Japan’s “Engineer/Humanities” Visa: Eligible Jobs Explained

Reference: Immigration Services Agency “Engineer / Specialist in Humanities / International Services”

4-3-1. Documents Proving Job Duties

In the application process for a work visa, in addition to the basic application documents, documents related to the hiring company are required. In particular, documents proving the foreigner’s job duties are important.

Specifically, this includes the following:

• Photos of the office or business premises: Documentary evidence showing that the company is actively conducting business.
• Copies of business agreement contracts: Proof that there is a stable volume of work, regardless of the size of the company.
• Product brochures/pamphlets: Documents explaining the business activities in which the foreign worker will be involved.
• Employment contracts: Documents that state not only salary and working hours, but also specific job duties.

These documents play a crucial role in demonstrating to the Immigration Services Agency the legitimacy and necessity of the applicant’s employment.

4-3-2. Documents Confirming Basic Information and Financial Condition of the Host Company

For Categories 1 and 2, the basic information and financial condition of the host company can be confirmed through documents such as a copy of the “Shikiho” (Japan Company Handbook) or a copy of the “Statutory evaluation table of withholding tax for salary income for the previous year.”

On the other hand, for Categories 3 and 4, the following documents are required to prove information about the host company:

• A copy of the statutory evaluation table of withholding tax for staff’s salary income for the previous year (with the tax office reception stamp)
• Certificate of Registered Matters (Corporate Registration)
• Documents clarifying the details of the business: A pamphlet detailing the history, officers, organizational structure, business activities (including major clients and transaction history) of the employer, etc., or equivalent documents prepared by the employer, etc.
• A copy of the financial statements for the most recent fiscal year (for a new business, a business plan)

Please note that since Category 4 applies to sponsoring organizations that cannot submit a “copy of the statutory evaluation table of withholding tax for staff’s salary income for the previous year (with the tax office reception stamp),” documents showing the reason why the statutory evaluation table cannot be submitted are required as follows:

• For organizations exempt from withholding tax:”A Certificate of Exemption from Withholding Tax for Foreign Corporations or other documents proving that withholding tax is not required”
• For organizations other than those exempt from withholding tax:
  “A copy of the Notification of Opening an Office for Payment of Salaries/Wages” AND any one of the following:
  “Income tax withholding statements for salary/retirement income, etc., for the most recent 3 months (a copy with the receipt date stamp)”
  “In cases where special provisions for the due date are granted, documents proving that approval for such special provisions has been granted”

Reference: Immigration Services Agency “Engineer / Specialist in Humanities / International Services”

5. How to Apply and the Procedure for the Japanese “Engineer / Specialist in Humanities / International Services” Visa

The application procedure for a work visa varies depending on where the foreign worker is being brought from. Here, we will explain the following three cases:

• Inviting someone from overseas
• Hiring an international student currently in Japan
• Hiring a career changer transferring from another company in Japan

Since the required documents, processes, and required processing times differ for each case, appropriate action must be taken according to the specific situation.

5-1. Inviting Someone from Overseas

Once the decision to hire a foreign worker has been made, it is important to follow the appropriate procedures. First, a written employment contract must be concluded. At that time, be sure to also obtain the foreigner’s facial photograph, graduation certificate, and resume. These documents will need to be submitted to the Immigration Services Agency when applying for the work visa later on.

After signing the employment contract, you can apply for a “Certificate of Eligibility” (COE) at the Immigration Services Agency. This screening process usually takes 1 to 3 months; however, any deficiencies in the documents may cause further delays, so please check them carefully.

Once the Certificate of Eligibility is issued, send it to the foreign worker. The worker will then apply for a visa at the Embassy of Japan in their home country. This procedure generally takes about 2 weeks to 1.5 months.

Finally, when the worker enters Japan after obtaining the visa, a “Residence Card” will be issued by the immigration officer. Obtaining this Residence Card completes the work visa application process.

5-2. Hiring an International Student Currently in Japan

When hiring an international student currently in Japan as a new graduate, the work visa application procedure is relatively simplified. Since these students already hold a Residence Card, it is necessary to check it during the interview.

