Are additional visa procedures required when a foreign national under the WORK VISA changes jobs?

If a foreign national changes jobs, you may be required to file you new job to the immigration office and, if job duties change, Certificate of Employment Eligibility will be needed.

 

Notification of Affiliated Organization to the Immigration Services Agency

Foreign nationals working in Japan under statuses such as Engineer/Specialist in Humanities/International Services are required to notify the Immigration Services Agency within 14 days of changing their employer. This is a legal obligation under the Immigration Control and Refugee Recognition Act.

The notification may be submitted by visiting the Immigration Office, by mail, or online. If the individual fails to report, employment insurance information from both the previous and current employers may still reach the Immigration Office, thereby revealing any failure to notify or periods of unemployment.

There are legal penalties for failure to notify or for submitting false information. Such failures may also negatively impact future immigration applications. Timely and accurate notification is essential.

What is a Certificate of Employment Eligibility?

This certificate allows the Immigration Office to preliminarily assess whether an employee under a working status such as Engineer/Specialist in Humanities/International Services would be eligible for a future extension of their residence status based on their new employment.

If the academic background, professional history, and job duties meet legal requirements, there is generally no need for additional procedures before the current status expires. However, this presumes that all conditions—such as job description and salary—continue to meet the same requirements.

If there are changes in duties or conditions, the extension application could be denied. This creates risk not only for the employer but also for the employee, who may suddenly lose legal status and employment. Unknowingly hiring someone without proper status may constitute a legal violation for the company.

Obtaining a Certificate of Employment Eligibility helps mitigate these risks by confirming in advance that the new role complies with immigration regulations.

When to Apply

Although not mandatory, obtaining the certificate is highly recommended. It provides peace of mind for both the employer and the employee. The review process typically takes 1 to 3 months. If less time remains before the current period of stay expires, it may be more practical to apply for a standard extension.

How to Apply

Only the foreign national (or a certified legal representative such as a gyoseishoshi or attorney authorized to file immigration applications) may submit the application. Companies themselves cannot apply on the employee’s behalf.

The application must be submitted to the Immigration Office with jurisdiction over the applicant’s residential address—not the new employer’s office address. For instance, a person living in Nagoya but hired in Tokyo must apply in Nagoya.

Example Documents

• Application form for Certificate of Employment Eligibility
• Residence Card
• Passport
• Withholding tax certificate from former employer
• Certificate of separation
• Diploma and academic transcript
• Company registration of new employer
• Financial statements (most recent year)
• Annual tax report on salary payments
• Articles of incorporation
• Company brochure and office photos
• Copy of employment contract
• Statement explaining reason for hire

When to Apply and Processing Time

The application can be submitted as soon as the new job is secured. Since some documents must be obtained from the previous employer, it is best to begin preparations once resignation is confirmed. Processing time is generally 1 to 3 months.

If you’re planning to hire a foreign national or if you are changing jobs in Japan, we recommend consulting with an expert or your local Immigration Office to confirm the required procedures.

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