residence Card indicates whether employment is allowed (“No restrictions,” “Part-time permitted,” or “Employment not allowed”).
Even with a part-time work permit, the general limit is 28 hours per week, except for certain cases.

Source: Immigration Control Regulations, Article 19-20; “How to Read a Residence Card,” Immigration Services Agency

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Work-Eligible Visa Types and Hiring Considerations

Residence statuses are clearly divided into those that permit work and those that do not.
Understanding this distinction is essential for proper hiring decisions.

Residence Status	Work Permission	Key Hiring Points
Engineer / Specialist in Humanities / International Services	✅ Yes	Ensure the job matches the designated field of activity
Specified Skilled Worker	✅ Yes	Requires registered organization and support plan
Student	⚠️ Limited	Part-time work allowed only with permission (up to 28 hours/week)
Dependent	⚠️ Limited	Same as above—requires part-time permission
Permanent Resident / Long-Term Resident / Spouse of Japanese National	✅ Yes	No restrictions; free employment
Technical Intern Trainee	❌ No	Cannot transfer or change employers

For example, even if someone holds a “Engineer / Humanities / International Services” visa, if their actual job duties do not match the permitted field, the company could be in violation.
At the Osaka Immigration Bureau, officers are especially strict about this “job content match”, and IT/dispatch (SES) companies are frequently asked to submit additional documentation.

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Legal Obligations and Risk Management for Employers

① Obligation to Verify Residence Status

Employers are legally required to confirm the visa status of all foreign workers.
This obligation is stipulated not only by the Immigration Act but also by the Employment Measures Act (Article 28), which mandates submission of a “Notification of Employment of Foreign Nationals” to Hello Work (public employment office).

② Notification Obligations and Reporting

When hiring or terminating a foreign employee, employers must file a notification to Hello Work by the end of the following month.
The report includes details such as the employee’s visa type, period of stay, and Residence Card number.
Failure to file this report may result in administrative guidance or penalties.

In Osaka, the Osaka Labour Bureau actively conducts training and guidance sessions for small and medium-sized enterprises (SMEs) to promote proper visa management systems.

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Practical Checklist for Osaka Companies (Pre-Hiring Verification Template)

Below is a practical checklist that HR staff can use before hiring foreign workers.
Maintaining a record like this within your company demonstrates proper management and will help in case of inspections by immigration or labour authorities.

Checkpoint	How to Verify	Notes / Record Keeping
Visa Type & Period of Stay	Verify original Residence Card	Record expiration date and any work restrictions
Work Eligibility	Residence Card / Immigration status list	Ensure job duties match the visa category
Valid Residence	Residence Card / Passport	Confirm renewal application receipt if applicable
Notification Duty	Employment Insurance / Hello Work form	Submit by end of following month
Part-Time Work Permission	Permit stamp or document	Respect 28-hour weekly limit

At the Osaka Immigration Bureau, companies that can show such internal management records are often recognized as having an “appropriate compliance system,” which helps smooth later procedures.

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Osaka Immigration Bureau’s Practices and Regional Differences

Among regional immigration offices, Osaka is known for active field inspections.
Particularly for dispatch (SES) and staffing companies, the bureau conducts detailed reviews of whether the employee’s actual work matches the permitted visa category, and whether the work location and employer name are consistent with the contract.

Companies applying for a dispatch license or operating under “outsourcing” contracts must be especially cautious, as immigration officers may question whether a real employment relationship exists.
Consulting an immigration lawyer (Gyoseishoshi) before hiring helps ensure your documentation and internal controls are properly aligned.

Source: Immigration Services Agency, “Scope of Activities for Engineer / Humanities / International Services (2023 Revision)”; Osaka Immigration Bureau field reports (2024)

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Conclusion｜Build a Compliance System from the Hiring Stage

Hiring foreign employees should not be seen merely as a recruitment process, but as part of your company’s legal compliance structure.
If you confirm visa status, work permission, and reporting obligations at the hiring stage, you can prevent serious issues later on.
In Osaka—where foreign employment continues to expand—immigration inspections have become more thorough year after year.
Once a compliance issue arises, it can severely damage corporate credibility.

At our office, we provide pre-hiring visa eligibility checks and immigration application support for companies hiring foreign staff.
If you are unsure about whether your candidate’s job duties match their visa type, or if you’re hiring a foreign employee for the first time, please feel free to consult us.

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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