Foreign Employment Status Report in Japan: Deadlines and Penalties

When an employer hires or separates from a foreign worker, it must file a foreign employment status report. If the worker becomes an employment insurance insured person, the hiring report is due by the 10th of the following month. If not, both the hiring and separation reports are due by the last day of the following month. Failing to file can lead to a fine of up to ¥300,000.

What the foreign employment status report is

The foreign employment status report is a filing that employers must make when they employ foreign nationals. The legal basis is Article 28 of the Act on Comprehensive Promotion of Labor Measures and Stabilization of Employment of Workers and Enrichment of Their Working Lives. The report is filed with the Minister of Health, Labour and Welfare (through Hello Work, the public employment security offices).

This is a separate procedure from checking status of residence or applying for a visa. Even if a worker has obtained a work visa, the employing company still has this filing obligation.

There is no restriction by company size or industry. A Japanese subsidiary of a foreign company is covered if it employs foreign workers in Japan. The Ministry’s guidance also states that independent administrative agencies, national university corporations, and public corporations are required to file.

What the report covers

The report covers items such as the foreign worker’s name, status of residence, and period of stay. Employers confirm these items with the residence card or similar documents when hiring or separating a worker. The process is also an opportunity for employers to manage status of residence and period of stay accurately in-house.

Who must file, and who is excluded

The filing applies to foreign nationals employed in Japan. It is not limited to full-time employees. Part-time and temporary workers are included.

Foreign nationals holding the Diplomat or Official status of residence, and special permanent residents, are excluded. All other foreign workers should generally be treated as covered. If you are unsure, check with your local Hello Work office.

Deadlines and forms: depends on employment insurance

The form and deadline depend on whether the foreign worker becomes an employment insurance insured person. Start by confirming whether the worker is enrolled in employment insurance.

For workers who become insured persons, the deadlines match those for the employment insurance qualification acquisition and loss notices. Submitting those two notices also counts as filing the foreign employment status report.

For workers who do not become insured persons, submit the separate Form No. 3 report. The employment insurance enrollment criteria themselves are covered in our article on social and labor insurance enrollment obligations.

Examples of how the deadline is counted

• An employee enrolled in employment insurance is hired on November 15: submit by December 10 of the following month.
• A part-time worker not enrolled in employment insurance is hired on November 15: submit by December 31, the last day of the following month.

These two examples apply the deadlines in the table above to specific dates. We recommend filing with time to spare rather than close to the deadline.

Checking the form and filing method

Form No. 3 can be downloaded from the Ministry of Health, Labour and Welfare website. The same page indicates that a new form will be used from April 1, 2027 (Reiwa 9). Before filing, always confirm that you are using the latest form.

Filings on Form No. 3 can also be submitted electronically over the internet. Check the Ministry’s page for the procedure and acceptance details.

Internal steps before filing

Most missed filings happen because the checks at hiring are handled inconsistently from person to person. Fixing the steps in the following order helps prevent them.

1. When hiring is decided, check the original residence card.
2. Confirm the type of status of residence and the period of stay.
3. Confirm that the job falls within the activities permitted under the status of residence.
4. If a permission to engage in activity other than that permitted by the status of residence (资格外活动许可) is required, confirm that it has been granted.
5. Decide whether the worker will be enrolled in employment insurance, and select the form to use.
6. File by the deadline and keep a copy.

Checking the residence card is not only for filing purposes. According to the guidance from the Metropolitan Police Department, employers who employ illegal workers are subject to prosecution for the offence of facilitating illegal employment. The penalty is imprisonment (拘禁刑) of up to 3 years, a fine of up to ¥3 million, or both.

The same guidance states that an employer may be prosecuted for negligence, such as not checking the residence card, even if it did not know the worker was illegal. Checking before hiring is the basic safeguard.

The requirements for each type of work visa are explained in our article on hiring foreign employees and work visas.

Common practical points

Managing renewals of period of stay

When a period of stay is approaching its expiry, the company should also confirm that the renewal has been completed. Keeping a copy of the renewed residence card in the personnel file helps keep internal records stable. The worker’s own notification duties are summarized in our article on residence card notification duties.

Checking that the filed details are accurate

The report requires items such as name, status of residence, and period of stay. Check the items required on the form. A false report is also subject to penalties. Transcribe the details exactly as they appear on the residence card.

Not forgetting the separation report

A report is required when a worker separates, not only when hired. Include the separation filing in your resignation procedure. As with hiring, the form and deadline depend on whether the worker is an employment insurance insured person.

Specified Skilled Worker and other separate acceptance requirements

If you accept Specified Skilled Worker (特定技能) nationals, you have obligations as an accepting organization, including standards and support duties, separate from this filing. For details, see our article on acceptance requirements for Specified Skilled Workers.

Penalties and the risks of not filing

According to the Metropolitan Police Department, the penalty for failing to file a foreign employment status report is a fine of up to ¥300,000. Filing a false report is also subject to penalties.

Companies that employ foreign nationals deal with the authorities on an ongoing basis, for example through status of residence applications and renewals. Filing properly and maintaining day-to-day management systems supports long-term credibility.

What to prepare before filing

Before filing, gather the following information. Most of it can be confirmed from the residence card.

• The original residence card (checked at hiring, with a copy retained)
• Name, status of residence, and period of stay
• The result of the decision on employment insurance enrollment
• The hiring date or separation date

To reduce errors, have a second staff member check before submission that the residence card details match the filing.

How to check current rules

Forms and procedures may be revised. In practice, check the following two points regularly.

• Check the forms and filing methods on the Ministry of Health, Labour and Welfare page on foreign employment status reports.
• For any unclear points, contact your local Hello Work office.

How TIMOA can help with foreign employment status reports

Hiring foreign nationals involves confirming status of residence, handling employment and social insurance procedures, and managing filing deadlines at the same time. TIMOA supports the setup of talent, visas, and daily life after market entry as one integrated service.

Tasks that require professional qualifications, such as status of residence applications and employment and social insurance procedures, are handled by the administrative scriveners and labor and social security attorneys we work with. We can also advise on organizing your hiring steps and building an internal checking flow. For an overview of our visa and talent support, see our visa, talent, and daily life services page.

Summary

The foreign employment status report is a duty for every employer that hires foreign nationals. The key points are:

• It covers foreign workers other than those holding the Diplomat or Official status of residence and special permanent residents.
• If the worker joins employment insurance, the hiring report is due by the 10th of the following month. If not, it is due by the last day of the following month.
• Fix the residence card check into your hiring process, and keep a copy of what you verified.