When Do Employers Need to Notify Immigration in Japan?
Written for employers/HR teams. Includes official ISA reference links. Last updated: June 2026.
ISA states that notifications related to affiliated organization changes (resignation, new hire, employer name change, etc.) must be submitted within 14 days of the event. Missing this deadline creates compliance risk at the next renewal. ISA: Affiliated Organization Notifications →
- Most "notify immigration" situations involve organization changes (hire, resignation, transfer) — not minor role adjustments
- The 14-day deadline applies to most affiliated organization notifications
- The employee typically files, but employers should have a system to prompt them
- Missed notifications surface at renewal and can cause delays or refusals
1. What "Notify Immigration" Usually Means
In day-to-day HR, immigration "notifications" are typically separate from a formal application like renewal or change of status. Notifications are more like: "A key fact changed — tell ISA within the deadline."
The most common employer trigger is an employee resigning, being terminated, or transferring to a new employer — meaning the "affiliated organization" changed. A common misconception is that switching to hybrid or remote work requires an immediate notification; it usually doesn't, but document consistency matters at renewal.
2. Who Files: Employee vs. Employer?
| Type of Change | Who Files? | Deadline |
|---|---|---|
| Employee resigns / is terminated | Employee (notification of leaving affiliated organization) | 14 days |
| Employee joins new employer | Employee (notification of joining new affiliated organization) | 14 days |
| Employer name or address changes | Employee or employer (varies by situation) | 14 days |
| Employee address changes | Employee (to municipal office, not ISA directly) | 14 days |
| Specified Skilled Worker — quarterly/annual reports | Employer (mandatory periodic reporting) | Per ISA schedule |
Even though the employee typically files, build a process where HR prompts the employee when a triggering event occurs. Employees often don't know the notification requirement exists. A missed filing becomes the employer's problem at renewal time.
3. Organization-Related Events (Most Common HR Triggers)
| Event | Required Action | Who | Deadline |
|---|---|---|---|
| Employee resigns or is terminated | Notification of leaving affiliated organization | Employee | 14 days |
| New employee joins (from another company) | Notification of joining new affiliated organization | Employee | 14 days |
| Your company's name changes | Notification of affiliated organization change | Employee (or employer in some cases) | 14 days |
| Your company's address changes | Notification of affiliated organization change | Employee | 14 days |
| Employee transfers to a subsidiary / group company | Notification of leaving + joining (two notifications) | Employee | 14 days each |
4. Other Notifications HR Should Know
| Situation | What's Needed | Note |
|---|---|---|
| Employee's job duties change significantly | Not a standalone notification — addressed at renewal via updated documents | Ensure employment contract and JD are updated before renewal |
| Employee switches to remote work only | Not a standalone notification in most cases | Document consistency matters at renewal; update work location in employment agreement |
| Employee's salary changes significantly | Not a standalone notification — reviewed at renewal | Ensure salary remains equal to or above Japanese colleagues |
| Employee gets married / divorced | Employee updates personal information via municipal office | Relevant if changing to/from spouse-based status |
5. Employer Playbook: What to Do When Change Happens
- Identify the triggering event — resignation, hire, company name change, etc.
- Notify the employee immediately — tell them the notification deadline (14 days) and explain what they need to file.
- Confirm filing — ask the employee to confirm they submitted and keep a record date.
- Update internal HR records — employment contract, work location, salary, duty documentation.
- Flag upcoming renewal — if the change affects the employee's status or documents, ensure the updated documents are ready for renewal.
6. Red Flags That Create Renewal Problems
- Employee resigned from previous employer but never filed the notification — the gap shows at renewal
- Company name changed but no notification was filed — creates a document mismatch
- Employment contract still shows old workplace after internal transfer — inconsistency flagged at renewal
- Job duties changed substantially but employment contract was never updated — renewal officer notices the mismatch
7. FAQ
Q. Does the employer need to file anything when an employee resigns?
The primary obligation is on the employee to notify ISA within 14 days. However, employers should prompt departing employees and confirm the notification was submitted, as a missed filing can affect the employee's future immigration record.
Q. What if the employee misses the 14-day deadline?
The employee should still file as soon as possible. Late filing is better than no filing. At the next renewal, the officer may ask about the gap — having an explanation and the late filing on record is better than having no record at all.
Q. Do we need to notify immigration every time we update an employee's job description?
No — minor updates don't trigger a notification. If the core work activities change enough that the employee's Status of Residence category may no longer match, a Change of Status application (not just a notification) would be needed.
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