Overall Flow for Hiring Foreign Nationals [For HR Professionals - 2026 Edition]
🏛️
Supervised by an Administrative Scrivener
Created based on official information from the Immigration Services Agency and practical experience. Last Updated: April 2026
📋 Complete Guide for HR Managers
The Complete Flow of Hiring Foreign Nationals
From Job Offer to Visa Acquisition and Onboarding
From Job Offer to Visa Acquisition and Onboarding
"I want to hire foreign nationals, but I don't know where to start with the visa procedures" - this is the most common concern among HR managers. This guide explains all steps in order, from job offer to onboarding.
⚠️ Most Important Point for 2026: Tokyo Immigration Processing Takes 4-7 Months
Since 2024, the processing time for Certificates of Eligibility (COE) in Tokyo has extended to 4-7 months. To ensure a "April start," applications must be completed by September-October of the previous year. Begin preparing documents immediately after a job offer is made.
📖 What You'll Learn in This Article
- Overview of Hiring Foreign Nationals and 3 Patterns
- Types of Visas Required for Foreign Hires
- All Steps from Job Offer to Onboarding (Detailed Explanation)
- Reality of Processing Times [2026 Edition]
- 5 Common Mistakes Made by HR Managers
- In-house Application vs. Hiring an Administrative Scrivener - Which is Right?
- Corporate Compliance Checklist Before Application
1. Overview of Hiring Foreign Nationals and 3 Patterns
The procedures for hiring foreign employees vary significantly depending on their current location. First, identify which of the following three patterns applies:
Pattern A
Hiring Foreign Nationals Residing Overseas
Requires a visa to come to Japan. First, apply for a COE (Certificate of Eligibility) in Japan, then obtain the visa in their home country and enter Japan.
This takes the longest (6-9 months)
This takes the longest (6-9 months)
New Graduates/Mid-career Hires
Pattern B
Residing in Japan, Changing Jobs
Already holds a work visa. Notification within 14 days of changing jobs is required. Reviewed by the new company at the next renewal. COE application is not required.
Job Change/Mid-career Hire
Pattern C
New Graduates from Overseas Students
Requires a change of status of residence from "Student" visa to "Engineer/Specialist in Humanities/International Services" visa. Application is possible after job offer and before graduation.
New Graduate Hire
Pattern D
Permanent Residents / Spousal Visa Holders
No work restrictions, can be hired like Japanese nationals. No visa-related procedures required. However, periodically check the period of stay.
Minimal Procedures
💡 First Check: Always confirm "where the person to be hired is currently located" and "which visa they hold" before starting procedures. The time, documents, and costs required differ completely depending on the pattern.
2. Types of Visas Required for Foreign Hires
Work visas in Japan are determined by the job category and content. Clarify "what kind of work they will be doing" before checking the necessary status of residence.
| Status of Residence | Target Job Category/Work | Main Requirements | Special Notes |
|---|---|---|---|
| Engineer/Specialist in Humanities/International Services (Gijinkoku) |
IT, engineer, marketing, sales, design, finance, interpretation, translation, etc. | University graduate or 3-10+ years of practical experience | Most common work visa. HR personnel often encounter this first. |
| Highly Skilled Professional | Similar to Gijinkoku but based on a points system for highly skilled individuals | 70+ points (calculated based on annual income, education, work experience, etc.) | Many benefits: 5-year period of stay, spouse can work, PR shortened, etc. |
| Business Manager | Business owners, directors, managers (when a foreign national manages a business) | Capital of 5 million JPY or more, securing an office, 1+ full-time employee (Revised October 2025) | Beware of major revisions in October 2025. Requirements will be stricter. |
| Specified Skilled Worker (No. 1 & No. 2) | 14 specified industrial fields such as food service, construction, nursing care, agriculture | Pass skills test + Japanese language test (No. 1) | Requires specialized test. Limited to specific industries. |
| Intra-company Transferee | Internal transfer from a foreign parent or subsidiary company | Must have worked for the same company for 1+ year before transfer | Used for internal transfers within global companies |
🚨 Common Pitfall: "Simple Labor" is Not Eligible for Work Visas
The "Engineer/Specialist in Humanities/International Services" visa is premised on "specialized/technical" work. Applications for work such as warehouse operations, data entry only, cleaning, or driving, which are not recognized as specialized, will be rejected. It is recommended to consult with an administrative scrivener beforehand to confirm the specialization of the job content.
