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.

For foreign entrepreneurs aiming to start a business in Japan, securing a “place of business” is a critical step in the Business Manager visa application process. However, following the legal amendments on October 16, 2025, the required scale of business operations was significantly increased; consequently, the criteria for business premises have also become much more stringent.

Here are the key points covered in this article.

In this article, an expert explains the specific conditions and key considerations for whether a rental office satisfies the Business Manager visa requirements under the new system.

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

Following the legal amendments on October 16, 2025, the requirements for obtaining a Business Manager visa have been fundamentally restructured. To understand the specific criteria for “business premises,” it is first essential to grasp the new basic requirements that serve as the foundation for these rules.

• Business Scale: Capital investment of 30 million yen or more AND the employment of at least one full-time staff member is mandatory.
• Management Experience: A minimum of three years of management experience OR a Master’s degree (or higher) is mandatory.
• Business Plan: Verification of the business plan by a qualified professional, such as a Registered Management Consultant (SME Consultant), is mandatory.
• Japanese Language Proficiency: The applicant or an employee must possess Japanese proficiency equivalent to JLPT N2 or higher.

Of these, the most critical change is the new business scale requiring a capital investment of 30 million yen and at least one full-time employee. The examination of business premises is now conducted strictly from the perspective of whether the location is truly appropriate for operating a business of this significant scale.

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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.

Under the new system, in particular, it is judged as unnatural for a business—one that invests 30 million yen in capital and employs full-time staff—to be operated out of a substanceless rental office or an extremely cramped space. The business premises serve as the most visible indicator of whether the company possesses the actual substance commensurate with its business scale.

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

It is necessary to re-evaluate whether each type of rental office is appropriate from the perspective of the new business scale, which requires a capital investment of 30 million yen and the employment of full-time staff.

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
  This is the most realistic option, provided that all appropriate conditions are met.
• Key Requirements for Approval
  ○Separate, private room
  It is an absolute requirement that the space be a lockable private office.
  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.
  ○Appropriate Floor Space:
  The amount of space is crucial. It is necessary to secure enough room for at least two people—the business manager and a full-time employee—to engage in work without hindrance. If the office is an extremely cramped single-person room, there is a high risk that it will be judged as inconsistent with the scale of the business.
  ○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.
  ○Contract in the corporate name
  The lease agreement must be executed in the name of the established corporation. For service offices, it is crucial that the lease agreement clearly specifies the designated private space provided and is signed under the name of the newly established Japanese corporation, rather than 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 are not permitted.
• Reasons for Unsuitability
  Since there is no physical business space, it completely fails to meet the requirement for “actual substance.” It is judged as impossible for a business on a scale of 30 million yen to be operated through a mere address rental.

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
  As a general rule, it is not permitted.
• Reasons for Unsuitability
  A hot-desk (free-address) contract is not acceptable because it fails to ensure “independence.” However, if you contract a lockable private room within the same facility that offers sufficient space for both the manager and full-time staff to work, it may be recognized as a “service office” and potentially meet the requirements.

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
  It depends on the type of contract, not the name of the facility.
• Criteria
  As with the above, if the space is a lockable private room with sufficient floor space commensurate with the business scale, it may be recognized. However, if the arrangement is a mere sharing of desks, it will not be permitted.

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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.

Of particular importance is whether the environment allows full-time staff to actually work there. You must clearly demonstrate, through photographs and other evidence, that desks, chairs, and PCs are provided for the total number of managers and employees, and that individual workspaces are secured for each. Additionally, displaying the company name on signage and mailboxes is a crucial factor in reinforcing the actual substance of the business.

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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