Among foreign workers in Japan, Vietnam has long remained one of the top nationalities. Hiring demand stays strong across manufacturing, construction, nursing care, agriculture, food processing, and other sectors, and the number of hires centered on Specified Skilled Worker and Employment for Skill Development is expected to keep rising from 2026 onward.

In day-to-day hiring interviews, however, HR teams keep reporting the same issues: “No matter what we ask, the only answer is ‘It’s fine,’” or “After joining, Japanese ability and job understanding fell short of expectations.” The root cause is often interview design rather than a lack of applicant skill. Vietnamese cultural communication styles and the interaction patterns that Japanese-style interviews implicitly assume simply do not line up.

This article organizes the cultural background HR and hiring managers should understand about Vietnamese talent, then systematically and practically covers interview question design, status-of-residence verification, and retention support.

Cultural background for understanding Vietnamese talent

Vietnamese society is strongly influenced by Confucian values, and attitudes such as “respect elders and superiors” and “do not disrupt group harmony” are deeply embedded in everyday speech and behavior. These tendencies also appear clearly at work and in interviews, so hiring managers need to understand the cultural background before designing the interview.

Face (mentality of “men-tsu”) and indirect communication

Vietnamese people strongly tend to avoid a direct “no.” Because they try to give the answer they sense the interviewer expects, responses that diverge from reality can easily appear. It is not uncommon for someone to say “Japanese is no problem” while actually being at about N4 level and struggling with multi-step instructions. Hiring managers need open questions that draw out concrete episodes and numbers, not binary “can / cannot” choices.

Strong sense of belonging to family and community

Many Vietnamese workers choose employers while strongly mindful of family expectations, remittances, and parents’ wishes. When asked “Why do you want to work in Japan?,” answers that include “I want to secure income for my family” or “I want to save money to build a house” are natural and need not be taken negatively. Grasping these motives actually makes it easier to design compensation and career conversations that support retention.

Tet (Lunar New Year) and views on annual leave

Tet (Tết), Vietnam’s largest holiday, falls around late January to early February each year, when returning home and family events take top priority. Many candidates strongly hope for extended leave then, so confirming annual leave intentions at the interview stage is an important basis for post-assignment work planning.

Buddhism, ancestor veneration, and workplace customs

Vietnamese religious outlook mixes Buddhism and folk belief (ancestor veneration), and leave requests may arise around monthly death anniversaries or lunar-calendar milestones. As a reference for workplace rules grounded in cross-cultural understanding, see also our workplace communication article on communication traits of Myanmar talent, who likewise come from a Buddhist cultural sphere.

Status of residence and legal checkpoints to confirm before the interview

Accurately confirming an applicant’s status of residence before starting a Vietnamese hiring interview is a basic step in hiring practice. Whether work is allowed, hour limits, and eligible duties differ by status of residence, so document checks must proceed in parallel with interview design.

Main statuses of residence and how work eligibility is viewed

Statuses of residence commonly used when Vietnamese talent work in Japan include the following.

  • Specified Skilled Worker (i) and (ii): Work is possible in the designated 14 fields, including manufacturing, construction, nursing care, and agriculture. Passing skills and Japanese-language tests is required.
  • Engineer/Specialist in Humanities/International Services: For professional roles based on education and work history, such as IT, translation, and trade administration. Full-time work is allowed.
  • Student (with permission for activities outside status): In principle, only part-time work up to 28 hours per week. Full-time hiring is not allowed.
  • Long-Term Resident, Permanent Resident, and Spouse or Child of Japanese National, etc.: In principle, no work restrictions.
  • Employment for Skill Development (transitioning from the former Technical Intern Training system): Restrictions apply to accepting organizations and eligible occupations.

Work eligibility and application flows by type of status of residence are organized in our basics of hiring foreign workers article. For the latest operation of the Specified Skilled Worker system, we recommend checking official information on the Immigration Services Agency of Japan Specified Skilled Worker system page.

