FAQ

The operational guidelines will confirm requirements such as passing field-specific exams and completing Technical Intern Training No. 2, as well as age, residence history, conduct, etc. Please obtain and keep copies of the supporting documents.

It is effective to verify the authenticity of the certificate of passing the specific skills examination by checking the issue number, name, and date of birth, and by checking the official website of the examination organization. We also check for unnatural formatting and signs of alteration.Japan Immigration Topics

Check whether the work is covered by the notification and incorporate it into your job description. If necessary, check with an administrative scrivener or other professional.

The working conditions will be clearly stated using the Immigration Bureau Reference Form (Employment Contract/Terms of Employment) or the government form of Notice of Working Conditions.List of application and notification forms for specific skills

The employee must be paid the same or higher wage as the employee and must comply with the minimum wage. The breakdown of allowances and deductions must be clearly stated in the notice of working conditions.

When providing support for specific skills in-house, it is easier to build relationships with foreigners and understand their situation, and the quality of support can be tailored to your company's policies. On the other hand, when outsourcing to a registered support organization, specialized knowledge and multilingual support are readily available, reducing the burden. It is best to decide based on whether your company has a system for dealing with foreigners and language-savvy personnel, and the size of the workforce.

Please use the Immigration Services Agency's Support Plan for Type 1 Specified Skilled Foreign Workers reference form (Excel) and sample information.List of application and notification forms for Specified Skilled Worker

Reasonable expenses may be borne based on the individual's wishes, but this must be clearly stipulated in the contract and limited to a reasonable amount. The explanation and consent must be recorded in the Support Plan for Specified Skilled Workers No.1.Q&A regarding the Specified Skilled Worker System (Q81)

Japan International Trainee & Skilled Worker Cooperation Organization (JITCO) offers a group insurance contract called JITCO Insurance, which covers technical intern trainees and foreign nationals with specified skills in Japan in the event of illness or injury outside of working hours.JITCO's support services(Japanese only)

When recruiting, you should clearly state that the candidate must have passed the Japanese Language Proficiency Test N4 or above, but it is also desirable that the subsequent employment contract, support plan, Japanese language support system before and after entry into Japan, etc. be commensurate with this. Including in the job posting that Japanese language support will be available after employment will also give applicants a sense of security.

Prepare work rules, consultation desks, and training implementation policies, and explain them at the pre-entry orientation.Guidebooks for Daily Life and Work　P.19

The company is not necessarily required to rent and completely provide the housing itself, but it is obligated to provide support in securing housing, which may include finding a property, assistance with signing contracts, and providing guarantors.Q&A regarding the Specified Skilled Worker System (Q89,90,91)

The names and contact information of the support manager and support staff will be included in the support plan and made known to foreigners.

Companies are required to provide employment training in accordance with the Industrial Safety and Health Act, and are required to take into consideration the employee's understanding of Japanese and keep records.Safety and health management for foreign workers

In many fields, there is no clear upper limit on the number of people that can be accepted by each company or business establishment, but in the two fields of construction and nursing care, there is a limit on the number of specified skilled workers that can be accepted at each business establishment, based on the number of full-time Japanese and other employees.Q&A regarding the Specified Skilled Worker System (Q33)

Employers should refer to the Ministry of Health, Labor and Welfare's Points to Note Regarding the Acceptance of Specified Skilled Foreign Human Resources, and when entrusting overseas brokers with introducing workers, they should clearly state in the contract and conduct audits to prevent unauthorized placement, the collection of fees from job seekers, and the imposition of penalty fees.