An international student’s status of residence is typically “Student” or “Designated Activities (Job-hunting).” After an informal job offer is made, sign an employment contract and apply for a “Change of Status of Residence” at the Immigration Services Agency. While the applicant can perform this procedure themselves, accompanying them by a company representative is recommended, as the process can sometimes be complex.

It usually takes about 2 weeks to 1 month from application to receiving the result. Once approved, the applicant receives a new Residence Card at the Immigration Services Agency. Obtaining this new card completes the work visa process.

5-3. Hiring a Career Changer Transferring from Another Company in Japan

When a foreign worker employed in Japan changes jobs, the required procedure depends on the nature of their new job duties.

If there is no major change in the job duties after changing jobs, the applicant can continue using their current status of residence. In this case, re-applying for a work visa is unnecessary, and the process is completed simply by the career changer submitting a “Notification of the Contracting Organization” to the Immigration Services Agency.

However, if it is uncertain whether the new duties fall within the scope of the current work visa, it is wise to apply for a “Application for Issuance of a Certificate of Authorized Employment” at the Ministry of Justice. This allows you to confirm that the employment is lawful.

On the other hand, if the job duties change significantly due to the career change, an application for a “Permission for Change of Status of Residence” is required. This is the procedure to change the status of residence to match the new job duties.

6. Examination Period for the Japanese “Engineer / Specialist in Humanities / International Services” Visa

The processing time for a status of residence is generally said to be about 1 month, but in practice, it varies greatly depending on the case. By law, the screening is required to be completed within 3 months; however, while some cases are finalized in as little as 2 weeks, others may take 2 to 3 months.

The processing time depends on the type of application. Generally, the processing time for a “Renewal (Extension)” is the shortest, followed by a “Change,” while an “Eligiblity Certificate (COE)” tends to take the most time. In addition, factors such as the credibility of the applying company and the applicant’s personal situation also affect the processing time.

Furthermore, the peak season at the Immigration Services Agency must also be taken into account. Every year, applications tend to concentrate between February and May, so applications submitted during this period generally take longer to process.

7. Cases Where Application for the Japanese “Engineer / Specialist in Humanities / International Services” Visa Is Not Approved

The main reasons for the denial of a work visa application can be summarized into the following three points:

First is the mismatch between job duties and educational background. For the “Engineer / Specialist in Humanities / International Services” visa, strong emphasis is placed on the relevance between the knowledge acquired through specialized education and the actual job duties. If this relevance is not recognized, there is a high possibility of denial.

Second is non-compliance with the restrictions on activities other than those permitted. If individuals such as international students or dependents worked part-time beyond the allowed limit of 28 hours per week (8 hours per day during long school vacations), their work visa application may be rejected. It is important for employers to verify before hiring whether the applicant has complied with the laws and regulations.

Third is falsification of application contents. If there is false information regarding educational background or work history, the application will naturally be denied. Even unintentional misstatements may lead to the same result, so meticulous care is required when preparing application documents.

Keeping these points in mind and submitting an accurate and honest application will lead to a successful acquisition of a work visa.

8. Summary

In this article, we explained the “Engineer / Specialist in Humanities / International Services” work visa. To summarize the key points, they are as follows:

The “Engineer / Specialist in Humanities / International Services” visa is an important visa for foreign nationals engaging in professional work in Japan. This visa permits individuals to work in the fields of technology, humanities, and international services, specifically covering roles such as IT engineers, interpreters, and consultants.

Requirements for obtaining the visa include: graduating from a university or a Japanese vocational school, relevance between educational/professional background and job duties, receiving a salary equal to or higher than a Japanese national, and the employing company having sound business operations. Application requires documents proving job duties and basic company information.

The application method differs depending on the situation—inviting someone from overseas, hiring an international student in Japan, or transferring from another company in Japan—and procedures must be followed accordingly.

Additionally, you may find it difficult to prepare all required documents or handle the renewal process on your own. If you feel it is challenging, seeking assistance from a visa specialist is one viable option.

Start by checking the candidate’s current status (residence status, educational background, etc.), prepare thoroughly, and proceed with the application.

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