When hiring Specified Skilled Worker talent, many company representatives wonder how many years the period of stay is and when and what they need to do for renewal. Without an accurate grasp of how the period of stay works, delayed renewal procedures—or, in the worst case, illegal employment—can create serious compliance risk.

This article systematically explains, from a practical perspective, the points accepting organization staff should understand: the basic rules on the Specified Skilled Worker period of stay, differences between (i) and (ii), how cumulative period-of-stay calculations work, renewal application procedures and required documents, and the management systems companies should put in place.

Basics of the Specified Skilled Worker Period of Stay: Different Designs for (i) and (ii)

Specified Skilled Worker has two types, “(i)” and “(ii),” and the upper limit on the period of stay and the renewal units differ for each. Created in April 2019, this system aims to accept ready-to-work talent in industrial fields facing severe labor shortages, and the design of the status of residence reflects that purpose.

List of statuses of residence also explains that, among work-purpose statuses of residence, Specified Skilled Worker has especially detailed institutional requirements. Correctly understanding differences in the period of stay is the first step in building hiring plans and long-term talent retention strategies.

Period of Stay for Specified Skilled Worker (i)

  • Upper limit on period of stay: Cumulative 5 years
  • Renewal units: 1 year, 6 months, or 4 months (determined by the examination result)
  • Accompanying family: Generally not permitted
  • Covered work: Work in specified industrial fields that requires a considerable level of knowledge or experience

Period of Stay for Specified Skilled Worker (ii)

  • Upper limit on period of stay: None (renewal is possible without an upper limit)
  • Renewal units: 3 years, 1 year, or 6 months (determined by the examination result)
  • Accompanying family: Possible if requirements are met
  • Covered work: Work in specified industrial fields that requires proficient skills

These differences matter greatly to employers. Because (i) ends after a cumulative 5 years of stay, a plan to transition to (ii) is essential if you position the person as long-term workforce. With (ii), employment can continue in practice as long as the requirements continue to be met.

Correctly Understanding the “Cumulative 5 Years” for Specified Skilled Worker (i)

The most common misunderstanding about the period of stay for Specified Skilled Worker (i) is the phrase “cumulative 5 years.” It does not mean “one period of stay is 5 years.” It means that once the total period of stay as Specified Skilled Worker (i) reaches 5 years, further renewal is not possible.

How the Cumulative 5 Years Is Calculated

Under Immigration Services Agency of Japan practice, international talent whose periods of stay under Specified Skilled Worker (i) add up to a cumulative 5 years are not granted renewal of that status of residence. An important point is that periods of temporary return to the home country are not subtracted from the calculation. The upper limit is reached when the periods of stay that were granted total 5 years.

A concrete calculation example is as follows.

  • April 2021: Obtains Specified Skilled Worker (i) (1 year)
  • April 2022: Renewal (1 year)
  • April 2023: Renewal (1 year)
  • April 2024: Renewal (1 year)
  • April 2025: Renewal (1 year)
  • April 2026: Cumulative 5 years reached. Renewal as (i) is not possible

In this case, to continue working in Japan after April 2026, a change of status of residence to Specified Skilled Worker (ii) or to another work-eligible status of residence is required.

Cases Not Included in the Cumulative 5 Years

Periods of stay under statuses of residence other than Specified Skilled Worker (i) are not added to the cumulative 5 years. Periods spent as an international student or under Technical Intern Training are not included. As noted in List of industries covered by Specified Skilled Worker, many people switch from Technical Intern Training to Specified Skilled Worker (i), but the period of stay during Technical Intern Training is not counted toward the cumulative years for Specified Skilled Worker (i).

In addition, periods when someone holds Specified Skilled Worker (i) but is not working—for example during childcare leave—are still included in the cumulative period of stay. The misunderstanding that “periods without work are not counted” is also common, but the standard is the accumulation of the periods of stay that were granted.

Period of Stay for Specified Skilled Worker (ii) and the 2023 Expansion of Covered Fields

Specified Skilled Worker (ii) requires a higher level of proficient skill than (i), but in return there is no upper limit on the period of stay, and repeated renewal allows long-term work in Japan. For accepting organizations, a major benefit is the ability to continue employing talent they have developed as a core workforce.