The advance guidance for specified skilled workers is required to explain working conditions, job content, remuneration, support details, etc. in a language that the worker can understand before entering the country.Q&A regarding the Specified Skilled Worker System (Q84,85)

Obtain and use the latest form from the Immigration Services Agency's List of Application and Notification Forms for Specified Skilled Workers.List of application and notification forms for Specified Skilled Worker

Foreign nationals coming to Japan with specific skills will have their accepting organization apply for a Certificate of Eligibility before entering the country, and after the issuance, they will apply for a visa at the Japanese diplomatic mission. After entering the country, they will receive a residence card and can apply for an extension of their period of stay or a change of organization as necessary.Specific skill system

Foreigners already in Japan who wish to work as a specific skilled worker must apply for permission to change their residence status and submit documents such as passing a certification exam and an employment contract. Specific skill system

When hiring a specific skilled foreign worker, it is mandatory to issue a Notice of Working Conditions (Employment Conditions Document) when concluding an employment contract. In accordance with Article 15 of the Labor Standards Act, it is necessary to clearly state conditions such as wages, working hours, and holidays.

When employing a specified skilled foreign worker, the company must submit a notification of eligibility for health insurance and employee pension insurance to the pension office within five days of the date of employment, and also process employment insurance at the Hello Work office.Employees' Pension Insurance System and Employees' Health Insurance System

When employing a specified skilled foreign worker, the company must submit an Employment Insurance Insured Person Qualification Acquisition Notification to Hello Work within 10 days of the start date of employment.Employment Insurance Insured Person Qualification Acquisition Notification(Japanese Only)

To help foreign nationals with specific skills open bank accounts to receive their salaries, support managers will accompany them to financial institutions, assist them in filling out paperwork, and provide interpretation services.Guidebooks for Daily Life and Work　P.140

To ensure that foreign nationals with specific skills can move in smoothly, the accepting organization will secure housing or assist with the contract. If necessary, they will also arrange for an interpreter and a guarantor.Apartment Search Guidebook (for foreigners looking for homes in Japan)

Under the Specified Skilled Worker System, arranging air tickets is not an obligation, but you are required to provide necessary guidance and arrangements to ensure the person's safe arrival in Japan as travel support before coming to Japan.

Although there is no legal obligation to conduct a pre-employment medical examination under the Specified Skilled Worker System, a medical examination is required at the time of employment if the worker is to be employed as a permanent employee under the Industrial Safety and Health Act. The medical certificate required at the time of residence application is a document to confirm the worker's health status so that they can work as a Specified Skilled Worker, and is an administrative operational requirement separate from the legal medical examination obligation.Overview of health examinations based on the Industrial Safety and Health Act(Japanese Only)

When accepting specific skilled workers, the company will provide them with information about local hospitals, city hall, shopping, transportation, banks, consultation centers, and other living information in a language they can understand, so that they can live independently.Life orientation video

To ensure that foreigners can seek advice without anxiety, companies will set up consultation desks that are independent of their superiors, provide support in their native language, and have an interpreting system in place, and make it clear in advance that there will be no disadvantages for seeking advice.

To ensure that specific skilled foreign workers can contact the company immediately in the event of an accident or illness, a person who can be contacted 24 hours a day will be designated, and an emergency contact network with native language support and an interpreting system will be made known to the workers in advance in writing.

Regardless of whether the employees are foreign nationals with specific skills or not, companies with 10 or more employees are required to create and submit work rules.

The SSW system is based on the premise of immediate work readiness, and on-the-job training and Japanese language learning are not mandatory. However, it is recommended that a step-by-step training plan and Japanese language learning support be provided within the workplace to help employees settle in and understand the job.

Although this is not an obligation specific to the Specified Skilled Worker System, the Act on the Protection of Personal Information requires that personal information of foreigners be collected and used appropriately, so it is advisable to clearly state the purpose of use and obtain the individual's consent form in advance.

Yes, residence procedures can be outsourced to an administrative scrivener (application agent), etc. However, parts of the employment contract that the receiving organization is responsible for, such as explaining the contents of the employment contract and ensuring appropriate working conditions, cannot be outsourced.

It is very convenient as it can handle all notifications made by specific skills affiliation organizations or registered support organizations that accept foreigners with the residence status of "specific skills." Prior registration is required to use this service.What is the Immigration Services Agency's Electronic Notification System?

If a foreigner enters the country with a specific skill, some airports, such as Narita, Haneda, Chubu, and Kansai, will issue a residence card upon entry. At other airports, the card will be mailed after entry and resident registration. If the foreigner changes their residence status within the country, they can choose to either collect it at the counter or have it mailed after permission is granted.

