How to Hire Foreign Workers: Process, Benefits, and Key Points

Even when you want to hire people with specialized skills or experience, you may not be able to find them in the domestic market. In such cases, hiring foreign workers can help. By broadening the pool of candidates, you increase the likelihood of finding talent that matches your company’s needs and improve the chances of successful hiring.

Points to Keep in Mind When Hiring Foreign Workers

While there are benefits to employing foreign workers, there are also points companies should watch carefully when hiring.

Whether they hold a status of residence suitable for employment

When hiring a foreign worker, you must confirm that the person holds a status of residence that permits work.

There are 29 types of status of residence that permit foreign nationals to stay in Japan (as of 2022). Among them, statuses such as Permanent Resident and Spouse or Child of Japanese National have no restrictions on work.

Statuses of residence commonly called “work visas,” such as Engineer/Specialist in Humanities/International Services and Skilled Labor, require a certain level of education or work experience and define the range of jobs in which work is permitted.

Therefore, even if someone currently holds a status of residence that allows work, they may not necessarily be employable as is. For example, if you hire someone staying under the Skilled Labor status (obtained by cooks and similar professionals) as a junior high school teacher, you must change their status to Instructor.

There are also statuses such as Designated Activities for working holiday that do not limit the type of work, but each existing status has conditions such as fixed periods that must be checked.

Key points regarding status of residence

When checking status of residence, check the following three points.

• Confirm the type of status of residence currently held
• Confirm the work permitted under that status and its period of validity
• Confirm whether the conditions permitted under that status match the conditions of the position you plan to fill

Reference: List of Statuses of Residence | Immigration Services Agency of Japan

It may take time from offer to start of employment

If the foreign national is already in Japan and holds a status of residence that allows them to work in the planned position, they can start work smoothly. However, if a change of status is required or if you are bringing someone from overseas, it will take some time from the job offer until employment becomes possible.

When a change of status of residence is required

A change of status of residence is required when the person will engage in work not permitted under their existing status, or when hiring an international student as a full-time employee. To change status, you file an Application for Change of Status of Residence.

The screening period is two weeks to one month, but it is important to allow extra time before the start of employment, taking into account the time needed to prepare required documents such as employment contracts and academic certificates.

Reference: Application for Change of Status of Residence | Ministry of Justice

When bringing someone from overseas

When hiring a foreign national overseas to work in Japan, the company can act as sponsor and handle the status of residence application. This procedure is called an Application for Certificate of Eligibility.

In this procedure, the company first gathers the required documents and files the application. If approved, the Immigration Services Agency of Japan issues a Certificate of Eligibility. This certificate is sent to the prospective employee, who then uses it to apply for a visa at a Japanese diplomatic mission in their place of residence. Once the visa is issued, the foreign national can travel to Japan.

The Application for Certificate of Eligibility is said to take one to three months. In addition, the issued Certificate of Eligibility is valid for three months. If the person does not enter Japan within the validity period, the certificate becomes invalid. When the foreign worker lives overseas, even closer attention to the schedule is needed.

Reference: Application for Certificate of Eligibility | Immigration Services Agency of Japan

Preparing an environment suited to the person’s language level and culture

When hiring foreign workers, you need to pay attention to preparing an environment so they can work as comfortably as Japanese employees. For example, if there are dietary restrictions for religious reasons, company-wide considerations such as reviewing cafeteria menus, and on-site considerations such as choosing restaurants for welcome parties, are needed.

Even if someone has Japanese ability sufficient for work, it may take time to understand company-specific rules. With that in mind, it is important to organize onboarding training and assign employees such as training mentors who can answer questions when problems arise. In some cases, documenting work in manuals can also help the person work smoothly.

There are also cases, such as with the Specified Skilled Worker status of residence, where support such as pre-entry guidance and arranging housing is required. Prepare an environment that makes it easier to employ foreign workers, including legal arrangements, language-level support, and consideration for culture and religion.

The Process of Hiring Foreign Workers

Hiring foreign workers begins with posting a job opening. Here we introduce the general process for hiring foreign workers.

Post a job opening

As with other job openings, use job sites, Hello Work, and similar channels to recruit. When recruiting, confirming in advance which status of residence applies to the planned position will make the subsequent process smoother.

If you are unsure which status applies or want more detailed advice, consider using services such as staffing agencies that specialize in foreign employment or administrative scriveners familiar with status of residence applications.

Expressions you must not use in job postings

Under the Employment Security Act, setting conditions such as gender or nationality when recruiting for jobs is prohibited. Therefore, wording that limits candidates by nationality, such as “Seeking people of XX nationality,” is not allowed. Instead, clearly state skills related to the job duties, such as “Native-level proficiency in XX language” or “Familiarity with life in XX country.”

Document screening and confirmation of status of residence

In document screening, confirm whether the candidate’s status of residence will allow them to work after hiring. When hiring international students in Japan or foreign nationals overseas, you need to confirm whether they have education or work experience related to the position being filled.

For example, for the Engineer/Specialist in Humanities/International Services status, which permits work in a wide range of occupations requiring specialized skills such as designers, engineers, and interpreters, the person must have education related to the job. When proving work experience instead of education, 10 or more years of specialized practical experience is required.

It is also important for status of residence applications that the planned position guarantees pay equal to or higher than that of Japanese nationals engaged in the same work.

