How to Write a Job Description for a Work Visa: Practical JD Template & Key Points

Introduction

In a work visa application, how you write your Job Description (JD) can make or break the result.
Even if two applicants have similar duties, the way the JD is written determines whether Immigration sees it as “specialized work” or as an “unqualified activity.”

Based on the real cases handled by Ishinagi Administrative Scrivener Office, this article explains how to structure a Job Description that clearly conveys your role, with practical examples and templates.

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Why the Job Description Matters Most in Screening

Whether you qualify for a work visa depends on how well your duties align with your academic background and professional experience.
For example, “translator,” “sales staff,” or “engineer” — the evaluation can differ completely depending on how you describe your tasks.

Immigration examiners mainly look at the following four points:

• Whether the company’s business and your duties are consistent
• Whether your degree or work experience is related to your position
• Whether the work requires specialized knowledge or foreign language skills
• Whether your responsibilities and treatment are equivalent to those of Japanese employees

In other words, the Job Description is not just an explanation of your work — it is a document that proves your professional expertise.

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Basic Structure: Four Building Blocks of an Effective Job Description

A JD that passes screening can be structured clearly under the following four sections.

① Purpose and Overview of the Work

Start by stating your department, position, and the company’s business field.
If you can also explain why this work is necessary, your description will be more convincing.

Example: Belongs to the International Sales Department, responsible for export sales of products to overseas clients.

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② Main Duties and Responsibilities

Select three to five daily tasks and express them using clear action-oriented terms (e.g., preparation, management, translation).

Examples:
・Prepare English quotations and contracts
・Handle translation during email exchanges and online meetings with overseas clients
・Coordinate product specifications and manage delivery schedules

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③ Required Knowledge and Skills

Specify your education, qualifications, language ability, and technical skills.

Example: Bachelor’s degree in Economics, TOEIC 900, proficiency in Excel functions and Salesforce.

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④ Position and Team Structure

Indicate your position within the team and reporting lines to show that you work in an organized environment.

Example: Works under the supervision of the Sales Manager in a three-member team responsible for regional sales areas.

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What Makes a JD Stand Out in Screening

In screening, the three key elements are specialization, specificity, and continuity.
Using concrete language helps examiners understand your role more accurately.

• Use specific terms instead of abstract ones
  (e.g., say “prepare market research reports” instead of “research” or “planning”)
• Include tools, clients, and deliverables
• Always describe when and how foreign languages are used (for international work)
• Mention specific technologies or development targets (for technical positions)

❌ NG Example: “Handle translation and interpretation.”
✅ OK Example: “Translate internal documents and contracts in English, and provide consecutive interpretation during meetings with overseas clients.”

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[Template] Job Description Examples

Example 1: Translator / Interpreter (Engineer / Humanities / International Services)

• Department: International Business Department
• Main Duties:
  　・Translate English and Japanese documents (contracts, internal materials, product manuals, etc.)
  　・Provide consecutive interpretation at meetings with overseas clients
  　・Handle email and phone communication with overseas subsidiaries
• Required Skills: English proficiency (TOEIC 900), experience using CAT tools (Trados)

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Example 2: IT Engineer (Technical Field)

• Department: Development Division
• Main Duties:
  　・Develop and test internal systems and web applications
  　・Define requirements, design architecture, and review code
  　・Collaborate using team development tools (GitHub, Jira)
• Required Skills: Python, JavaScript, SQL, basic knowledge of AWS

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Example 3: Marketing / Sales Planning

• Department: Sales Planning Section
• Main Duties:
  　・Conduct market research and customer data analysis
  　・Plan and create promotional materials (including English versions)
  　・Manage and evaluate social media advertisements
• Required Skills: Data analysis, Excel functions, basic Photoshop, English email communication

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Consistency Checklist: Aligning the JD with Other Documents

Document	Key Checkpoint
Employment Contract	Job title and duties are consistent
Certificate of Employment	No contradiction with JD content
Resume / Degree	Major or experience aligns with job field
Company Profile	Duties fit the company’s business scope
Proof of Salary Payment	Employment type and workplace match

When the JD is prepared separately, discrepancies with other documents often arise — be careful to ensure full consistency.

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Practical Advice from Ishinagi Administrative Scrivener Office

In real screening, the following comments are often seen from examiners:

• “Interpretation alone lacks sufficient specialization.”
• “Sales or retail tasks do not qualify as international business.”
• “Design support” or “translation assistance” may be considered auxiliary work.

💡 Tips to strengthen your JD:

• Reframe your duties to emphasize your primary responsibility
• Clearly link your academic background, skills, and job relevance
• Explain the company’s purpose for employing a foreign professional

Our office carefully analyzes past rejection cases and provides individualized guidance on how to craft a Job Description that truly passes examination.

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Conclusion: The Job Description Is Proof of Your Expertise

A Job Description is not just a list of duties — it’s the document that proves you are a qualified professional worthy of your visa category.
By describing your concrete skills, responsibilities, and outcomes, you can make your application much more persuasive to Immigration officers.

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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