I am Teruyoshi Yoneda, the representative of Yoneda Legal Servives and a certified immigration procedures specialist. My office specializes in international matters such as visa and naturalization applications. Based mainly in Hiroshima Prefecture, we support foreign nationals living in Japan with various immigration procedures, including work visas, spouse visas, permanent residency applications, and naturalization.In this article, I will explain the documents required when applying for work visa.
To apply for a Work Visa (Engineer/Specialist in Humanities/International Services), both documents related to the applicant (the worker) and documents related to the employing company are required. The specific documents needed may vary depending on the type of application, as well as the size and track record of the company. The following is an overview of the documents that are generally required.
● Documents Related to the Applicant
(1) Application for Certificate of Status of Residence (for Issuance, Change, or Extension)
The designated form prescribed by the Immigration Services Agency must be used.
(2) Photograph (4 cm × 3 cm)
(3) Passport and Residence Card
This is for verifying the applicant’s nationality and confirming the personal information that the applicant’s country has on record.
(4) Documents that verify educational background and work experience
If you have graduated from a graduate school, university, or junior college, a certificate of graduation is required. If you have graduated from a vocational school, a diploma indicating the title such as ‘Specialist’ must be submitted. Please note that, for vocational schools, the applicant must have graduated from a vocational school in Japan.
(5) Certificate of Municipal Resident Tax (Taxation or Non‑Taxation) and Certificate of Tax Payment (for renewal applications)）
These certificates are issued by the municipal office of the city, ward, town, or village where you reside as of January 1. They are required to confirm your annual income and whether you have properly paid your resident tax.
●Documents related to the company that will employ the applicant.
(1) Documents that clarify the details of the business activities.
A company brochure or similar document that provides detailed information on the company’s business activities, organizational structure, and related matters.These documents are required to confirm the actual operational status of the company.
(2)Certificate of Registered Items
This is required to verify the company’s legal existence.
(3) A copy of the most recent fiscal year’s financial statements (or a business plan in the case of a newly established business).
These documents are required to verify the company’s existence and actual business operations.
(4) Employment contract or written notice of working conditions.
It will be verified whether the applicant’s duties meet the requirements for the “Engineer/Specialist in Humanities/International Services” work visa, including whether the work is specialized rather than simple labor. The employer must also demonstrate that the employment and working conditions are appropriate. The salary must not fall below the statutory minimum wage.
(5)A copy of the Notification of Establishment of a Salary-Paying Office.
This is a document that companies (employers) must submit to the tax office when hiring employees. It is also required to verify the company’s existence and actual business operations.
(6) Statement of Reasons for Hiring (optional).
Although this document is optional, it is an important one.In the Statement of Reasons for Hiring, the employer explains how the applicant’s background—such as university coursework and work experience—is related to the duties they will perform.Specifically, it should clarify that the work is specialized rather than simple labor, that the applicant will actually have such duties to perform (i.e., the workload exists), and describe the company’s situation, including whether it is generating sales and profit.
(7) New Employee Training Plan.
If new‑employee training is conducted, a training schedule for new employees should be prepared, and it should be explained in the statement of reasons or other documents that Japanese employees will undergo the same training.
To obtain a ‘Engineer/Specialist in Humanities/International Services’ visa, it is necessary to demonstrate—through these documents—that the applicant meets the required criteria, addressing the key points examined during the screening process.
Our office conducts careful interviews to accurately understand the circumstances of both the applicant and the company, and we provide guidance and prepare the necessary documents tailored to each individual case.
If you are considering applying for a work visa in the Chugoku region (Hiroshima, Yamaguchi, Okayama, Shimane, Tottori) or elsewhere in Japan, we offer free consultations, so please feel free to contact us.We will fully support you until your work visa is approved.
