When a foreigner holding a work visa (such as Engineer/Specialist in Humanities/International Services) changes jobs, the “Certificate of Authorized Employment” (Shuro Shikaku Shomeisho) is a crucial system to prove that the new job falls within the scope of their current visa.
In this article, we thoroughly explain the practical rules for obtaining this certificate, including the list of required documents to submit to Immigration, the processing time, and the fees involved.
1. What is the Certificate of Authorized Employment? (Benefits)
The Certificate of Authorized Employment is a document officially notarized by the Minister of Justice (Immigration) stating that a foreigner residing in Japan “is permitted to engage in specific work activities under their current visa status.”
[The Biggest Benefit]
By obtaining this certificate when changing jobs (or upon receiving a job offer), your new job duties are considered “already examined” at your next visa renewal. This reduces the risk of a visa renewal rejection to almost zero.
2. Who Should Apply and When?
- Target Audience: Foreigners who currently hold a valid work visa and are changing to a different company (or have received an offer) while having time left on their period of stay.
- Timing: The safest time is “after receiving an offer but before resigning from your current company.” Even if you have already joined the new company, you can still apply as long as there is enough time before your next visa renewal.
3. List of Required Documents for Application
Applying for the certificate requires not only personal documents but also documents from both your “previous company” and your “new company.”
[Basic Required Documents]
- Application form for Issuance of a Certificate of Authorized Employment
- Residence Card (presentation)
- Passport (presentation)
- Permit to Engage in Activity Other Than That Permitted (if issued)
[Documents from the Previous Company]
- Certificate of Retirement (or withholding tax slip showing the period of employment and retirement)
[Documents from the New Company]
- Copy of the employment contract (or notice of job offer showing working conditions)
- Company’s commercial registry certificate (issued within the last 3 months)
- Copy of the most recent financial statements (or business plan for new companies)
- Company brochure or website printouts (showing business activities)
- [Important] Statement of Reason (理由書): A document logically explaining why the foreigner was hired and how their university major relates to the job duties. (*While not legally mandatory, it is practically crucial for a smooth screening process.)
4. Processing Time, Fees, and Where to Apply
- Estimated Processing Time: It generally takes about 1 to 3 months. (*This varies depending on the size of the new company and the complexity of the duties.)
- Fee: The application itself is free, but a 1,200 yen revenue stamp is required upon issuance of the certificate.
- Where to Apply: The Regional Immigration Bureau having jurisdiction over the applicant’s residence.
5. Conclusion: Eliminate Job Change Anxiety with Solid Procedures
The procedure for a Certificate of Authorized Employment requires practically the same effort as a “mini visa renewal” at the new company. It takes time and requires many documents from the employer. However, considering the risk of a visa renewal rejection years later, it is the “ultimate armor” you must obtain.
Please prepare all necessary documents without omissions and make an accurate application based on objective facts.