Japan Employer-Sponsored Work Visa: Step-by-Step Guide

When a Japanese company hires a foreign worker, the employer generally "sponsors" the employee's work visa. The process (in broad strokes) is: Job Offer → Certificate of Eligibility (COE) → Visa at Embassy → Arrival in Japan. Below is a detailed walkthrough of each stage, with tips and checklists. (This guide focuses on new hires coming from abroad.)

1. Receive a Job Offer & Determine Visa Category

Secure a written job offer and employment contract. The Japanese employer (company) is your sponsor. Make sure the job qualifies for a work visa (most require at least a university degree or equivalent experience). Common work visa categories include Technical/Humanities/International (理工系技術者, foreign-language teachers, etc.) and Business Manager (company executives/entrepreneurs). (Other categories include Skilled Labor, Nursing Care, etc. – see various visa types available.)

Gather basic info for paperwork. You and your employer should collect documents such as your passport, proof of education/experience, and the company's registration and financial statements. (See the checklist below.) These will be needed for the Certificate of Eligibility (COE) application.

Tip: Clarify details like salary, job title, and start date, as they go into the COE application. Keep copies of your signed contract and company letters.

2. Employer Applies for Certificate of Eligibility (COE) in Japan

A Certificate of Eligibility (在留資格認定証明書) is a pre-approval from the Immigration Bureau in Japan that your intended work and status meet visa requirements. It speeds up visa issuance by pre-screening your case. The employer (or a registered agent/行政書士) submits this COE application to the regional Immigration Office where the company is located.

Prepare required documents. Typical requirements for a standard Engineer/Humanities work permit include:

• Completed COE application form (交付申請書) – available from the Immigration Bureau.
• Photograph of the applicant (4×3 cm, recent headshot).
• Pre-paid return envelope (for sending the COE back).
• Applicant's credentials: degrees, transcripts, or a CV proving your education and work experience.
• Employment contract or job offer letter (労働条件通知書) detailing position, salary, and duties.
• Company documents: Certificate of Registered Matters (登記事項証明書) and recent financial statements (決算書) of the employer.

(Depending on company size, additional documents may be required; smaller companies typically must show a labor contract, registration certificate and financials.)

A convenient summary checklist:

Document	Provided by
COE application form (交付申請書)	Employer/Applicant
Passport copy and 4×3 cm photo	Applicant
University degree, transcripts or CV	Applicant
Signed employment contract (労働条件通知書)	Employer
Company registration certificate (登記簿謄本)	Employer
Latest company financial statements (決算書)	Employer
Pre-paid return mail envelope	Employer

Submit the COE application. Either the company or a designated agent files these documents with the local Immigration Bureau (出入国在留管理局). (Special rule: for Specified Skilled Worker visas, a pre-guidance session is required before filing.) Applications can also be done online through the Immigration e-application system (so you can apply 24/7 without a physical visit).

Wait for COE issuance. The review typically takes about 1–3 months processing time. (Be careful: January–March is very busy for spring hires, so apply early.) When approved, the Immigration Bureau will send the original COE document to the applicant or their representative.

Note COE validity: A COE is valid for 3 months after issuance. You must enter Japan within that period or the COE expires. (If your plans change and you cancel the employment, the COE must be returned to Immigration.)

3. Apply for a Japan Work Visa at a Japanese Embassy/Consulate

Once you have the COE in hand, you use it to obtain a work visa sticker at a Japanese diplomatic mission overseas.

Prepare visa application. Contact the nearest Japanese embassy or consulate and ask about the visa application procedure. Generally, you will need: a visa application form, one passport photo (same specs), your passport, the original COE, and any other embassy-specific documents (sometimes your employment contract or a letter of guarantee from the employer).

Submit in person/by mail. Fill out the visa application form (available from the Embassy or online) and submit it along with the COE and other docs. The embassy will verify that the COE covers your intended activities.

Visa issuance timeframe: Once submitted, a Japanese work visa is usually issued quickly (often within 5 business days when you have a COE). The embassy will affix a visa sticker in your passport allowing entry with the indicated work status.

Receive your visa: When the visa is granted, the embassy will return your passport with the visa sticker. Check that the visa category and dates match your COE.

4. Travel to Japan and Immigration Clearance

With the work permit, you are ready to travel and enter Japan.

Timing: You must enter within 3 months of the COE issuance. Plan your travel so that you arrive well before the COE expires.

At the airport (immigration): Present your passport, the visa, and the original COE (customarily they say to show it, and you must hand it in upon landing). Immigration officers will stamp your passport with an entry ("landing permission") and issue your Residence Card.

Residence Card: In most major airports (Narita, Haneda, Chubu/Centrair, Kansai, New Chitose, Hiroshima, Fukuoka), the officer will attach a residence card to your passport and stamp it at entry. If you enter through a smaller port, you may receive a stamp and then have your card mailed to your address after you register locally.

Immediate steps: After the stamp and card are issued, you have officially landed in Japan as a mid/long-term resident with the appropriate visa status. (Keep your Residence Card on you at all times when in Japan.)

5. After Arrival: Local Formalities

Once you have arrived in Japan and have your Residence Card, complete these final steps:

Register your address: Within 14 days of moving into your new home, go to the local city/ward office (市役所 or 区役所) to register your address ("notify of residence"). Show your Residence Card and passport. This fulfills the Immigration Law's requirement for mid- to long-term residents.
Tip: This also usually automatically enrolls you in Japan's national health insurance and pension systems.

Submit the COE (if required): If Immigration did not already collect the COE at the airport, you may need to submit it to your local Immigration Office after entry (but usually the immigration desk takes it).

Begin work: After these formalities (address registration, etc.), you are legally free to start working as per your employment contract. Make sure to comply with the conditions on your work permit (job duties, employer, and activity should match what was approved).

Maintain status: Always carry your Residence Card, and be aware of your visa expiry. Prior to expiration, you (or your employer) must apply to extend your status of residence if you will continue working in Japan.

Tips & Practical Notes

• Early start: Begin the COE process immediately after accepting the job offer, as it can take months. Employers often start paperwork 2–3 months before the desired entry date.
• Use an agent if needed: Many companies hire an 行政書士 (immigration lawyer/specialist) to handle the COE paperwork. This can help avoid errors in the application.
• Document copies: Keep copies of all documents (job contract, COE, visa page, Residence Card) in case you need them. Send important originals via tracked mail.
• Embassy holidays: Check the Japanese embassy's working days. Visa processing may pause around Japanese and local holidays.
• Airport choice: If possible, fly into a major international airport (Narita, Haneda, etc.), so you get your Residence Card on the spot (instead of waiting by mail).
• COE expiry: Remember the 3‑month validity of the COE. If delays occur (e.g. COVID travel restrictions), you may need to reapply for a new COE.
• Residence Card maintenance: After arrival, your card is valid for the period of your visa (usually 1–5 years). Carry it always, as Japanese law requires.

By following these stages carefully, a foreign employee can smoothly transition from a job offer overseas to legally work in Japan. Each step – COE application, visa stamping, and landing procedures – is critical. Preparing documents thoroughly and planning ahead are key to avoiding delays.