Practical points for checking the residence card

Before or on the interview day, check the residence card (original) and verify the following items.

  • Type of status of residence and the wording in the “Work restrictions” field
  • Expiration date of the period of stay (preferably at least six months from the planned hire date)
  • Validity period of the card itself
  • Match between the photo and the person
  • Presence or absence of a “permission for activities outside status” stamp on the reverse (for students)

The Ministry of Health, Labour and Welfare page on measures for employment of foreign nationals organizes basic employment-management requirements and should be reviewed regularly. For checking statutory requirements related to employment contracts, e-Gov Law Search is convenient.

Common field concerns: real challenges hiring managers face in interviews

Common concerns raised from the field largely fall into three patterns. In many cases, all can be addressed by refining interview design.

Concern 1: Candidates say “I can do it” in the interview, but a large gap appears after joining

Vietnamese applicants tend to answer closed questions (“Can you do it?”) affirmatively, driven by a strong desire to make a good impression on the interviewer. The fix is to change the question type. Switching to open questions that dig into experience—such as “When did you last perform that work?” or “Please describe specifically what was hardest about that task”—makes it easier to obtain information grounded in reality.

Concern 2: The only reason for changing jobs is “higher pay,” raising doubts about long-term retention

Speaking frankly about economic motives is natural for Vietnamese talent, but it can clash with the implicit Japanese interview expectation that candidates should show affinity for the company. Questions such as “What kind of work do you want to be doing in five years?” and “What skills do you want to develop through this job?” are easier for Vietnamese applicants to answer and are also effective for drawing out factors beyond economic motives.

Concern 3: No questions at the end of the interview, so intent to join is hard to read

There is a cultural background in which actively questioning a superior (the interviewer) can feel disrespectful. An open prompt such as “Do you have any questions?” often leads to silence. Guided prompts with a narrowed theme—such as “Is there anything you want to confirm about commuting?” or “Is there anything you want to know about dormitory facilities?”—are more effective.

Designing interview questions: effective ways to ask that reflect culture and values

Simply refining the “form” of questions greatly changes how much information you obtain. Below are approaches to question design that can be used broadly regardless of industry or status of residence.

Sample questions that dig into motivation and background

  • “Around when did you decide to work in Japan, and what triggered that decision?”
  • “How do you see the differences between your current job or school and our company’s work?”
  • “Through this job, where do you want to be in three years and in five years?”

Confirming Japanese ability and communication skills

  • “What level of the Japanese-Language Proficiency Test (JLPT) do you hold, and when did you obtain it?”
  • “In reading and writing Japanese, what situations do you currently find most difficult?”
  • “If you receive instructions from a Japanese colleague at work and do not understand, how do you check?”

JLPT level reflects learning progress in reading and grammar and must be evaluated on a separate axis from oral communication ability on the job. As noted in our explanation of status of residence for highly skilled foreign professionals, it is important to judge status of residence and practical job performance ability separately.

Sample questions that gauge adaptability and understanding of workplace culture

  • “Have you ever felt uncomfortable with rules at a past workplace or school? How did you respond then?”
  • “When a supervisor or senior colleague gives you feedback or points something out, how do you take it?”
  • “Please tell us honestly what you have heard is hard about Japanese workplaces, or what you yourself feel anxious about.”

The last question may look negative at first glance, but it is highly effective for gauging realistic self-awareness and a willingness to face challenges.

Questions to avoid (legal and ethical risk)

From the standpoint of the Employment Security Act, the Equal Employment Opportunity Act, and related laws, avoid the following in interviews.

  • Personal matters unrelated to work ability, such as region of origin, family composition, or parents’ occupations
  • Direct questions about religion or political stance
  • Questions about pregnancy or childbirth (discriminatory questions toward female applicants)

Failure patterns and how to avoid them: common pitfalls in interviews with Vietnamese candidates

Organizing failure patterns and countermeasures in advance is essential to preventing post-hire mismatch. Below are failures that tend to repeat in the field and how to address them.

