Japan Certificate of Authorized Employment: Complete Practical Guide to Documents, Processing Times, and Fees

This article is written by a Japanese local.

When a foreign national holding a work visa (such as the Engineer/Specialist in Humanities/International Services visa) changes jobs, there is a crucial system to prove that the new job duties legally fall within the permitted scope of their current visa. This document is known as the “Certificate of Authorized Employment (Shuro Shikaku Shomeisho).”

This article provides a detailed explanation based on practical rules regarding the specific mechanisms for obtaining this certificate, the list of required documents to submit to the Immigration Services Agency, the processing time, and the associated fees.

1. What is a Certificate of Authorized Employment? (The Biggest Advantage)

The Certificate of Authorized Employment is an official document certified by the Minister of Justice, verifying that a foreign national residing in Japan “is legally permitted to engage in specific business activities under their currently held visa (status of residence).”

[The Biggest Advantage: Eliminating Visa Renewal Denial Risks]
By obtaining this certificate in advance when changing jobs (or upon receiving a job offer), the Immigration Services Agency will consider that “the job duties and the stability of the new company have already been screened” during your next visa renewal application. As a result, the next renewal procedure becomes a mere “extension of the period of stay,” effectively reducing the fatal risk of sudden visa denial due to a job change to almost zero.

2. Target Individuals and the Optimal Timing to Apply

Legally, obtaining a Certificate of Authorized Employment is not an “obligation” (unlike the mandatory notification within 14 days of changing jobs). However, it is an extremely effective self-defense measure to protect your career.

• Target Individuals: Foreign nationals who are changing jobs (or have received a job offer) to another company while having several months or more remaining on their current work visa (e.g., Engineer/Specialist in Humanities).
• Optimal Timing: The most secure and safe timing is “after receiving an offer from the new company, but before resigning from your current company.” This ensures that, in the unlikely event the new duties do not match your visa, you still have the option to remain at your current job. Even if you have already joined the new company, you can still apply as long as there is ample time (more than half a year) before your next visa renewal period.

3. List of Required Documents (By Company Category)

Applying for a Certificate of Authorized Employment requires assembling documents from both the “previous company you resigned from” and the “new company you are joining,” in addition to your personal identification documents. Furthermore, the required documents vary depending on the size (category) of the new company.

[Essential Basic Documents]

• Application Form for Issuance of a Certificate of Authorized Employment (Immigration specified format)
• Residence Card (to be presented) and Passport (to be presented)
• Permission to Engage in Activity Other Than That Permitted (to be presented *only if issued)

[Documents Regarding the Previous Company]

• Certificate of Resignation (documents that objectively show your resignation date and employment period, such as a Notice of Resignation (Rishoku-hyo) or Withholding Tax Slip)

[Documents Regarding the New Company]

For listed companies (Categories 1 and 2), document submission is largely waived. However, for SMEs and newly established companies (Categories 3 and 4), you must comprehensively prepare the following documents:

• Copy of the Employment Contract (or Job Offer Letter clearly stating working conditions, salary, and job duties)
• Copy of the statutory report total table (such as withholding tax on employment income) for the previous year (with a receipt stamp)
• Copy of the Corporate Registry Certificate (issued within the last 3 months)
• Copy of the latest financial statements (for newly established companies, a detailed business plan)
• Company brochure or copy of the website (showing business activities)
• [Most Important] Statement of Employment Reason: A document detailing the logical connection between the foreign national’s university major and their new job duties, explaining exactly why they were hired.

4. Basic Application Information (Processing Time, Fees, and Location)

The basic data regarding the procedure for obtaining a Certificate of Authorized Employment is as follows:

Estimated Processing Time	Approx. 1 to 3 Months (*The processing time fluctuates greatly depending on the size of the new company, whether it involves a new business venture, and the complexity of the job duties.)
Fee	1,200 JPY (*The application itself is free, but when approved and the certificate is issued, the fee must be paid using revenue stamps.)
Application Location	The Regional Immigration Services Bureau that has jurisdiction over the foreign national’s place of residence.

5. The “Substantial Risk” of Not Obtaining the Certificate

If you change jobs without obtaining a Certificate of Authorized Employment and proceed directly to your next visa renewal, that renewal procedure practically becomes a strict screening equivalent to a “new visa application at a new company” (often called a mini-renewal).

In the unlikely event that the examiner concludes during this renewal screening that “the job duties at the new company do not match the visa,” your visa renewal will be denied, making it immediately impossible for you to work in Japan. In the worst-case scenario, this leads directly to a situation where you are forced to return to your home country.

The procedure for a Certificate of Authorized Employment requires time and effort to gather documents. However, considering the risk of your career being cut short at your next renewal, it is the strongest defense measure you must reliably acquire. Please ensure that you logically compile the necessary documents and submit an accurate application based on objective facts.