Once you receive a job offer from a company, it is time to start preparing for your new life in Japan.
How much will the company help you? What will you need to do yourself?
Let’s go through the process step by step so that you can clear up any questions or concerns before starting your new job.
Responding to a Job Offer
If you have received job offers from more than one company, take the time to compare them carefully before making your decision. Consider factors such as visa support, salary, benefits, and other employment conditions.
When a company gives you a job offer, it usually hopes that you will accept and join the company. The company will also begin making preparations for your arrival and employment.
However, you still have the right to decline the offer.
If you decide not to accept a job offer, respond sincerely and politely. Explain your decision appropriately so that the company can understand your situation.
If you accept the offer, follow the company’s instructions and complete any necessary paperwork or procedures before joining.
If you still have concerns about the workplace, you can also ask whether it is possible to visit the company again. Try to clear up as many concerns as possible before your first day.
From Job Offer to Starting Your New Life
The company may provide a great deal of support, but there will also be things you need to do yourself.
The procedures you need to complete before starting work will depend on factors such as where you currently live and what status of residence you currently hold.
Here, we will explain the general process for people who will work in Japan under the Engineer/Specialist in Humanities/International Services status of residence.
For people working under the Specified Skilled Worker (SSW) status, the process may be different because support is provided by the accepting organization or a registered support organization. In some countries, a sending organization may also be involved.
*This diagram was generated using ChatGPT.
If You Are Currently Living Outside Japan
If you are living outside Japan and receive a job offer from a Japanese company, the accepting company will generally apply to the Immigration Services Agency of Japan for a Certificate of Eligibility (COE) on your behalf.
Once the application is approved and a COE is issued, it means that the activities you plan to engage in Japan have been reviewed in advance and found to meet the relevant requirements for your intended status of residence.
You can then use the COE to apply for a visa.
The company will send you the COE either on paper or electronically. You will then apply for a visa yourself at a Japanese embassy or consulate in your country, submitting the COE as part of your application.
Once your visa has been issued, you can travel to Japan.
After arriving in Japan, you will go through landing examination at the airport or other port of entry. Once you are granted permission to land, your status of residence and period of stay will officially be determined.
At major airports, you will also receive a Residence Card when you enter Japan. At this stage, the address section of the card will still be blank.
After deciding where you will live, you must register your address at the local municipal office within 14 days of establishing your place of residence.
Once your notification has been accepted, your address will be recorded on your Residence Card.
After that, you can prepare the things you need for daily life and complete the remaining procedures for joining your company.
The procedures themselves are not extremely complicated. The bigger issue is that they can take time.
Considering the time needed for the COE process and finding a place to live, it is a good idea to allow at least three to four months between receiving your job offer and starting work in Japan.
However, processing times and the time required to find housing can vary significantly depending on the season and your individual circumstances.
For example, if you are planning to start work in April, ideally you would receive your job offer in October or November, apply for the COE by December, and begin looking for housing with support from your company after the New Year.
Establishing your address is also important for other procedures.
Without a confirmed address, procedures such as opening a bank account for your salary, receiving your My Number, and completing social insurance procedures may be delayed. This can make it more difficult to start your new job smoothly.
If You Are Already Living in Japan
If you are currently studying in Japan as an international student, or if you already have a status of residence and need to change it for your new job, you will generally need to apply to the Immigration Services Agency for Permission to Change Status of Residence.
The company will prepare documents such as your employment contract, company information, and relevant tax documents.
You may also ask a qualified administrative scrivener (gyoseishoshi) in Japan to handle the immigration application procedures on your behalf.
As a general guide, changing from Student to Engineer/Specialist in Humanities/International Services may take around three weeks to one and a half months. During busy periods, however, the process may take more than two months.
If you are applying to change from Student to a status of residence that allows you to work, you generally cannot begin the work covered by your new status until the change has been approved.
On the other hand, if you already hold the Engineer/Specialist in Humanities/International Services status and are changing jobs, you may be able to start working for your new company without applying for a change of status.
A useful way to think about it is as follows.
If your new job falls within the activities permitted under your current Engineer/Specialist in Humanities/International Services status:
In principle, you do not need to apply for a change of status.
- IT engineer → IT engineer
- Interpreter → IT engineer
If your new job falls outside the activities permitted under your current status of residence:
You will need to change your status of residence.
- IT engineer → Restaurant kitchen work
When changing jobs, you must also submit a Notification Concerning the Affiliated Organization to the Immigration Services Agency not only when you leave your previous company, but also when you enter into a contract with your new company.
Each notification must generally be submitted within 14 days of the relevant event.
Although it is not mandatory, you may also apply for a Certificate of Authorized Employment if you want to confirm that the work you will perform at your new company is permitted under your current status of residence.
Having this certificate can give you additional peace of mind when changing jobs.
Procedures When Joining the Company
Social Insurance and Employment Insurance
Fill in the documents provided by your company using the address shown on your resident record and submit them to the company.
Opening a Bank Account for Your Salary
In some cases, you can choose your own bank. In other cases, your company may ask you to open an account at a particular bank.
To open an account, you will generally need documents confirming your address, such as your Residence Card with your registered address or a copy of your resident record.
Commuting Route and Transportation Expenses
If you commute by train or bus, you will usually need to report your commuting route to your company.
In many cases, you simply declare the route yourself and do not need to provide additional proof.
You may need to pay your commuting costs yourself until you receive your first salary or transportation allowance.
Some companies also set a maximum amount for commuting expenses.
Housing Allowances and Other Company Benefits
Some companies provide housing allowances or other benefits.
Check your company’s work rules and benefit policies carefully, and make sure you complete any necessary applications or procedures.
By Hajime Saito
X: @hajimesaitoYJC
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