Present your passport, visa, and Certificate of Eligibility at the landing inspection. If you are arriving at an airport that issues residence cards, you can register as a resident within 14 days of receiving your residence card, and begin working after registering your address.

Providing furniture and appliances is optional, not mandatory. However, it is desirable to provide a livable environment immediately after moving in, and it is common for a refrigerator, washing machine, lighting, bedding, curtains, etc. to be provided.

Although a mobile phone or SIM contract is not mandatory, it is desirable to help secure the means of communication necessary for daily life, and there are many examples of support such as accompanying customers to stores and providing contract support.

For advance payments and out-of-pocket expenses, the amount, purpose, and repayment method must be clearly stated, and after obtaining the individual's written consent, they must be recorded and managed in a ledger or similar. If deducting from salary, a labor-management agreement or the individual's consent is required, and care must be taken to ensure that the deduction amount does not place a strain on the individual's life. Repayments must be made in reasonable installments, and opaque "deductions" and large payments are prohibited. It is important to provide explanations in a language the individual can understand and to keep records.

The company provides information necessary for daily life, such as local hospitals, government offices, transportation, shopping, garbage disposal rules, and emergency contact information, along with maps, in easy-to-understand Japanese or the foreigner's native language.

An orientation session will be held promptly after joining the company. The company will explain working conditions, hospitals, administrative procedures, transportation, garbage disposal, disaster prevention, etc., confirm understanding, and keep a record of the explanation.Life orientation video

While an interpreter is not required, the company has an obligation to explain the content in a language that the employee can understand. The company must provide support as needed, such as an interpreter, easy Japanese, or translation tools.

Accompaniment from the airport to the residence is a required support in the support plan. This can be done by the company or outsourced to a registered support organization. Guidance and accompaniment are also required when using public transportation.

The goal of the first day is for foreigners to be able to "start working with peace of mind." Upon arriving at work, there should be a greeting and an introduction to the company, an explanation of working conditions, work rules, and payroll deductions, and information on safety and health training and disaster evacuation procedures. After the lunch break, uniforms should be distributed, employees can tour the workplace, experience simple tasks, and be introduced to senior employees. Finally, there should be time for questions and follow-up interviews. Using simple Japanese and native language support will help deepen understanding.

Under the Specified Skilled Worker System, collecting security deposits from foreign workers, entering into contracts that stipulate penalties for breach of labor contracts, and lending unreasonably large amounts of money are prohibited by law. This is to prevent foreign workers from being bound by unfavorable conditions and to ensure an appropriate working environment.

With Specified Skills No. 1, foreigners cannot bring their family members to Japan. However, if they become accustomed to the work, improve their skills, and are granted Specified Skills No. 2, they may be able to live in Japan with their family.

It should be clearly explained in advance in a language that specific skilled foreign workers can understand that a shift system means different working hours, breaks, and days off depending on the day. It should also specifically state the scheduled weekly working hours, the possibility of late-night or early-morning work, when the shift will be confirmed (e.g., one to two weeks' notice), how to contact workers in the event of changes, and whether or not allowances will be provided. If possible, actual shift examples should be provided and time set aside for questions to prevent misunderstandings and anxiety.

Foreigners are granted paid leave in the same way as Japanese people, and taking it is a worker's right. The number of days granted, how to take it, and application procedures are explained to employees at the time of joining the company, and they cannot be prevented from taking it.Key points for labor management in workplaces with foreign employees(Japanese Only) p.35

The cost of company housing and cafeterias must be clearly stated at the actual cost, and if they are to be deducted from salaries, a consent form must be obtained and the amount deducted must not be unreasonably high. Explain and record the cost so that the burden of living expenses is not excessive.

It is necessary to explain evacuation sites in the event of a disaster, how to contact the police and fire department, etc. in people's native language or easy Japanese, and to share local disaster prevention information.

