As labor shortages driven by a declining birthrate and aging population grow more severe, more companies are considering hiring foreign workers each year. According to the Ministry of Health, Labour and Welfare’s “Summary of Notifications of the Employment Status of Foreign Nationals,” the number of foreign workers in Japan reached approximately 2,048,675 as of the end of October 2023, continuing to set record highs.

At the same time, many still say they “don’t know where to start,” “are unsure how to verify status of residence,” or “don’t know how many months the process will take.” The complexity of the system is holding companies back from taking the first step toward hiring.

This article breaks the foreign worker hiring process into seven practical steps. It covers everything from the basics of status of residence to post-offer application procedures and building an acceptance framework after joining, so even companies hiring foreign talent for the first time can use it as a concrete guide.

Status of residence basics to know before hiring foreign workers

For a foreign national to work in Japan, they need a status of residence that permits employment. Status of residence defines the “permitted activities” and the “period of stay.” Assigning work beyond the scope of that status violates the Immigration Control and Refugee Recognition Act (Immigration Control Act). Employers risk liability for the offense of promoting illegal employment (imprisonment of up to three years or a fine of up to 3 million yen), so treat pre-hire verification as a legal obligation.

At a minimum, confirm the following three points before hiring:

  • The name of the status of residence the candidate currently holds
  • The scope of work activities permitted under that status (not permitted / restricted / unrestricted)
  • The period of stay shown on the residence card

There are currently 29 types of status of residence, ranging from those with no work restrictions—such as Permanent Resident, Long-Term Resident, and Spouse or Child of Japanese National—to those limited to specific duties, such as Engineer/Specialist in Humanities/International Services and Specified Skilled Worker. Understanding the types of status of residence and their activity scopes in advance will significantly improve the accuracy of your hiring plans.

Common statuses of residence used in foreign talent hiring

Below is an overview of the main statuses of residence used depending on hiring goals and job duties.

Specified Skilled Worker (i) and (ii)

Created in 2019, this status of residence is designed to accept job-ready international talent in industrial fields facing serious labor shortages. Specified Skilled Worker (i) covers multiple fields, including nursing care, construction, and food and beverage manufacturing, with a cumulative period of stay capped at five years. Specified Skilled Worker (ii) requires a higher skill level, has no limit on the number of period-of-stay renewals, and allows family accompaniment. For details on eligible fields, see the list of Specified Skilled Worker target industries.

Engineer/Specialist in Humanities/International Services

This status of residence applies to work that uses specialized knowledge or skills, such as systems engineering, interpretation, translation, and design. It generally requires a university-level education or at least 10 years of practical experience. It is commonly used when hiring for white-collar roles.

Employment for Skill Development (formerly Technical Intern Training)

Under the 2024 amendment to the Immigration Control Act, the Technical Intern Training Program is being phased out and will transition to the Employment for Skill Development Program. Employment for Skill Development is structured so that three years of work aim toward a transition to Specified Skilled Worker (i), and transfer requirements are expected to be more relaxed than under Technical Intern Training.

Designated Activities (No. 46, etc.)

Designated Activities No. 46 is for talent who graduated from a Japanese university or graduate school and have high Japanese language ability. A key feature is the broad scope of permitted work activities, including simple labor. In addition, certified care worker and nurse candidates under Economic Partnership Agreements (EPAs) also stay under Designated Activities.

Seven steps to hiring foreign workers

From here, we explain the actual hiring process in chronological order.

Step 1: Define hiring requirements and the status of residence

First, clarify the requirements for the talent you want to hire (job duties, Japanese level, and skills), then identify a status of residence that covers that work. For example, a manufacturing line worker would fall under Specified Skilled Worker (i) (industrial product manufacturing field), while an IT development engineer would fall under Engineer/Specialist in Humanities/International Services.

A mismatch between job duties and status of residence can cause problems later in the process, so it is safer to confirm with your internal legal or general affairs staff or an administrative scrivener at this stage.

Step 2: Job posting and recruitment

Select recruitment channels and prepare job postings. Main channels for international talent include the following:

  • Recruitment agencies and Registered Support Organizations specializing in foreign talent
  • Hello Work (Foreign Employment Service Centers can also be used)
  • Job sites such as Indeed, Mynavi, and Wantedly
  • Job postings at educational institutions such as universities and Japanese language schools

For Specified Skilled Worker talent, having candidates already residing in Japan introduced from a database is effective in terms of hiring speed. Unlike bringing someone from overseas, only a change of status of residence is required, so employment can usually begin in about one to three months.

Step 3: Document screening and provisional status of residence check

At the document screening stage, confirm the type of status of residence the applicant holds and their period of stay. Ask for copies of their passport and residence card, and check the following:

  • Name of the status of residence and whether work is permitted
  • Period of stay (affects screening, offer, and start-of-work schedules)
  • Whether there are work restrictions (including permission to engage in activity other than that permitted under the status of residence)

Treat this stage as a “provisional check”; in practice, a detailed eligibility review is generally conducted after an offer is made.

Step 4: Conduct interviews

In interviews, confirm job skills as well as Japanese communication ability. For Specified Skilled Worker, JLPT N4 equivalent or higher (or passing the exam for the relevant specified industrial field) is required, so it is important to clarify your hiring criteria and the Japanese level you need in advance.

Also carefully explain employment conditions (wages, working hours, days off, and benefits) during the interview and confirm that treatment is equivalent to that of Japanese employees. Feeling a gap in conditions after joining is a major cause of early turnover, so this point is especially important. Under the Specified Skilled Worker system, employers are required to pay remuneration equal to or higher than that of Japanese workers.

