Employment Eligibility Certificate in Japan: Verifying Work Scope

An employment eligibility certificate is a document in which the Commissioner of the Immigration Services Agency certifies the work activities a foreign national may carry out in Japan. It is not a work permit, and applying for it is optional. When hiring a mid-career candidate, employers use it to check whether their business falls within the candidate’s current status of residence (在留資格).

What an employment eligibility certificate is

The employment eligibility certificate is a system set out in Article 19-2 of the Immigration Control and Refugee Recognition Act (出入国管理及び難民認定法, the “Immigration Control Act”). It certifies business management activities that generate income, or activities that receive remuneration. It is issued on application by a foreign national residing in Japan.

Whether a foreign national can work legally can usually be checked through their residence card (在留カード) or whether they hold a permission to engage in activity other than that permitted under their status of residence (資格外活動許可). However, it can be hard to tell which specific activities are allowed without reading the table of statuses of residence in the Immigration Control Act. For that reason, a system was introduced under which a person who wants it can receive a document that sets out the specific work activities they may carry out.

Note that it is not a permit

The Immigration Services Agency explains the position of this certificate as follows:

• Whether a person can carry out work activities depends on their status of residence and whether they hold a permission to engage in activity other than that permitted under their status of residence
• The certificate is not a permit to carry out work activities
• A person is not required to hold the certificate in order to work

Treat the certificate as a supporting document for verification. A foreign national who is permitted to work can do so even without it.

When it is used

From an employer’s perspective, the situations where it may be useful include:

• When hiring a foreign national who is moving from another company
• When the status of residence is the same, but you want to confirm whether the new employer’s duties fall within it

The Immigration Services Agency’s application page sets out different documents depending on whether the applicant’s employer and activities remain unchanged since the work status was granted, or have changed, for example through a job move. Checking after a change of job is therefore anticipated within the procedure.

For an overview of the general process when hiring new staff, see Hiring foreign employees and work visas. Please read it as well.

Who may apply and how the procedure works

Eligible applicants and timing

The procedure is open to foreign nationals who are permitted to work. There is no set application period, and applications are made when the person wants to receive the certificate. The legal basis for the application is Article 19-2 of the Immigration Control and Refugee Recognition Act.

Who can file on the applicant’s behalf

If the applicant cannot go to the counter in person, a proxy system is available. The application page lists attorneys or administrative scriveners (行政書士) notified to the director of the regional Immigration Services Bureau who have been engaged by the applicant as proxies.

Whether an employee of a company can act as a proxy depends on their affiliation and approval requirements. If an in-house staff member will handle the application, confirm the requirements in advance on the application page and with the competent immigration office.

Required documents

The required documents depend on whether the employer or the activities have changed. The main documents listed on the application page are as follows.

For a person whose employer or activities have changed, for example through a job move, documents explaining the new activities are required in addition to the above. Check the list on the application page for the specific document names.

Fees

The fee is paid with revenue stamps when the certificate is granted.

These amounts apply to fees from April 1, 2025. Applications received up to March 31, 2025 were charged the previous fee of 1,200 yen. Fees may be revised, so check the latest details on the application page for an employment eligibility certificate before you apply.

Cautions when requesting the certificate

Article 19-2, paragraph 2 of the Immigration Control Act prohibits unfavorable treatment. Where the activities are clear, an employer must not treat a foreign national unfavorably because they do not present or submit the certificate.

In hiring, observe the following points:

1. Do not make submission of the certificate a required condition for hiring or continued employment
2. Ask for submission as a voluntary cooperation on the person’s part
3. Confirm the status of residence and period of stay using the residence card and passport
4. Do not change an offer or terms because the certificate was not submitted

The purpose of the system is to serve the convenience of both employers and foreign nationals. Avoid operating it in a way that places a burden on the individual.

Cases the certificate does not resolve

An employment eligibility certificate certifies the activities that can be carried out under the current status of residence. If the new duties do not fall within the current status of residence, the certificate will not solve the issue.

• If the duties fall under a different status of residence, consider applying for a change of status of residence
• If the period of stay is close to expiry, prioritize preparing an application for renewal of the period of stay
• If side jobs or concurrent work require a permission to engage in activity other than that permitted under status of residence, check that separately

To decide whether a change is needed, see our article on applying for a change of status of residence.

Preparation before applying

To keep the application moving smoothly, it helps to organize the following points:

• Check the validity and recorded details of the person’s residence card and passport
• Write down, in specific terms, the duties in the new position
• Share with the person and the company how the duties change before and after the job move
• Decide who will attend the counter, or whether a proxy will be used
• Check on the application page that the form is the latest version

A common mistake is to prepare based on an outdated form or outdated fee information. Both forms and fees may be revised. Always check the official Immigration Services Agency pages. For questions, contact the Foreign Residents Support Center or the competent immigration office.

Documents to check at hiring and the role of the certificate

According to the Immigration Services Agency, several methods can be used to confirm whether a foreign national may work legally in Japan:

• A landing permission stamp affixed or imprinted in the passport
• For mid- to long-term residents, the residence card; for special permanent residents, the special permanent resident certificate
• Whether the person has been granted a permission to engage in activity other than that permitted under status of residence

After confirming whether work is permitted using these documents, an employment eligibility certificate is an option if you want to confirm the specific scope of activities. It is easier to organize if you first check the residence card and consider the certificate only if questions remain.

Record what the company checks before hiring so it is useful later. Note the date of the check, the type of document checked, and the name of the person in charge. Check the validity and recorded details of the residence card each time a person is hired.

How to confirm the latest information

Immigration procedure forms and fees may be revised. The content of this article reflects the position at the time it was checked. To confirm the latest information, follow these steps in order:

1. On the Immigration Services Agency page for the employment eligibility certificate (Article 19-2 of the Immigration Control Act), confirm the position of the system
2. On the agency’s application page for an employment eligibility certificate, confirm the fees, required documents, and forms
3. For any unclear points, contact the Foreign Residents Support Center or the immigration office with jurisdiction over the place of residence

The text of the law can be checked by searching Article 19-2 of the Immigration Control Act on e-Gov’s law search.

Steps for the company after hiring

Whether or not a certificate is obtained, the company has procedures to complete after hiring:

• Reporting the employment of foreign nationals. For details, see Reporting the employment status of foreign nationals
• Notifications by the person concerning their affiliated organization. For details, see Residence card notification duties

Obtaining the certificate does not replace these notifications. Complete them as separate procedures within the required deadlines.

What TIMOA can do

Hiring and residence procedures for foreign nationals vary depending on each company’s circumstances. TIMOA supports the organization of a prospective hire’s status of residence and duties, preparation of the required documents, and guidance in Japanese and Chinese. Procedures that must be handled by specialists, including proxy filings, are carried out by TIMOA’s partner professionals, such as administrative scriveners.

For an overview of our support across the whole process, see our visa, talent and living services page.