Failure 1: Judging language ability only from documents (certificates) Countermeasure: Directly observe actual conversation speed, vocabulary, and comprehension during the interview. Intentionally using job-related vocabulary (machine names, instruction verbs, business terms, etc.) in the interview and watching the reaction gives a practical gauge of language ability.

Failure 2: Interviews through an interpreter fail to draw out candid answers Countermeasure: When the interpreter is from the same hometown, cohort, or community as the applicant, restraint can arise. Consider the interpreter’s attributes, or conduct part of the interview in direct Japanese dialogue to confirm language ability and response patterns.

Failure 3: Hiring on “motivation” alone and seeing low retention Countermeasure: Evaluate joining motivation, language ability, and job-role fit as three independent axes; if any is markedly weak, build a post-hire follow-up plan from the hiring stage. Using rubric-based criteria across multiple interviewers prevents evaluation drift.

Failure 4: Hiring just before the period of stay expires, so work stops during renewal procedures Countermeasure: Prioritize candidates with at least six months remaining from the planned hire date to the end of the period of stay, or build support for residence renewal into the onboarding plan. Also reverse-plan the hiring schedule so renewal timing does not overlap peak business periods.

Points hiring managers often overlook

The points hiring managers most often overlook are misreading nonverbal communication and missing management of post-hire procedures.

Treating smiles and backchanneling as “understood” is risky

In Vietnamese culture, smiling and nodding can be a show of courtesy even without understanding. Asking only “Do you understand?” after explaining contract terms, working conditions, and workplace rules is not enough confirmation. Using a teach-back check—“Can you explain what I just covered again in your own words?”—is effective as a practical standard.

Name order and document-matching errors

Vietnamese names are often written in the order “family name + middle name + given name,” and errors easily arise when converting to the Japanese-style “family name + given name.” Always confirm before preparing documents that the residence card entry matches the résumé and hiring paperwork.

Confirming intent to return home and designing compensation

Asking directly “Do you intend to return home in the future?” is delicate, but confirming in the form “How are you thinking about where you will base your life going forward?” falls within acceptable interview practice. Whether the candidate envisions medium- to long-term settlement in Japan is an important criterion for compensation design, including pathways toward Specified Skilled Worker (ii) or Permanent Resident status.

Notification to Hello Work is a legal obligation

When you hire international talent, notification of the employment status of foreign nationals to Hello Work is an obligation under the Employment Measures Act. Missed notifications can lead to administrative guidance, so procedure management after a hiring decision must be clearly defined as within the hiring manager’s scope of responsibility.

Diagram: Pre-hire confirmation flow

Below is a step-by-step outline of the process from before hiring Vietnamese talent through after the hiring decision.

STEP 1: Application intake and document check

  • Receive the résumé and work history and review the content
  • Obtain a copy of the residence card and confirm the status of residence and expiration date
  • Verify language qualification certificates such as JLPT
  • Confirm whether a permission to engage in activity other than that permitted under the status of residence stamp is present (for international students)

STEP 2: Determine work eligibility under the status of residence

  • Confirm the type of status of residence and whether there are work restrictions
  • Confirm that the period of stay expiration date is at least six months after the planned hire date
  • For Specified Skilled Worker, confirm consistency with the applicable job categories

STEP 3: Interview design and preparation

  • Arrange an interpreter or decide on a direct Japanese conversation approach
  • Prepare a question sheet centered on open-ended questions
  • Set evaluation criteria for multiple interviewers (motivation, language ability, skills, and adaptability)
  • Share prohibited items (inappropriate questions) among interviewers

STEP 4: Conduct and evaluate the interview

  • Confirm motivation, skills, language ability, and adaptability according to the question sheet
  • Have multiple interviewers score independently and then align their evaluations
  • Conduct language tests or role-playing as needed

STEP 5: Hiring decision and legal procedures

  • Issue a written notice of employment conditions (bilingual Vietnamese version recommended)
  • Complete the notification of foreign worker employment status to Hello Work
  • Complete enrollment procedures for social insurance and employment insurance
  • Assign an onboarding contact (including Japanese language support)

Practical checklist

Please use the following practical checklist at each stage of the hiring process.