Step 5: Make an offer and conclude an employment contract

After notifying the candidate of the offer, issue a notice of working conditions or an employment contract in writing (or by electromagnetic means). Ministry of Health, Labour and Welfare guidelines recommend explaining employment conditions to foreign workers in their native language or another language they understand.

Key items to include in the employment contract are as follows:

  • Contract period (for Specified Skilled Worker, fixed-term contracts aligned with the period of stay are common)
  • Job duties and place of work
  • Wages (breakdown of base pay, allowances, and deductions)
  • Scheduled working hours, days off, and leave
  • Matters related to resignation and dismissal

Step 6: Apply for a change of status of residence or obtain a work visa

After the offer, apply for a change of status of residence as needed. Main cases include the following:

  • When hiring an international student: Apply to change from “Student” to “Engineer/Specialist in Humanities/International Services,” etc.
  • When hiring under Specified Skilled Worker: Apply to change from another status of residence to “Specified Skilled Worker”
  • When hiring a foreign national living overseas: A visa application at a diplomatic mission abroad is required

Approval usually takes one to three months from application. During peak review periods (March–April), it can take longer, so building ample time into the schedule is essential. You can confirm procedures and required documents on the official website of the Immigration Services Agency of Japan.

When hiring under Specified Skilled Worker, the accepting organization must prepare a “Support Plan for Specified Skilled Worker (i)” or outsource support services to a Registered Support Organization. The support plan requires implementation of 10 support items, including pre-guidance, housing support, daily life orientation, and opportunities for Japanese language learning.

Step 7: Prepare for acceptance and conduct onboarding orientation

Once the status of residence is approved, prepare for acceptance before and after the start date. Specifically, the following steps are needed:

  • Arrange housing (for Specified Skilled Worker, housing support or information provision is mandatory)
  • Support opening a bank account and contracting a mobile phone
  • Complete enrollment in health insurance, employees’ pension insurance, and employment insurance
  • Daily life orientation (public transportation, garbage disposal rules, emergency contacts, etc.)
  • Set up on-the-job training and a multilingual communication environment in the workplace

Creating an environment where international talent can focus on their work with peace of mind is the single biggest factor in improving retention.

Legal obligations and notifications companies must handle at hiring

Companies that hire foreign workers have the following legal obligations. Build them into your hiring workflow so nothing is overlooked.

Notification of the employment status of foreign nationals (required of all employers)

All employers must notify Hello Work when hiring or terminating a foreign worker (Article 28 of the Employment Measures Act). Failure to notify or filing a false notification is subject to a fine of up to 300,000 yen. If the worker is covered by employment insurance, include foreign national information on the acquisition or loss of eligibility notification; if not, submit a “Notification of the Employment Status of Foreign Nationals” by the end of the following month. You can confirm the latest forms and procedures on the Ministry of Health, Labour and Welfare foreign employment information page.

Regular residence card checks and renewal management

Working after a residence card has expired constitutes illegal employment. We strongly recommend obtaining a copy of the residence card at hiring and building an internal process to notify the individual as the period of stay approaches. Renewal applications require preparation time, so setting a reminder about three months before the expiration date is a practical best practice.

Compliance with labor-related laws

The Labor Standards Act, Minimum Wage Act, Industrial Safety and Health Act, and other laws apply equally to foreign workers. Wage discrimination based on foreign nationality, or failure to enroll workers in social insurance or employment insurance, is a legal violation. For Specified Skilled Worker, remuneration equal to or higher than that of Japanese workers is a system requirement and is also subject to on-site inspections by the Immigration Services Agency of Japan.

Post-hire retention support and responses to common challenges

Hiring foreign workers does not end with an offer and start date. A post-hire support framework plays a critical role in improving retention.

Addressing language and communication barriers

Misunderstandings often arise at work from differences in Japanese nuance or business manners. Introducing “easy Japanese” in work manuals and internal rules, and using translation tools, can help. Having support staff who speak the worker’s native language conduct regular one-on-ones also helps you identify concerns early and prevent dissatisfaction from building up.

Preventing trouble caused by cultural and customary differences

Friction can arise from cultural backgrounds, such as religious dietary restrictions, time for prayer, or different attitudes toward holidays and consecutive days off. Conducting intercultural understanding training for managers in accepting departments before hiring can prevent many problems.

Centralized management of status of residence renewals

Fixed-term statuses of residence such as Specified Skilled Worker require periodic renewal applications. Forgetting a renewal creates an illegal employment situation and associated risk. It is recommended to register periods of stay in your HR system or management ledger and set alerts three months before expiration.

If you have concerns about the international talent hiring process or post-hire retention support, foreign talent recruitment services offered by a Registered Support Organization can take on implementation of the support plan, allowing you to entrust these matters in one place. For the advantages and concerns when considering hiring foreign nationals, see also Advantages and Disadvantages of Hiring Foreign Workers.

Summary

We have explained the process of hiring foreign workers in seven steps. The key points are as follows.

  • Confirming that job duties match the status of residence before hiring is the first and most important step
  • Always verify the type and expiration date of the residence card at the document screening and interview stage
  • Applications to change status of residence usually take one to three months, so build buffer time into your hiring plan
  • After hiring, filing the Foreign Worker Employment Status Notification with Hello Work is a legal obligation for all employers
  • When hiring under Specified Skilled Worker, preparing a support plan or entrusting it to a Registered Support Organization is mandatory
  • Post-hire living support and management of residence renewals are key to improving retention rates

If you need help with the international talent hiring process or support for status of residence applications, please contact us. As a Registered Support Organization (registration number: 19-登-000992), YourBright provides end-to-end support from job openings and matching through status of residence applications and post-hire support. We introduce talent that matches your requirements from a database of over 170,000 international talent, with a fully success-based fee model—initial and operating costs are all ¥0. Please feel free to get in touch (hours: 9:00–18:00 / 03-6908-6143).