“I want to apply for a working visa (Engineer/Specialist in Humanities/International Services), but I don’t know what to write in the Statement of Reason.”
“Is it okay to just use a template I found on the internet?”
In the screening process for a working visa, the “Statement of Reason for Employment” is the most crucial document that determines approval or rejection. Immigration examiners will strictly check the logic of this document to see if your educational background and job duties meet legal standards.
In this article, a visa procedure expert thoroughly explains how to write a Statement of Reason to avoid rejection and the logical structure needed to convince the examiner.
1. [Warning] Why Copying “Free Templates” from the Internet Leads to Rejection
Let me be clear: It is extremely dangerous to simply change the name on a free internet template and submit it.
Immigration examiners read hundreds of these statements every day. If you use boilerplate text, they will strongly doubt, “Does this company really need this foreigner?” Furthermore, the moment there is even the slightest contradiction with your individual circumstances (e.g., your university major vs. specific job duties), you risk being suspected of making a false application, leading to an immediate rejection.
2. The “3 Ironclad Rules” Examiners Check in the Statement of Reason
What you should write is not just your passion for “wanting to work in Japan.” You must logically prove the following three points required by the Immigration Control Act, based on objective facts.
① “Perfect Match” Between Educational Background and Job Duties
Specifically explain how the knowledge you gained at university or vocational school will be utilized in your future job. Examiners look beyond just the “faculty name.” They scrutinize from a micro perspective: Are the specific courses listed on your academic transcript directly related to your actual daily tasks?
② “Expertise” of the Work and Exclusion of Simple Labor
The “Gijinkoku” visa is granted only for intellectual and specialized work. If the examiner determines that the job includes “simple labor” like cashiering, stocking shelves, or factory line work, it will be immediately rejected. You must clarify what kind of advanced judgment, skills, or language proficiency the job requires.
③ “Salary Level” Equal to Japanese Employees & Company Stability
To prove this isn’t about hiring cheap foreign labor, you must explicitly state that the salary is “equal to or higher than a Japanese employee’s.” You must also write about the company’s stability to continue paying that salary (business plans and performance) and the necessity of “why they must hire YOU instead of a Japanese person.”
3. The “Ultimate Outline” Practiced by Experts
Starting from a blank page is difficult. We recommend building your logic according to the following structure.
- Background and Necessity of Hiring: Why is this position needed now? (e.g., business expansion, overseas advancement).
- Applicant’s Background and Skills: University major (key subjects taken), past work experience, and specialized skills.
- Details of Specific Duties: Projects you will be involved in and specific daily tasks.
- Demonstrating the Connection: A detailed explanation of how #2 (Education) and #3 (Duties) are connected. (This is the most important part).
- Employment Conditions: Clear statement of salary level and employment type.
4. The Statement of Reason is “Proof of Logic Based on Immigration Law”
Simply listing facts is not enough for a Statement of Reason. It requires an understanding of the intent of the Immigration Control Act, phrasing that hits the “key screening points,” and perfect consistency with other submitted evidence (employment contracts, company brochures, etc.).
You must be especially careful if you have concerns such as “My major and job duties seem slightly mismatched,” “The company was just established and is small,” or “I have been rejected before.” Once you have a history of rejection, the hurdle for reapplication jumps dramatically, potentially leading to job offer cancellation or forced return to your home country.
Please correctly understand the strict rules of Japanese immigration practices and carefully create a logical statement of reason without contradictions, based entirely on objective facts.