When starting a business in Japan, many foreign entrepreneurs consider using “virtual offices” or “shared offices (coworking spaces)” to keep initial costs low. However, in the screening for a Business Manager Visa, Immigration evaluates the “independence and substance of the business office” with extreme rigor. These trendy, flexible office formats can be a massive minefield; one wrong move and your application may be rejected for “lack of business substance.” This article explains the legal conditions and defensive strategies for offices to pass immigration screening.
1. Virtual Offices (Address Only) Will Result in Rejection
In short, it is impossible to apply for a visa with a virtual office that does not have a physical space. Let’s clarify the legal reasons why Immigration does not recognize these.
① Absence of a Physical “Business Base”
The requirements for a Business Manager Visa explicitly state that “a business office to conduct the business must be secured in Japan.” This refers to a “physical space” where business is continuously conducted with PCs and desks. A virtual office, which only rents an address and phone number, fails to meet this requirement fundamentally.
② Suspicion of a Paper Company (Dummy Company)
Virtual offices have a history of being used as hotbeds for crimes like billing fraud or for establishing dummy companies for illegal employment. Consequently, Immigration is extremely sensitive to address-only rentals without substance. The moment this is discovered, the screening is terminated for “lack of business credibility.”
2. Three Absolute Conditions for Approval with a Shared Office
On the other hand, with shared offices like WeWork or rental offices, you can pave the way for approval by clearing all of the following “three strict conditions.”
① Securing a Completely Independent “Private Room”
Open coworking spaces, free-address (hot-desking), or booths separated only by partitions are unacceptable. It is an absolute requirement to contract a “private office with walls extending to the ceiling and a lockable door.” It must be an independent space where your company’s information is not mixed with others.
② Having a “Lease Agreement” in the Corporate Name
When renting an office, the name on the contract must be the “established corporation (company).” Furthermore, it must not be a mere “facility use contract”; the content must clearly show in the contract document that the company occupies that private room exclusively to conduct business.
③ Availability of “Office Equipment and Facilities” Necessary for Operations
The private room must be equipped with all facilities for management, such as a computer, telephone, printer, internet environment, and desk. You must submit photos of the interior showing these facilities from all angles to Immigration to visually prove the “substance where business can start immediately.”
3. Pitfalls Before Contracting: The Trap of “Posts and Signboards”
Even if you secure a private room, do not let your guard down. Here we explain the fine details and traps that immigration examiners always check during the factual investigation (photo screening).
① Can You Securely Receive Mail Addressed to the Corporation?
It is essential to have a dedicated mailbox for your company or a system where reception staff can reliably sort and hand over corporate mail. An environment where important notices from Immigration cannot be received will not be recognized as a business office.
② Can a Signboard (Sign) with the Company Name Be Displayed?
Displaying a signboard clearly stating your “trade name/corporate name” on the entrance directory or the door of your private room is strong evidence of business independence. Shared offices that prohibit the display of signboards by contract are very disadvantageous in the screening process.
Conclusion: Easy Office Selection Becomes the “Highest Cost”
Many entrepreneurs lose months of rent and time because their visa is rejected after contracting a shared office that doesn’t meet requirements just to save a small amount on initial costs. Selecting an office is one of the most important decisions determining the success of company establishment and visa application. Look at properties not just for their beauty or low rent, but through the legal lens of “whether they meet the requirements of the Immigration Control Act.”
For concerns regarding property selection or strategies to avoid rejection risks, please check the comprehensive portal below.