Expanded to 11 Fields under the 2023 System Reform

Through a Cabinet decision in June 2023 and amendments to the Immigration Control and Refugee Recognition Act, the fields covered by Specified Skilled Worker (ii) were significantly expanded. Until then it was limited to two fields—“construction” and “shipbuilding and ship machinery”—but from August 2023 onward, acceptance under (ii) has been possible in 11 fields excluding nursing care.

Note that transitioning from (i) to (ii) in each field requires passing the skills evaluation exam set for that field or obtaining a skills test certification.

Construction

  • Main transition requirements: Clear the skills evaluation related to the construction industry (examination based on certification of a Construction Specified Skilled Worker Acceptance Plan)

Shipbuilding and ship machinery

  • Main transition requirements: Pass the Specified Skilled Worker (ii) evaluation exam for the shipbuilding and ship machinery field

Building cleaning

  • Main transition requirements: Obtain Grade 1 Building Cleaning Technician certification, or equivalent practical experience and skills evaluation

Manufacturing of industrial products (formed and fabricated materials, industrial machinery, and electric, electronics and information)

  • Main transition requirements: Pass the Specified Skilled Worker (ii) evaluation exam for the manufacturing field (corresponding to each category)

Automobile repair and maintenance

  • Main transition requirements: Pass Grade 2 or higher of the Automobile Mechanic Skills Test

Aviation

  • Main transition requirements: Meet the skills evaluation standards for each work category

Accommodation

  • Main transition requirements: Pass the Specified Skilled Worker (ii) evaluation exam for the accommodation field

Agriculture

  • Main transition requirements: Pass the Agriculture Skill Assessment Test ((ii) category)

Fishery

  • Main transition requirements: Pass the Fishery Skill Assessment Test ((ii) category)

Food and beverage manufacturing

  • Main transition requirements: Pass the Specified Skilled Worker (ii) evaluation exam for food and beverage manufacturing

Food service

  • Main transition requirements: Pass the Specified Skilled Worker (ii) evaluation exam for food service

The nursing care field is not covered by Specified Skilled Worker (ii). For those who wish to work long term in nursing care, changing to the “Nursing Care” status of residence through acquisition of certified care worker qualifications is a realistic route.

Relationship with Permanent Residence

After continuing to work for a certain period under Specified Skilled Worker (ii), applying for permanent residence permission can also come into view if the requirements are met. Examinations for permanent residence place weight on continuous employment history and stable income, so a long work history under (ii), which has no renewal cap, is a factor in the evaluation. For companies that treat long-term talent retention as a management issue, support for transitioning to (ii) is one important measure.

Application to Renew the Period of Stay: Process Flow and Required Documents

The period of stay for Specified Skilled Worker is not extended automatically. Unless you file an “Application for Extension of Period of Stay” before the expiration date, the period of stay will end. Procedure details can also be confirmed in official information from the Immigration Services Agency of Japan.

Application Timing and Examination Period

Applications may be filed from 3 months before the expiration date of the period of stay. The standard examination period from application until a new residence card is issued is about 2 weeks to 2 months. During busy seasons or periods when applications concentrate, it can take longer, so schedule management with ample lead time is essential.

Even after the period of stay has expired, stay is permitted during the application period as a “special period,” but only if the application was properly filed. If the application itself is neglected, the special period is not granted, so thorough management is important.

Where to Apply and Online Applications

In principle, applications are filed in person at the regional immigration services bureau or branch office that has jurisdiction over the international talent’s place of residence. Online applications are also available when certain conditions are met. The individual is basically the applicant, but staff of the accepting organization or of a Registered Support Organization are also permitted to handle procedures as an “application agent.”

Main Required Documents

Documents required for a renewal application differ by application category and industry, but the following are generally required.

  1. Application for Extension of Period of Stay
  2. Residence card (presented at the counter)
  3. Passport (presented at the counter)
  4. ID photo (4 cm × 3 cm)
  5. Copy of the Specified Skilled Worker employment contract
  6. Copy of the statement of working conditions
  7. Withholding tax slip or recent pay slips
  8. Residence tax taxation certificate and tax payment certificate
  9. Documents proving enrollment in social insurance (e.g., health insurance and employees’ pension insurance premium receipts)
  10. Documents outlining the accepting organization (e.g., certificate of registered matters, latest financial statements)
  11. Documents confirming the status of support implementation based on the support plan
  12. A copy of the consignment agreement if support has been outsourced to a Registered Support Organization
  13. Documents proving industry-specific requirements (such as certificates of passing skills tests)

Missing or excess documents can cause delays in screening. It is important to check the checklist of the competent regional immigration bureau in advance and prepare a complete set without deficiencies. We also recommend systematically managing status-of-residence-related administration while referring to the overall process for hiring foreign nationals.

