Japan Work Visa Process Timeline: From Job Offer to Employment｜Osaka Immigration Guide

Introduction: Why Visa Procedures Right After a Job Offer Matter

Receiving a job offer from a Japanese company does not automatically mean you can start working.
To begin employment legally, a work visa (status of residence) must first be approved.

This is especially critical for:

• Candidates who are currently living overseas
• International students whose residence status will expire soon

A delay in the application process can lead to postponed start dates or even job offer cancellations.

This article explains the entire process of obtaining a work visa from job offer to actual employment,
based on the latest Osaka Immigration Bureau practices.
It is a complete, practical guide for both employers and foreign employees.

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Overall Process (Full Timeline)

Below is the general timeline from job offer to visa issuance:

Phase	Main Procedure	Approximate Period
Job Offer	Confirm employment terms and job description	Same day – 1 week
Document Preparation	Collect education, career, and company documents	2–3 weeks
Immigration Application	Apply for Certificate of Eligibility (COE)	Day of submission
Review Period	Osaka Immigration: around 1–1.5 months	30–45 days
After Approval	COE issued and sent to applicant	Several days – 1 week
Entry & Employment	Visa application → Arrival → Residence card issued	1–2 weeks

Source: Immigration Services Agency of Japan – “Standard Processing Time for COE Applications”
Note: Processing may take longer during busy seasons (March–May and September–November).

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Step 1: Documents the Company Should Prepare After a Job Offer

Employers should prepare the following documents as early as possible:

• Employment contract (clearly stating duties, location, and salary)
• Certificate of registered matters and the latest financial statements
• Company brochure or outline (to explain business activities)
• COE application form (official format)

Immigration officers carefully check whether the job duties match the applicant’s background.
Vague descriptions such as “assistant” or “clerical support” may lead to rejection.
The connection between the applicant’s education/experience and the job must be clearly shown.

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Step 2: Applying for the Certificate of Eligibility (COE)

The application is usually submitted by the employer or an administrative scrivener (gyoseishoshi).
In Osaka, the main submission office is:

• Submission Office: Osaka Immigration Bureau (Tennoji-ku, Uehonmachi)
• Applicable Statuses: Engineer/Specialist in Humanities/International Services, Intra-company Transferee, Highly Skilled Professional, etc.
• Submission Methods: In-person submission or by mail.
  (Registered companies and administrative scriveners may also apply online through the Immigration Online System.)

Both company and applicant documents must be attached.
If any documents are missing, the Bureau will issue a request for correction, delaying the process.
Preparing a complete application from the start is the fastest route to approval.

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Step 3: Osaka Immigration Review Period and Current Trends

The average processing time for work visa applications in Osaka is around 1 to 1.5 months.
However, the review may take longer in the following situations:

• Job description is too vague or lacks a clear Japanese explanation
• Salary is significantly lower than the industry average
• The company was recently established or has not yet submitted a financial statement
• Inconsistencies in the applicant’s education or career history

During peak seasons (spring and autumn), reviews may be delayed by an additional 2–3 weeks.
To stay safe, it’s best to begin preparation at least two months before the planned start date.

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Step 4: After Approval (COE Issuance → Residence Card)

Once approved, the Certificate of Eligibility (COE) is issued.
The next steps differ depending on the applicant’s location:

• Applicants living overseas:
  The company sends the COE to the applicant →
  The applicant applies for a visa at a Japanese embassy/consulate →
  The residence card is issued upon arrival in Japan.
• Applicants already in Japan (e.g., students):
  Apply for a Change of Status of Residence instead →
  The residence card is issued upon approval.

The date the residence card is issued marks the official start of legal employment.
Starting work before receiving the card is considered unauthorized employment (shikakugai katsudō).

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Step 5: Key Checks for Employers on the Start Date

At the time of employment, companies must verify and process the following:

• Check the residence card’s status and period of stay (keep a copy)
• Enroll the employee in social and employment insurance
• Submit the Notification of Employment of Foreign Nationals (Hello Work)
• Confirm the accuracy of residence record and pension number

The Osaka Labor Bureau and Pension Office have strengthened monitoring of foreign employment.
To avoid issues later, it’s best to manage visa, social insurance, and HR records together in one system.

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Conclusion: Early Preparation Is the Key to a Smooth Start

When it comes to work visas, timing is everything.
The average review period is about 1–1.5 months,
and including possible correction requests, the process can take nearly two months.

That’s why it’s best to consult an administrative scrivener as soon as the job offer is issued —
not after the start date is set.

By organizing your documents and schedule early,
you can obtain your visa in time and begin your new job with confidence.

At Ishinagi Administrative Scrivener Office,
we provide professional support based on the latest Osaka Immigration practices,
helping both companies and applicants achieve the fastest and smoothest path to employment.
If you’ve received a job offer and feel uncertain about the visa process,
please don’t hesitate to contact 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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