Published: September 21, 2025
Work Visa for General Office Workers
Q: Our company would like to hire a foreign national in a general employment position in Japan. What visa status should we apply for?
A: In principle, foreign nationals employed in general employment positions are required to obtain a “Engineer/Specialist in Humanities/International Services” visa status (commonly called the Gijinkoku Visa).
(A) For foreign nationals residing overseas, it is necessary to first obtain a Certificate of Eligibility (CoE), then apply for a visa at the Japanese Embassy/Consulate before entering Japan.
(B) For foreign nationals already residing in Japan as students or dependents, it is necessary to apply for a change of status of residence to the Gijinkoku Visa.
1. What is the Gijinkoku Visa and what kind of work is covered?
This visa is the most common status of residence for foreigners engaged in “white-collar” work in Japan. It is broadly divided into three categories:
- Engineering field: Work that utilizes technical knowledge in science and engineering (e.g., system development, programming, design, mechanical and electrical engineering).
- Humanities field: Work based on knowledge in fields such as law, economics, accounting, marketing, planning, and sales.
- International services field: Work that makes use of languages and cross-cultural skills, such as interpretation, translation, international trade, and language education.
On the other hand, simple labor or manual work such as restaurant floor staff or factory line work is not covered under this visa.
2. Key Requirements and Screening Points
When applying for the Gijinkoku Visa, the following factors are especially important:
- Academic background and relevance of majorA university degree (bachelor’s or higher) is desirable, and the applicant’s major should be at least loosely related to the intended job. Graduates of junior colleges or vocational schools may also qualify if the field of study is relevant to the job.
- Work experienceWhere academic qualifications are insufficient, work experience may substitute. In particular, for international services, three or more years of practical experience in interpretation or translation may be sufficient.
- Salary and benefitsThe applicant must receive a salary equivalent to or greater than that of a Japanese national in a comparable role. If the salary level is unreasonably low, the application risks being denied.
- Stability of the employment contractThe employer must be operating a continuing business. Submission of financial statements and company information is required to prove this. Small or newly established companies often face stricter scrutiny.
- Appropriateness of residence periodThe initial period of stay (1 year, 3 years, or 5 years) is determined based on factors such as company size, job description, and the applicant’s position. For those seeking longer stays, it is advisable to prepare conditions that demonstrate stability.
3. Main Employment Scenarios
(A) Hiring a foreign national from overseas
- Application: Certificate of Eligibility (CoE) application
- Process: Obtain a CoE, then the foreign national applies for a visa at the Japanese Embassy/Consulate in their home country before entering Japan to start employment.
(B) Changing status from Student/Dependent to Work Visa
- Application: Application for Change of Status of Residence
- Process: Foreign nationals already in Japan (e.g., students, dependents) can switch to the Gijinkoku Visa. For students in particular, the relevance between their academic major and the job, Japanese language ability, and employment conditions are key points in the screening.
4. Other Related Visa Categories
- Designated Activities (Category 46)Available to graduates of Japanese universities or graduate schools who hold JLPT N1 (or equivalent). It allows for a broader range of work than the Gijinkoku Visa, including support tasks such as sales assistance or store operations. This provides greater flexibility for employers.
- Highly Skilled ProfessionalA points-based system that evaluates academic background, professional experience, annual income, and research achievements. Applicants who meet the threshold enjoy benefits such as shorter paths to permanent residency, preferential treatment for family members, and longer residence periods. It is commonly used for researchers and executive-level professionals.
- Specified Skilled WorkerCovers industries involving manual labor such as nursing care, food service, construction, and accommodation. No academic qualifications are required, but applicants must pass skill tests and Japanese language proficiency exams. This visa is intended for jobs not covered by the Gijinkoku Visa.
5. Standard Application Process (From Initial Request to Arrival in Japan)
Our office follows the steps below when handling applications:
- Initial eligibility checkConfirm that the applicant meets the basic requirements:
- Holds a university degree or equivalent practical experience
- Will engage in work permitted under Japanese law
- Will not be engaged in simple or manual labor
- Will receive an appropriate salary comparable to that of a Japanese employee
- Contract and initial paymentUpon formal engagement, a contract is signed and a retainer fee is collected.
- Provision of required documents and questionnaireOnce the retainer is received, we promptly send the applicant the list of required documents and a questionnaire.
- Application preparation and submissionAfter receiving the documents, we prepare and submit the application.
- CoE application: Typically 1–3 months
- Change of status application: Typically 1–2 months
- Notification of results and final payment
- CoE application: Issuance of Certificate of Eligibility
- Change of status application: Notification of approval and issuance of new Residence Card
6. Final procedures and completion of service
- CoE application: Delivery of the Certificate of Eligibility
- Change of status application: Obtaining a new Residence Card at the Immigration Services Agency
6. Key Points to Note
| Item | Favorable Case | Risk of Denial |
|---|---|---|
| Academic background & field relevance | University graduate with a relevant major | Vocational school graduate with unrelated field |
| Employer stability | Large/medium-sized company with strong financials and clear business activities | Small/start-up company with uncertain business |
| Japanese language ability | Sufficient proficiency for daily work tasks | Very limited ability; relies heavily on interpretation |
| Salary & benefits | Equal to or higher than Japanese employees; proper benefits | Low salary; inadequate benefits |
| Job content & expertise | Professional/knowledge-based tasks such as planning, design, or development | Predominantly simple or manual tasks; support work |