■ Pre-interview confirmation items

  • Have you obtained a copy of the residence card in advance and confirmed the status of residence and expiration date?
  • Have you confirmed whether the status of residence has work restrictions?
  • Have you confirmed that the period of stay expiration date is at least six months after the planned hire date?
  • Have you verified language qualifications such as JLPT?
  • Have you prepared a question sheet centered on open-ended questions?
  • Have you confirmed the interpreter’s background and neutrality?
  • Have you shared the prohibited inappropriate questions among interviewers?

■ Confirmation items during the interview

  • Did you clearly communicate job duties, working conditions, and compensation?
  • Did you confirm whether the candidate wants extended leave for Tet or similar occasions?
  • Did you specifically confirm willingness to adapt to Japanese workplace culture and rules?
  • Did you confirm the applicant’s skills through specific episodes?
  • Did you directly assess Japanese language ability through an oral test?
  • Did you conduct teach-back confirmation (having the candidate repeat key points)?

■ Post-hire procedure confirmation items

  • Have you issued a written notice of employment conditions (a Vietnamese version is also recommended)?
  • Have you completed the notification of foreign worker employment status to Hello Work?
  • Have you completed enrollment procedures for social insurance and employment insurance?
  • Have you developed an onboarding plan (including language support)?
  • Have you clearly stated and explained the rules for taking cultural leave such as Tet in the work rules?

Frequently asked questions (FAQ)

Q1. Should interviews with Vietnamese candidates be conducted in Japanese?

For Specified Skilled Worker, passing a Japanese language test (JFT-Basic or equivalent to JLPT N4) is a system requirement, so we recommend conducting part of the interview in Japanese to confirm actual conversational ability. Even when the full interview proceeds through an interpreter, having the candidate give a self-introduction and part of their motivation for applying in Japanese helps you gauge practical Japanese proficiency.

Q2. If the candidate has JLPT N3 or higher, can we assume there will be no issues on the job?

JLPT N3 indicates learning achievement in reading comprehension and grammar; it is a different evaluation axis from on-the-job communication ability (understanding multi-part instructions, reporting, contacting, and consulting). As a hiring criterion, it is preferable to complement the JLPT level with conversation tests and job-related role-playing.

Q3. If hired under Specified Skilled Worker, can the applicant immediately move to another company?

Specified Skilled Worker (i) allows transfer and job changes within the same job category, so it is institutionally possible for a candidate who receives offers from multiple companies to choose another employer. It is important to design retention measures after hiring (wage levels, living environment, and workplace inclusiveness) from the hiring stage. Please check the details on the Immigration Services Agency of Japan’s Specified Skilled Worker system page.

Q4. What should we do if we do not have an interpreter?

Using a professional interpreter or a bilingual staffing agency is a realistic option. Translating the question sheet and evaluation form into Vietnamese in advance also makes coordination with the interpreter smoother. For consultations on building your hiring framework, please contact us through the Foreign Talent Insights free consultation desk.

Q5. How should we handle requests to return home for Tet (Lunar New Year)?

Tet is concentrated from late January to early February, so you need to anticipate that requests for extended leave will cluster during this period. A realistic approach is to clearly state annual leave application rules at the time of hiring and to prepare staffing arrangements that incorporate work around Tet in advance. Understanding and consideration for cultural background also directly contribute to higher retention, so it is important to approach this from the perspective of planned operations rather than exclusion.

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Challenges in interview hiring of Vietnamese talent often change significantly just by improving question design, cultural understanding, or status of residence verification. Please incorporate the checklist and sample questions above into your hiring process and begin recruitment activities that keep retention support in mind even before joining. We accept consultations on individual hiring challenges and framework development through the Foreign Talent Insights free consultation desk.

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