We set out the differences and process for the three status of residence procedures involved in hiring foreign nationals, along with the notification obligation that applies when they change jobs
When hiring foreign talent, people often talk about "applying for a visa", but strictly speaking what is required is an application relating to the "status of residence" that allows the person to work in Japan. This procedure varies according to the candidate's current circumstances and broadly falls into three types.
Once an offer has been made, the next point to consider is "which procedure will this person go through, and when can they start?" Because the application period and required documents differ depending on the type of procedure, it is important to prepare in parallel with the recruitment plan.
This article sets out the differences and process for three procedures — the application for a Certificate of Eligibility, the application for permission to change status of residence, and the Employment Eligibility Certificate — together with the notification obligation placed on the foreign national when they change jobs. For how to choose the right status of residence, please see the previous step (checking and considering the status of residence). For the overall picture of hiring foreign nationals, see how to hire foreign workers in Japan.
The available options for status of residence procedures depend on where the candidate currently is, what status of residence they hold, and whether this is a new hire or a job change.
The application for a Certificate of Eligibility (COE application) is the procedure used when inviting a foreign national who is currently living overseas. It confirms eligibility for a status of residence before entry into Japan and produces a certificate that smooths the visa application at a diplomatic mission abroad (embassy or consulate).
The application for permission to change status of residence is made when a foreign national already living in Japan needs to switch to a different status of residence. Typical examples include hiring an international student as a new graduate, or a case where a change is needed from another work-related status.
The Employment Eligibility Certificate is an optional certificate. It allows the immigration bureau to confirm whether the work to be undertaken after a job change fits within the person's current status of residence. There is no legal obligation to obtain one, but it gives both the employer and the foreign national reassurance by confirming suitability in advance.
When hiring a foreign national who is living overseas, the is made before that person enters Japan. Submitting the issued certificate to a diplomatic mission abroad (embassy or consulate) helps the visa be issued and landing permission granted smoothly.
The applicant can be the foreign national themselves, but a member of staff at the accepting (host) organisation (the employer), or a lawyer, gyoseishoshi (administrative scrivener), or other authorised filing agent, can also handle the procedure on their behalf. Because this is a procedure the employer can be actively involved in, it is generally carried out in parallel with preparations to receive the new hire.
The standard processing period is generally said to be around one to three months, so a certain amount of time needs to be allowed for between the job offer and the start date. There is no application fee. Since March 2023, it has also been possible to receive the certificate by email.
The documents required vary depending on the type of status of residence for the intended work, but an employment contract, materials showing the company's business activities and financial position, and an account of how the hiring decision was reached may be requested. Clarifying the job duties and terms of employment at the recruitment planning stage helps improve the accuracy of document preparation.
📋 Consultation on required documents and preparation time
The documents needed for a Certificate of Eligibility application vary according to the company's industry and size and the candidate's background. Please feel free to get in touch first.
Where a foreign national already living in Japan needs to change their status of residence in order to carry out a different activity (work) from before, an application for permission to change status of residence is required. A typical example is hiring a student holding a "Student" status of residence as a new graduate and switching them to a work-related status of residence.
The applicant can be the foreign national themselves, but staff at the employer, a lawyer, gyoseishoshi (administrative scrivener), or other authorised filing agent can also carry out the procedure.
The standard processing period is generally said to be around one to two months, but in practice it tends to take more like two to three months. The application must be made while the current period of stay still has time remaining, so it is important to check the expiry date on the residence card and time the application accordingly. When permission is granted, an application fee of 6,000 yen (5,500 yen for an online application) is payable (fees as of 1 July 2026).
Application documents need to be prepared according to the type of status of residence being changed to, and the review examines whether the job duties, educational background, and work history are consistent with that status of residence. Setting out the job duties clearly at the point of the job offer helps the review proceed smoothly.
The Employment Eligibility Certificate is an optional document that certifies whether the work a foreign national intends to carry out is permitted under their current status of residence (for reference, see the Immigration Services Agency of Japan). In the case of a job change, it allows advance confirmation of whether the duties at the new employer fit the person's current status of residence, making it a useful procedure for both the employer and the foreign national.
Where the certificate involves a change of employer, such as a job change, the standard processing period may take around one to three months. The fee is 2,000 yen (1,600 yen for an online application).
On the other hand, where a job change, resignation, or new employment, or the closure or renaming of the organisation the person belongs to, occurs, the foreign national is under an obligation to submit a notification concerning the contracting organisation. This notification must be filed with the immigration bureau within 14 days of the date the event occurred.
This notification is one the foreign national must make themselves; there is no system under which the employer files it on their behalf. The statuses of residence to which this applies include Engineer / Specialist in Humanities / International Services, Highly Skilled Professional, Research, Nursing Care, Skilled Labour, and Specified Skilled Worker, among others. The notification can be filed online, in person at a counter, or by post, and no supporting documents are required for an online application.
For a company accepting foreign nationals, it is advisable to let the foreign national know in advance that this notification obligation applies whenever a job change or resignation occurs.
Which status of residence procedure applies — the Certificate of Eligibility, the change-of-status application, or the Employment Eligibility Certificate — depends on the candidate's current circumstances. Each has its own standard processing period, and because this directly affects the recruitment schedule, it is important to work out the likely timeline for the procedure as soon as possible after the job offer is made.
It should also be noted, although we have not gone into detail here, that the review also looks at the accepting company's financial position and the applicant's residence history to date.
In addition, where a job change occurs, it is advisable to check in advance both the use of the Employment Eligibility Certificate and the foreign national's notification obligation (within 14 days of the event).
For the full picture of the seven steps in hiring foreign nationals, please see how to hire foreign workers in Japan. For the mindset worth grasping before you even begin recruitment, please also see hiring foreign workers starts before the visa application.
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