GUIDE · FOREIGN STAFF
Hiring foreign employees in Japan
外国人を雇うときResidence status checks and the Hello Work report
Hiring someone from abroad — or a foreign resident already in Japan — adds two duties: check that their status allows the work, and report the hire to Hello Work.
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Check
Status
Residence card and permitted work
Report to
Hello Work
Every employer, every hire
Deadline
Next month
Depends on employment insurance
Penalty
¥300K
Fine of up to, for not reporting
Check the residence status
- Look at the residence card: the status and any work restrictions
- Permanent residents and spouses of Japanese nationals can generally do any work
- Office, IT, design, translation and similar roles usually use the Engineer/Specialist in Humanities/International Services status
- Students and dependants can only work limited hours with permission
For the Engineer/Specialist status, the work must use technology or knowledge in science, engineering or the humanities, or require thinking or sensitivity based on a foreign culture. A degree or years of relevant experience is usually needed.
Report the hire to Hello Work
| Employee | How you report | Deadline |
|---|---|---|
| Enrolled in employment insurance | The employment insurance enrollment form counts as the report | By the 10th of the following month (hiring) |
| Not enrolled in employment insurance | Foreign employment status report (Form No. 3) | By the end of the following month (hiring and leaving) |
Every employer must report when a foreign worker joins or leaves (special permanent residents and diplomatic/official statuses are excluded). Not reporting can lead to a fine of up to ¥300,000. Online filing is available.
Hiring for your Business Manager company
The full-time employee required for the Business Manager status must be Japanese, a special permanent resident, or hold a status such as permanent resident or spouse — a new hire on a work visa does not count toward that rule.
Payroll and insurance basics are in Hiring and social insurance.
FAQ
Do I need to report hiring a foreign employee in Japan?
Yes. Every employer must report foreign hires and departures to Hello Work. For employees in employment insurance, the enrollment form counts as the report.
Which visa does a foreign office worker need in Japan?
Usually the Engineer/Specialist in Humanities/International Services status, for work using specialist knowledge or skills based on a foreign culture.
Can my foreign employee count toward the Business Manager staff rule?
Only if they are a Japanese national, special permanent resident or hold a status such as permanent resident or spouse of a Japanese national.
Sources
- Foreign employment status report (外国人雇用状況の届出) — Ministry of Health, Labour and Welfare
- Engineer/Specialist in Humanities/International Services — Immigration Services Agency
This page is a plain-English summary, not legal advice. The official Japanese guidelines always take priority.
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