Basic Guide to Applying for a Work Visa [Explained by an English-speaking administrative scrivener(Certified Visa Specialist) in Minato-ku, Tokyo]

Introduction: The Importance of Work Visas and English-language Support

For foreigners who want to work in Japan, or for companies that want to hire foreign talent, obtaining a work visa is the first major hurdle. The application process for a residence status (so-called ‘visa’) is complex, and many documents and conditions must be met. In particular, Minato Ward in Tokyo is an area where there is a high concentration of foreign-affiliated companies and international business, and there is a very high demand for foreign workers.

At present, the working environment for foreigners in Japan is changing rapidly, and the importance of applying for a work visa is increasing. However, it is not easy for foreigners to go through this complicated process on their own. The language barrier is a particularly significant obstacle. There are few specialists who can deal with immigration procedures in English, so it is difficult for foreigners whose native language is English or who are not familiar with Japanese to obtain appropriate support.

Our office, based in Minato-ku, Tokyo, supports foreigners applying for work visas as administrative scriveners(Certified Visa Specialists) who can communicate effectively in English. In this column, we will explain the basics of work visa applications, from the basic knowledge to the practical points, in an easy-to-understand manner.

Basic knowledge of work visas: Application conditions and required documents

What is a work visa?

Firstly, there is no single status of residence called a ‘work visa’. In order to work in Japan, foreign nationals must acquire a status of residence that corresponds to the nature of their activities. The main work-related statuses of residence include ‘Engineering International Humanity Service’, ‘Business Manager/Administrator’, ‘Skilled Laborer’, and ‘Specified Skilled Worker’.

For example, the ‘Engineer/Specialist in Humanities/International Services’ visa is applicable to those working as interpreters/translators, in trade, as mechanical engineers or programmers, etc., while the ‘Business Manager’ visa is applicable to those establishing and managing a company in Japan.

Criteria for Work Visa Approval

In order to be granted a work visa, you must meet the following three main criteria

1. Applicability of status of residence: The activity that the applicant intends to carry out in Japan must fall under one of the status of residence categories stipulated by law

2. Conformity with landing permission criteria: The applicant's academic background, work experience, skills, etc. must conform to the criteria stipulated by the Ministry of Justice.

3. Reasonableness: There must be ‘reasonable grounds for recognising that it is appropriate for the applicant to stay in Japan’ (stability, continuity, necessity, authenticity).

For example, in order to obtain the ‘Engineer/Specialist in Humanities/International Service’ status of residence(visa), in principle, you will be required to engage in work related to the subject you majored in at university or vocational school.

Necessary documents

Many documents are required for a work visa application. The basic documents are as follows:

1. Application form: Application for Certificate of Eligibility or Application for Change of Status of Residence

2. Passport and residence card (if already in Japan)

3. Photograph (4cm x 3cm, taken within the last 3 months)

4. Self-addressed stamped envelope (if applying for a Certificate of Eligibility)

In addition, documents relating to the applicant and the company employing them are required:

Documents relating to the applicant:

• Resume

• Academic certificates (diplomas, transcripts, etc.)

• Work experience certificates (certificates proving work experience)

• Certificates of qualifications (e.g. Japanese Language Proficiency Test)

Documents relating to the employing company:

• Certified copy of the company register

• Financial statements (balance sheet, profit and loss statement)

• Company brochures and pamphlets

• Total table of legal documents such as withholding tax certificates for salary income

• Labour contract

The documents to be submitted differ depending on the size of the company, and are classified into categories from 1 (listed companies and government-certified companies) to 4 (organisations and individuals without a total table of statutory records).

Practical Points: Common Mistakes and Countermeasures

Misunderstanding of eligibility for status of residence

A common misconception is that a work visa can be obtained simply because the applicant can speak Japanese or is a foreign national. However, in reality, the relationships between the applicant's academic and work history and the content of the work they plan to engage in Japan is given importance.

Countermeasures: Before applying, it is important to prepare by analysing in detail the relationship between the applicant's academic and work history and the work they plan to do in Japan, and being able to clearly explain the relevance of their status of residence. In particular, be sure to prepare materials that clearly show the relationship between the applicant's major and the work they plan to do.

Incomplete or insufficient documents

The most common problem with work visa applications is incomplete or insufficient documents. In particular, certificates issued by foreign universities or companies may differ from the format required by the Japanese Immigration Bureau.

Countermeasures: We recommend that you have your documents checked by a specialist before you apply, and prepare any supplementary materials or explanatory documents as necessary. For foreign certificates, notarisation or translation may be required.

Insufficient proof of the stability and continuity of the company

In particular, small companies or companies that have only recently been established may not be able to sufficiently prove the stability and continuity of their business.

Countermeasures: It is important to submit not only financial statements, but also copies of business contracts, business plans, income and expenditure plans, etc., and to gather evidence that shows that the company's business will continue to be stable.

Lack of communication due to language barriers

If a foreign national who is not fluent in Japanese tries to fill in the application form by themselves, it is easy to make mistakes or leave things out, which could have a negative impact on the application.

Solution: By receiving support from an expert who can communicate effectively in English, it is possible to communicate accurate information and prepare appropriate documents. In particular, it is important to accurately convey the applicant's intentions in subjective documents such as ‘Statement of Reasons for Employment’ and ‘Statement of Reasons for Employment’.

Benefits of consulting with an expert

Applying for a work visa is not just a matter of submitting documents, but a complex process that involves a comprehensive evaluation of the applicant and the company's situation. In particular, Minato Ward is home to many foreign companies and international businesses, so specialist knowledge is required to deal with a wide range of cases.

The advantages of consulting with a specialist administrative scrivener(Certified Visa Specialist) include the following

1. Preparation of accurate application documents: An expert who is familiar with the Immigration Bureau's screening criteria will prepare application documents that are free of errors.

2. Tailored strategies: The best application strategy can be devised for each individual case, taking into account the applicant's educational and work history, as well as the situation of the company.

3. Removal of language barriers: If the administrative scrivener(Certified Visa Specialist) is able to communicate in English, it is possible to communicate smoothly with foreigners, and to collect and explain accurate information.

4. Saving time and effort: By leaving the complicated procedures to the experts, both the company and the foreigner can concentrate on their original work and lifestyle.

5. Provision of the latest information: Immigration laws and screening criteria are frequently changed, but the experts always have the latest information.

Please note that submitting the documents on the list published by the Ministry of Justice does not automatically mean that you will be granted permission. In order to obtain permission, you need to prove that you meet the criteria for the visa you are applying for, and the documents you submit will be used as evidence to support this. The role of the administrative scrivener(Certified Visa Specialist) is to use the documents you submit to prove this.

For foreigners working in the international business hub of Minato Ward, Tokyo, or for companies that want to employ foreign talent, applying for a work visa is an important step. By receiving support from an administrative scrivener(Certified Visa Specialist) who can communicate effectively in English, you can make the application process go smoothly.

Our office supports foreign nationals applying for work visas based in Minato Ward. We can assist you from checking the application conditions to preparing the necessary documents, creating the application form, and submitting it to the Immigration Bureau. We can also handle English, so please feel free to consult with us without worrying about language barriers.

If you have any concerns about working in Japan or hiring foreign nationals, please feel free to contact us. We will make use of our specialist knowledge and experience to propose solutions tailored to your situation.