3. All Steps from Job Offer to Onboarding (Detailed Explanation)
Here, we will primarily explain "Pattern A: Hiring foreign nationals residing overseas," as it is the most common. This pattern requires a COE application and has the most steps.
1
Immediately after job offer ~ 1 week
Confirmation of Status of Residence and Application Category
Organize the applicant's academic background, work history, and planned duties to identify the required status of residence. This stage involves confirming "whether the duties are suitable for a Gijinkoku visa" or "what the points for Highly Skilled Professional status are."
- Confirm the applicant's highest education, major, and work history in writing
- Articulate the job duties specifically (avoid "general duties")
- Check the company's category (listed, withholding tax 15 million JPY or more/less, newly established)
2
1-3 weeks after job offer
Collection and Creation of Required Documents
Prepare the necessary documents from both the company's side and the applicant's side. Documents vary greatly depending on the category.
- Company: Certificate of Registered Matters, Statement of Withholding Tax Collection, Employment Contract, Job Description (important)
- Applicant: Degree Certificate, Academic Transcript, Work Experience Certificate (all with Japanese translation)
- Photo (4cm x 3cm, taken within 6 months)
3
2-4 weeks after job offer
COE Application (Application for Certificate of Eligibility)
Once documents are ready, apply for a COE at the Immigration Services Agency. The applicant is the company (applicant's agent). The individual does not need to be in Japan.
- Application destination: Immigration office with jurisdiction over the company's location
- Application method: In-person submission or mail or代行 (agent submission) by an administrative scrivener
- After application, keep the receipt (reference number)
⚠️ Reality in 2026: It has become common for it to take 6-9 months from application to onboarding. "Onboarding the month after a job offer" is physically impossible.
4
4-7 months after application (for Tokyo)
Waiting for Review / COE Issuance
After application, the Immigration Services Agency reviews the case. Requests for additional documents may occur during the review. Prompt response is key to shortening the review period.
- If a request for additional documents (letter of reasons, supplementary explanation) is received, submit within 2 weeks
- Once the COE is issued, send it to the prospective employee via international mail
- The COE is valid for 3 months from the date of issue. The visa must be obtained and entry into Japan made within this period.
5
1-3 weeks after COE receipt
Visa Application and Acquisition in Home Country
The prospective employee applies for a visa at the Japanese embassy or consulate in their home country with the COE. Company involvement is generally not required, but support for progress confirmation and travel is provided.
- Required for visa application: Passport, COE, photo, application form
- Processing time: Usually 1-2 weeks
- Confirm and adjust travel expenses and relocation support beforehand
6
Immediately after entry ~ 2 weeks
Entry, Residence Card Acquisition, Onboarding Procedures
Upon entry into Japan (Narita, Haneda, Kansai airports, etc.), an immigration inspection is conducted, and a residence card is issued. After entry, in addition to regular onboarding procedures, there are several administrative procedures.
- Resident registration at the municipal office (within 14 days of entry)
- Enrollment in health insurance and employee pension at the company
- Enrollment in employment insurance (notification to Public Employment Security Office)
- Bank account opening support (residence card and passport required)
7
Ongoing management after onboarding
Residence Management and Regular Visa Renewal Support
Residence management continues after onboarding. Managing residence card expiry and supporting renewal applications are ongoing HR tasks.
