Business Manager Visa Japan: Can a Rental Office Qualify? Key Criteria & Tips

For foreign entrepreneurs aiming to start a business in Japan, obtaining a Business Manager Visa is a crucial first step. The application process involves numerous requirements, among which securing a “business office” is one of the most important—yet often misunderstood—elements. The chosen office space is not merely a physical address; it is a fundamental component subject to strict examination by the Immigration Services Agency.

Many applicants are drawn to the convenience and cost-effectiveness of modern rental offices. However, a common concern is whether such office types truly meet the stringent criteria set forth by Japan’s immigration laws.

Here are the key points covered in this article.

This article explains which types of rental offices are accepted for a Business Manager Visa application, the specific requirements that must be met for approval, and key pitfalls to avoid.

1.Basic Requirements for the Business Manager Visa in Japan and the “Business Office” Requirement

To obtain a Business Manager Visa in Japan, several key requirements must be met. These typically include having a capital of at least 5 million yen or employing at least two full-time staff, and submitting a feasible business plan. Among these, securing a “business office” is considered just as critical as financial capacity and the quality of the business plan—it plays a crucial role in the overall evaluation of the visa application.

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1-1. Definition and Interpretation of “Business Office” Under Japan’s Immigration Law

Under Japan’s Immigration Law, a “business office” is defined as “a place where business activities are continuously conducted.” This definition is crucial, as it forms the basis for all subsequent requirements. From this fundamental definition, three key principles are derived that guide the Immigration Bureau in evaluating and interpreting office spaces.

• Substantiality
  The office must be more than just a mailing address or a nominal registration location; it must clearly serve as the actual site where business operations are conducted. This means the space must be properly equipped and prepared to carry out the specific business activities described in the business plan.
• Independence
  The business must occupy a clearly defined and physically separate space from other businesses or residential areas. This principle is particularly important when considering shared office environments, where it is essential that the applicant’s business area is clearly demarcated.
• Continuity
  The office must have the necessary facilities, infrastructure, and environment to support ongoing and continuous business activities. This requirement underscores the business’s ability and commitment to long-term operations.

1-2. Why the “Business Office” Is Strictly Evaluated

The primary reason the Immigration Bureau conducts strict evaluations of business offices is to maintain the integrity of the visa system and prevent fraudulent use.

• Prevention of Paper Companies and Fraudulent Businesses
  Strict screening aims to prevent the establishment of “paper companies” or fraudulent businesses created solely for the purpose of obtaining a visa. The business office serves as a key indicator of whether there is a genuine intent to operate a legitimate business.
• Proof of Genuine Business Intent
  A tangible, independently verifiable office space provides concrete evidence of the applicant’s sincere intent and commitment to legally establish and operate a business in Japan. It also demonstrates that the entrepreneur is making a real investment in a physical base of operations.
• Evidence of an Operational Base
  The office functions as the physical base from which the business operates. Therefore, it serves as important evidence for the Immigration Bureau when assessing the practicality and feasibility of the proposed business.

The Immigration Bureau’s strong emphasis on “substantiality,” “independence,” and “continuity” in relation to business offices stems from their crucial role in maintaining the overall integrity of the visa system.

The Bureau does not treat the office merely as a checklist item, but rather as a critical checkpoint to prevent abuse of the visa framework. These strict requirements are designed to filter out applicants who may misuse the visa category for purposes other than genuine business operations.

Therefore, applicants must understand that simply securing an address is not sufficient. They are expected to actively and convincingly demonstrate that the office is a legitimate and fully functional base tailored for their specific business activities. It is essential to proactively establish and present an office that truly reflects the operational reality of the business.

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2.Types and Characteristics of Rental Offices: Relevance to Visa Applications

In the context of applying for a Business Manager Visa, understanding the different types of rental offices and their characteristics is extremely important. Each type has distinct implications regarding its suitability for visa approval.

2-1. Serviced Offices

Serviced offices are typically fully furnished and equipped, offering shared amenities such as reception services, meeting rooms, high-speed internet, and utilities. In many cases, additional administrative support services are also provided.

• Visa Suitability
  Serviced offices are generally considered an acceptable option for Business Manager Visa applications, provided that certain strict conditions are met. As a result, they offer a practical solution for many entrepreneurs.
• Key Requirements for Approval
  ○Private, Independent Workspace
  The most critical requirement is that the applicant’s business secures a lockable, private room that is used exclusively for its operations. This is essential to demonstrate the “independence” of the business from other entities within the serviced office facility. Shared desks or open-plan layouts are generally deemed insufficient.
  ○Mail Reception, Phone Answering Services, On-Site Staff
  While reception and phone services are not legally mandatory, they serve as strong supporting elements for demonstrating the substantiality of the business. The presence of on-site management or reception staff at the serviced office enhances the credibility and operational reality of the business base, showing that it operates in a professionally managed environment.
  ○Lease Agreement
  The lease agreement must clearly identify the specific private space provided and should be signed under the name of the newly established Japanese corporation, not the individual applicant.

2-2. Virtual Offices

Virtual offices primarily provide a business address along with mail handling and phone answering services, but they do not offer a physical, dedicated workspace for the applicant.

• Visa Suitability
  Virtual offices do not meet the “business office” requirement for Business Manager Visa applications.
• Reasons for Unsuitability
  The primary reasons are the fundamental lack of an “independent business space” and the significant difficulty in proving the “substantiality” of the business. Immigration authorities typically view such setups as lacking genuine operational presence.