Interview

The interview is where you confirm whether the candidate has the skills needed for the job, verify work and education history, and check Japanese language level.

To avoid trouble at the time of employment, also thoroughly explain job duties and employment conditions. In Japanese companies, employment models such as “generalist track” and “membership-type employment,” in which “the person comes first and the job is decided later,” are mainstream. Even in new graduate hiring, it is not unusual to be hired for a role completely unrelated to one’s field of study.

However, some foreign nationals are unfamiliar with this style of employment, and if the points evaluated in the interview (education or work history) are unclear, they may feel anxious about starting work. Being asked after joining to do work different from the duties in the employment contract can also cause mismatch.

Furthermore, because the range of work permitted is determined by the type of status of residence, assigning a wide range of duties such as “also handle HR, accounting, and marketing” is not allowed.

For a hire that satisfies both sides, it is important to clarify job content and employment conditions, communicate the skills you seek, and help the candidate envision what skills they can develop in the role. For highly specialized talent, conducting the interview in English or the candidate’s native language is one way to assess workplace fit. When an offer is decided, prepare an employment contract.

Vector flat modern illustration of a man talking to a young woman with laptop. Isolated on background

Applying for a work visa

Once you make an offer and it is accepted, proceed with changing to or applying for the appropriate work visa (status of residence). As explained earlier, even foreign nationals already working in Japan under a work-permitting status need a status suited to the job duties; something often overlooked is international students.

Foreign international students enrolled at Japanese universities, junior colleges, and similar institutions, or graduates conducting job searches, stay under Student or Designated Activities status. After making an offer, a change to the appropriate status is required, so take care.

Allow about one to three months for procedures and prepare with a reception schedule that leaves room.

Preparing to accept the hire

Prepare an environment that makes it easy for the foreign worker to work. When bringing someone from overseas, support related not only to travel but also to daily life—such as arranging flights, housing, bank accounts, and mobile phone contracts—may also be needed.

Depending on the number of people hired, Japanese language level, and job content, preparing a training program for foreign workers is also a good approach. In addition to in-house Japanese language training, you can set up systems such as subsidies for external Japanese lessons, or establish an internal support desk covering daily life matters.

Points to Confirm in Interviews When Hiring Foreign Workers

In interviews, in addition to confirming job fit, it is important to check the residence card and passport and to assess Japanese language ability. We explain each in detail.

Checking legal documents such as passports

Employing a foreign worker whose period of stay has expired, or having them work in a job different from what their current status of residence permits, constitutes illegal employment.

Even if the employer claims they “did not know the person lacked an appropriate status of residence,” if they did not check the residence card or similar documents before hiring, they may be subject to penalties. Be sure to check carefully at the interview.

Reference: Please Cooperate in Preventing Illegal Employment │ Immigration Services Agency of Japan

Questions about Japanese language qualifications

Japanese language ability is a key point when hiring foreign workers. Because the level required differs by job type, it is best to form a general picture of your criteria, as in the examples below, before conducting interviews.

Example 1) For engineers, researchers, and similar roles where communication is mainly internal

Focus on understanding the specialized terminology needed for the work and the ability to read and write email, without placing too much weight on precise vocabulary choices or honorific grammar

Example 2) For sales, customer service, and other roles centered on external negotiation and communication

Emphasize business-level Japanese ability, appropriate vocabulary choices, and correct grammar

When confirming advanced Japanese ability, you may refer not only to interview conversation but also to scores on the Japanese-Language Proficiency Test (JLPT) or the Business Japanese Proficiency Test.

Confirm status of residence and employment conditions to support smooth hiring of foreign workers

When hiring foreign workers, in addition to confirming skills and suitability, it is important to check whether they hold a status of residence appropriate for the job. If a change of status or a new application appears necessary, confirm that they have the academic background and work history that meet the requirements.

In interviews, checking Japanese ability and status of residence along with what the candidate wants to achieve through the work can also help prevent hiring mismatches. When employing them, support acquisition of the appropriate status of residence and build a workplace environment where foreign workers can work comfortably.

Author

Hayato Yamashita
Director, YourBright Inc. / Practical Operations Lead, Registered Support Organization
Specializes in Specified Skilled Worker, international talent hiring, registered support, and status of residence practice, and is involved in the practical work of international talent placement and acceptance support.

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Article review framework

This article has been reviewed by staff involved in international talent placement, registered support, and status of residence practice, based on the practical expertise of YourBright Inc., a Registered Support Organization. Systems and operations may change, so please also check the latest information from public authorities.

Practical points to note

For Specified Skilled Worker, status of residence, and foreign worker employment, it is important to manage not only statutory requirements but also employment contracts, support plans, post-hire interview records, and consultation histories in a consistent way. Organizing required documents and internal contacts before acceptance, and recording regular interviews and daily-life support after hiring, helps prevent problems and support retention.

Author information

Author: Hayato Yamashita. Director, YourBright Inc. / Practical Operations Lead, Registered Support Organization. Specializes in Specified Skilled Worker, international talent hiring, registered support, and status of residence practice, and is involved in the practical work of international talent placement and acceptance support.

References

Immigration Services Agency of Japan: Specified Skilled Worker system / Ministry of Health, Labour and Welfare: Measures for employment of foreign workers / YourBright Inc.: Company overview