- Manage residence expiry in an internal database (set alerts 6 months before expiry)
- Confirm if notification is required for transfers, reassignments, or changes in job duties
- Proper management of social insurance and residential tax (directly affects visa renewal review)
4. Reality of Processing Times [2026 Edition]
The processing time for COE applications varies significantly by immigration office. When planning recruitment, assume the following timelines:
Tokyo Immigration
4-7 Months
Processes the largest volume
Increased sharply since 2024
Increased sharply since 2024
Osaka/Yokohama
2-4 Months
Generally faster
than Tokyo
than Tokyo
Regional Immigration
1-2 Months
Fewer cases
Review is relatively faster
Review is relatively faster
📅 Schedule Reversed from Onboarding Date (for Tokyo)
To aim for an April 1st onboarding:
・September 30th of previous year: COE application must be completed
・End of August of previous year: Document collection and creation completed
・Early August of previous year: Start document preparation after job offer
To aim for a July 1st onboarding:
・End of December of previous year: COE application completed
・November of previous year: Start document preparation
Main Causes of Delays in Review
① Document Deficiencies/Requests for Additional Documents: Submitting incomplete documents will lead to requests for additional materials, pausing the review. It's not uncommon for a single request to extend the review by several months.
② Increase in Applications: The number of foreign residents in Japan reached an all-time high in 2024. The surge in applications has pushed the Immigration Services Agency's processing capacity to its limit.
③ Peak Season (January-March): COE applications for new graduates starting in April concentrate during this period, causing reviews submitted between January and March to take 4-6 weeks longer than usual.
5. 5 Common Mistakes Made by HR Managers
⚠️ These will definitely derail your schedule
①
Starting the application after a job offer is made—"I'll apply once the job offer is out" is too late. Document preparation takes 1-2 months, so document collection must begin concurrently with recruitment activities.
②
Stating job duties as "general duties"—The job description is a core document for review. If you don't specifically detail "assigned duties, tools used, time allocation, and reporting structure," it will lead to a request for additional documents.
③
Neglecting unpaid social insurance or taxes - Immigration checks a company's social insurance and tax payment status during the COE application process. If there are outstanding payments, the application may not be approved.
④
Not checking the COE's validity period - A COE expires three months after issuance. If the applicant receives it but "travel arrangements are delayed" or "it takes time to prepare for moving," and the deadline passes, a new application (starting from scratch) will be required.
⑤
Unaware of notification obligations after changing jobs - If hiring a foreign national who is already in Japan, the individual must notify immigration within 14 days of changing jobs. If the HR manager is unaware of this, the employee may violate their obligations.
6. In-house application vs.依頼 to an administrative scrivener - which is the right choice?
Companies can apply for a COE themselves or outsource it to an administrative scrivener. Which approach is appropriate depends on the company's situation.
❌ Risks of in-house application
- Risk of extended screening due to incomplete documents
- Requires specialized knowledge for drafting job description documents
- Requires time and knowledge to respond to requests for additional materials
- Significant increase in HR personnel workload
- Unsure of reapplication strategy if the application is rejected
✅ Benefits of requesting an administrative scrivener
- Pre-checks documents to increase the likelihood of approval
- Drafts job description documents based on practical experience
- Provides comprehensive support for requests for additional materials
- Significantly reduces HR personnel workload
- Can communicate directly with the foreign national in English (a feature of VisaSHOGUN)
💡 VisaSHOGUN's unique selling point: An administrative scrivener who can communicate directly in English. We bridge the gap between foreign nationals and HR personnel, facilitating smooth three-way communication. The ability for foreign employees to directly ask questions about documents in English directly contributes to their satisfaction after employment.
7. Corporate Compliance Checklist Before Application
Before applying for a COE, please check all the items below. Even one issue can negatively impact the screening process.
✅ Company requirements to check before application
- Proper enrollment in health insurance and employee pension, with no unpaid or overdue premiums
- Proper enrollment in employment insurance and workers' accident compensation insurance
- No unpaid or overdue corporate tax, consumption tax, or withholding income tax
- The job duties of the foreign national to be hired fall within the scope of their visa status activities
- Salary is equal to or greater than that of Japanese employees (clearly stated in the employment contract)
- Employment contract clearly specifies job duties, remuneration, and work location
- All documents have consistent information (company name, salary, job title)
🚨 Document inconsistencies will immediately trigger a request for additional materials
If there is even one character difference between the salary in the employment contract and the amount on the withholding tax slip, or the company name on the certificate of registered matters and the application form, it will be subject to a request for additional materials. Please ensure all documents are consistent before submission.
💬
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