As a general rule, the accepting company or registration support organization will accompany the person when registering as a resident (notifying a move-in). Specific skilled workers are required to undergo "life orientation" and "support for public procedures," and will support the person in filling out paperwork at the city/ward/town/village office, confirming their address, and receiving their My Number notification. It is important that the accompanying person can explain things in Japanese and that a system is in place to allow the person to complete the procedures without anxiety.

You can check the validity of your residence card by entering the number and date of birth into the "Residence Card Number Expiration Information Enquiry System" (Immigration Services Agency). Another effective method is to use an IC chip-compatible card reader to check that the information on the card matches the electronic information. Furthermore, you can visually check the anti-counterfeiting features, such as the font, hologram, and texture.Japan Immigration Topics

Regarding social insurance (health insurance and employee pension insurance), companies must submit a "Qualification Acquisition Notification" to the pension office within five days of the start date of employment (the start date of the employment contract). Delays in this process will result in retroactive procedures and guidance, so once the start date is decided, you should prepare this as soon as possible.

The "Notification of Qualification Acquisition" for Employment Insurance must be submitted to the Hello Work office in the jurisdiction of the workplace within 10 days of becoming an insured person (the date of employment). Specified skilled foreign nationals are subject to the same application as other workers, and delays will result in the hassle of guidance and procedures, so it is important to prepare at the same time as the employment procedures. This also serves as a notification of the employment status of foreign nationals.

For specific skills workers, any changes to working conditions must be clearly stated (in writing). When the contents of the employment contract (wages, working hours, job content, work location, etc.) change, a new notice of working conditions must be provided to the worker in accordance with the Labor Standards Act, explaining the changes. In addition, the "Specified Skilled Worker Employment Contract" and "Support Plan" must also be revised depending on the changes.Notice of Employment

For safety and health training, the date and time, location, content, instructor's name, and participant names are kept in written or digital form as "training implementation records." Participants' signatures or seals are obtained, and training materials (handouts and slides) are also stored. In accordance with the Industrial Safety and Health Act, these records are kept for a certain period of time even after employees leave the company, in preparation for audits and guidance.

For specific skills workers, assistance with opening a bank account and signing a mobile phone contract is mandatory. Registered support organizations or accepting companies will accompany the worker through the procedures and provide necessary explanations in a language the worker can understand so that the worker can live in Japan. However, please note that the final decision on the contract is up to the worker.

While the Life Orientation itself is mandatory, submitting the "Life Orientation Confirmation Form" is not. However, in preparation for review and guidance by the Immigration Services Agency, it is required to record the date and time of the orientation, the content, the language used, the person who gave the explanation, and the individual's level of understanding, and to keep it signed by the individual. Creating and storing this document is essential in practice for audit purposes as proof of implementation based on the support plan.

Under the Specified Skilled Worker System, it is necessary to publicize reporting and consultation hotlines so that foreigners can safely seek advice in the event of trouble. Specifically, contact information for the Immigration Bureau's "Foreign Residents General Information Center," which can provide support in their native language, the Labor Standards Inspection Office, and local government consultation hotlines should be shared in work regulations, lifestyle orientation materials, notices in dormitories, LINE groups, etc. It is important to explain things in a language that the person can understand, based on a support plan.

Under the Specified Skilled Worker System, upon joining the company, the employee is required to be provided with an explanation of their commuter route and transportation expenses in a language they can understand. Specifically, this includes the recommended route from home to work, how to use public transportation, the conditions for purchasing a commuter pass and receiving transportation expenses, the maximum amount, how to settle the payment, and what to do in the event of a delay. Providing maps, photos, and accompanying the employee on-site are also effective.

There is no problem with creating work rules in Japanese, but it is advisable to explain them using simple language, illustrations, and supplementary materials in the employee's native language so that foreigners can understand the content.The Model Rules of Employment

A small amount of tax and social insurance is deducted from your salary every month. This is the same for everyone working in Japan. Health insurance reduces hospital costs, and pensions are a system that will give you money back in the future or after you return to your home country. It will be easier to understand if you briefly explain, while looking at your pay slip together, that "this is for when you're sick" and "this is for the future."