Risks of an Expired Period of Stay and Management Systems Companies Should Implement

Neglecting management of the period of stay creates serious legal risks not only for the international talent themselves but also for the accepting company.

Risks for the international talent

Continuing to stay in Japan after the period of stay has expired constitutes “illegal stay (overstay).” Under the Immigration Control and Refugee Recognition Act, illegal stay may be punishable by imprisonment with or without work for up to three years, or a fine of up to 3 million yen. The individual may also be subject to deportation, and after forced deportation, re-entry into Japan is in principle prohibited for five years (or ten years in the case of a repeat offense).

Risks for the accepting company

If a company knowingly employs an illegal worker, or continues employment without conducting adequate verification, the accepting company may be subject to the crime of promoting illegal employment, punishable by imprisonment for up to three years or a fine of up to 3 million yen. A claim that the company “did not know the period of stay had expired” is not readily accepted if the company has not fulfilled its obligation to check the residence card. The obligations of accepting companies are also clearly stated in materials on the acceptance of Specified Skilled Worker foreign nationals published by the Ministry of Health, Labour and Welfare.

Specific management measures companies should take

The following summarizes measures accepting companies should put into practice to prevent lapses in period-of-stay management.

  1. At the time of joining, verify the original residence card and retain copies of both sides
  2. Register the expiration date of the period of stay in the HR system or internal calendar, and set two-stage alerts at three months and one month beforehand
  3. Regularly check the progress of period-of-stay renewal (whether an application has been filed and whether permission has been granted)
  4. After renewal is permitted, promptly obtain and update a copy of the new residence card
  5. When employing multiple Specified Skilled Worker foreign nationals, centrally manage them with an individual period-of-stay list
  6. Outsource management to a Registered Support Organization and establish a system for receiving regular status reports

Especially for companies employing multiple people, expiration dates differ by individual, making management lapses more likely. Centralizing management with a labor management system or a dedicated spreadsheet is effective.

Period-of-Stay Management Using a Registered Support Organization

Accepting companies for Specified Skilled Worker (i) are legally obligated to formulate and implement a “support plan.” Formulation and implementation of this support plan may be outsourced to a Registered Support Organization, and period-of-stay management is included within the scope of that outsourcing.

In addition to confirming the period of stay and supporting renewal applications, Registered Support Organizations handle life orientation, responses to consultations and complaints, regular interviews, and more. Because staff with specialized knowledge of residence management provide ongoing follow-up, this is an option that readily offers practical peace of mind even for small and medium-sized enterprises that find it difficult to assign a dedicated internal management officer.

YourBright’s foreign talent placement service acts as a Registered Support Organization (registration number: 19-登-000992) to handle formulation and implementation of support plans for Specified Skilled Worker (i) talent. Because it provides end-to-end support covering period-of-stay renewal management, regular interviews, and daily-life support, it can substantially reduce the administrative burden on hiring managers. On a success-fee basis with zero initial and operating costs, we introduce optimal talent from a database of more than 170,000 people.

Summary

The following summarizes the key practical points regarding the period of stay for Specified Skilled Workers.

  • The period of stay for Specified Skilled Worker (i) is capped at a total of five years. Renewal units are one year, six months, or four months
  • The “total of five years” is the cumulative period of stay as (i) and is not reset even if the person returns to their home country
  • Specified Skilled Worker (ii) has no upper limit on the period of stay. Renewal units are three years, one year, or six months
  • Since August 2023, the fields covered by Specified Skilled Worker (ii) have been expanded to 11 fields excluding nursing care
  • Applications to renew the period of stay may be filed from three months before the expiration date. Screening takes approximately two weeks to two months
  • Failure to renew can result in illegal stay or illegal employment, and both the international talent and the accepting company may become subject to penalties
  • Outsourcing to a Registered Support Organization can substantially reduce the practical burden of period-of-stay management

Managing the period of stay may feel cumbersome, but it can be operated reliably once an appropriate system is in place. If you have concerns about Specified Skilled Worker hiring procedures or period-of-stay management, please feel free to contact us. For telephone consultations, call 03-6908-6143 (hours: 9:00–18:00).