2-3. Coworking Spaces

Coworking spaces are open, shared work environments characterized by flexible desks, communal areas, and a collaborative atmosphere. They typically do not offer private, dedicated offices.

• Visa Suitability
  Coworking spaces are generally not accepted for Business Manager Visa applications. Free-desk types typically fail to meet the requirement of securing a proper business office. However, if the applicant rents a lockable, private office within the same facility and can demonstrate a stable business presence within that space, the business office requirement may be fulfilled.
• Reasons for Unsuitability
  Similar to virtual offices, the main issues are the lack of an “independent workspace” and the difficulty in “proving the substantiality” of the business. The shared and temporary nature of these environments makes it difficult for applicants to establish and demonstrate a dedicated, independent business base that meets the expectations of the Immigration Bureau.

2-4. Shared Offices

The term “shared office” is used broadly and is often confused with serviced offices or coworking spaces. However, for visa application purposes, the decisive factor is whether the setup offers a dedicated, lockable private space.

• Visa Suitability
  If a shared office facility provides a dedicated, lockable private room and offers services comparable to a serviced office—such as mail reception and professional phone answering—it may be classified as a “serviced office” and could be considered acceptable for visa purposes.However, if it refers to a shared desk environment or an open layout without a clearly defined private area, it resembles a “coworking space” and is generally not accepted for visa applications.What matters most is whether the space is exclusive and identifiable.

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3.Specific Considerations and Risks When Applying for a Business Manager Visa in Japan Using a Rental Office

When applying for a Business Manager Visa using a rental office, it is essential to understand and properly address several specific considerations and risks in order to pass the strict screening by the Immigration Bureau.

3-1. Ensuring “Independence,” “Continuity,” and “Substantiality”

As mentioned earlier, the three principles of “independence,” “continuity,” and “substantiality” are critical factors that determine the success of a visa application. Even when using a rental office, applicants must have a clear strategy to actively demonstrate compliance with these principles.

• Independence
  It is essential that the applicant’s dedicated space is clearly identifiable as the business’s operational area and distinct from other users. This means avoiding shared desks or non-partitioned open workspaces. If renting a private room, ensure that the space is clearly partitioned and identifiable.
• Continuity
  You must demonstrate that the office is genuinely equipped for ongoing business operations. This includes essential infrastructure such as reliable internet access, a dedicated business phone line, and appropriate office furniture necessary for conducting daily activities.
• Substantiality
  This is the most critical aspect and requires concrete, verifiable evidence. Examples of proof include:
  ○Signage: If permitted by the rental office, having the company’s name clearly displayed at the office entrance or building entrance significantly enhances credibility.
  ○Evidence of Business Activity: Submit materials such as issued invoices, contracts with clients or suppliers, business cards showing the office address, a professional website, and company brochures clearly stating the office location.

The reason the Immigration Bureau requires verifiable actions as proof of “substantiality” is rooted in the belief that simply having a lease agreement is not sufficient. This reflects the Bureau’s expectation for tangible and verifiable evidence of actual, ongoing business operations.

It is not enough to merely state that an office exists; applicants must actively demonstrate how the office functions as a legitimate, operational business base through consistent activity. This highlights the need for future applicants to take a proactive approach to gathering and organizing evidence from the very beginning of their business launch.

Maintaining detailed records, collecting photographic evidence, and continuously building a strong case for the legitimacy and operational reality of the business are all essential practices.

3-2. Important Points Regarding Lease Agreements and Company Registration

Special attention must be paid to the lease agreement when using a rental office.

• Contract Under the Company’s Name
  The office lease must be signed under the name of the newly established Japanese corporation, not the individual applicant. If the initial lease was signed under the individual’s name (e.g., before company formation), a formal sublease agreement transferring the lease to the corporation is absolutely required. However, this complicates the process and is generally viewed less favorably by the Immigration Bureau compared to a direct lease under the corporation.
• Matching the Registered Address
  The address listed on the lease agreement must exactly match the corporate address submitted to the Legal Affairs Bureau for company registration.
• Clearly Stated Business Use
  The lease agreement should explicitly state that the premises are to be used for “business purposes,” making the intended use of the space clear.

3-3. Past Cases of Business Manager Visa Rejections

There are recurring patterns among Business Manager Visa rejections related to office space. Below are common examples:

• Applications based solely on pure virtual offices that do not meet the extremely rare and exceptional conditions required for approval.
• Offices deemed lacking in “substantiality,” such as empty spaces without furniture, no signs of staff presence, or no evidence of actual business activity.
• Inconsistencies or contradictions in submitted documents—such as mismatched addresses between the lease agreement, company registration, and business plan.
• Failure to prove regular physical presence or ongoing business activity at the stated office location.
• Attempts to use a residence (home office) as a business office without providing clear and convincing floor plans or photos showing a distinct and dedicated business space.

4.Summary

Choosing a business office is not merely a procedural formality—it is a critically important factor in the success of a Business Manager Visa application in Japan. The type of office selected must be carefully considered in light of the strict requirements set by the Immigration Bureau: substantiality, independence, and continuity.

Offices that meet specific conditions—such as offering a dedicated space and relevant services—are the most recommended. In contrast, pure virtual offices and coworking spaces generally carry a very high risk of visa rejection. It is strongly advised to prepare your business plan and office-related documents in consultation with a qualified expert.

To ensure a smooth application process for the Business Manager Visa, it is essential to seek professional guidance. Given the high risks involved and the discretionary nature of immigration screening, receiving expert support from professionals such as administrative scriveners (gyoseishoshi) is highly recommended.

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