“I want to keep working in Japan after I graduate from university or vocational school.”
“I’ve received a job offer, but the visa process is so complicated I don’t know where to start…”
“What if my visa application is rejected?”
To all international students, congratulations on your upcoming graduation and new job! As you stand on the cusp of an exciting new chapter, many of you may be feeling this kind of anxiety.
Hello. I’m Megumi Suzuki, the representative of Megumi International Gyoseishoshi Lawyer Office.
Switching your visa is more than just paperwork. It’s a crucial first step to starting your new career in Japan. In this article, I will carefully explain the process of changing from a Student Visa to a Work Visa, one step at a time, using as little jargon as possible.
By the time you finish reading this guide, you will have a clear understanding of what to prepare, when, and how, allowing you to proceed with confidence. Let me wholeheartedly support you as you take this new step forward.
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First Things First: The Basics of Changing from a Student to a Work Visa
To work as a company employee in Japan after graduation, you must go through the procedure to change your “Status of Residence” from “Student” to a “Work Visa.” It’s important to understand that this is completely different from a visa “renewal.” Think of it as an examination to receive a whole new type of visa.
“You might wonder, ‘Why is it a ‘change’ and not a ‘renewal’?’ This is because your fundamental purpose for being in Japan is shifting from ‘studying’ to ‘working.’ Therefore, the Immigration Services Agency of Japan will conduct a thorough re-examination from the perspective of ‘Does this person properly meet the conditions for working in Japan?’ “
The “Engineer/Specialist in Humanities/International Services” Visa: The Most Common Work Visa
The most common type of work visa for international students is the “Engineer/Specialist in Humanities/International Services” visa. It’s a long name, but it’s often abbreviated as “Gijinkoku” in Japanese.
This visa covers jobs in three main fields:
Engineer: Jobs that utilize science and engineering expertise, such as IT engineers or design and development.
Specialist in Humanities: Jobs that utilize humanities and social science expertise, such as planning, marketing, accounting, or consulting.
International Services: Jobs that utilize your language skills or knowledge of foreign cultures, such as translation/interpretation, language instruction, international business, or design.
The first key point is to determine if the job at the company that hired you falls into one of these categories.
The Most Important Principle: The Link Between Your Studies and Your Job
In the visa change screening process, the point that the Immigration Services Agency scrutinizes most closely is whether there is a clear and logical connection between what you majored in at university or vocational school and the content of your work at your new job.
This is a message from the government, essentially saying, “You’ve gone to the trouble of acquiring specialized knowledge, so please find a job where you can put it to use.” For example, simple manual labor on a factory line or customer service and sales roles in a shop are generally not considered eligible for this visa.
The ultimate key to getting your application approved is your ability to clearly explain this “relevance” through your documents.
When to Start? The Best Timing and Application Flow
“When should I apply?” This is a very common question. Managing your schedule is a critical strategy for a successful visa application.
“To give you the conclusion first, the best approach is to ‘start preparing as soon as you get a job offer and submit your application by December of the year before you graduate’! Let me explain in detail why it’s so important to be prompt.”
Standard Timeline: Working Backwards from an April Start Date
Many Japanese companies have their new employees start on April 1st, so let’s plan by working backward from that date.
As soon as you receive a job offer, inform the person in charge of HR at the company that you need to change your visa status and ask for their help in preparing the necessary documents. You should also start your own preparations, such as obtaining your academic transcript and a certificate of expected graduation from your school.
Step 2: Apply to the Immigration Bureau (December – January)
Applications are accepted starting from December 1st of the year before you graduate. Applying at this time is ideal.
Step 3: Awaiting a Decision (January – March)
The screening process at the Immigration Bureau typically takes one to three months. During this period, all you can do is wait for the result.
Step 4: Receive Your New Residence Card (After Graduation)
If your application is approved, you will receive a notification. You will then take the necessary documents to the Immigration Bureau to receive your new Residence Card.
Why We Strongly Recommend a December Application: Avoid the Rush!
The reason a December application is so crucial is that from January to March every year, the Immigration Bureau becomes extremely crowded with a flood of applications from students aiming to start work in April.
If you apply during this period, the screening process may take longer than usual. In a worst-case scenario, your new Residence Card might not be ready by your first day of work on April 1st. This could lead to a situation where the company cannot legally have you start working, and you could even risk having your job offer rescinded.
To avoid this, I strongly, strongly recommend applying in December.
This is Crucial! Key Checkpoints for Approval (For You and Your Company)
The screening process will closely examine both you and the company you are joining.
“In fact, immigration officers look not only at the submitted documents but also at your conduct during your time in Japan. Whether you have fulfilled your duties as a student is also an important point.”
Four Conditions You Must Meet
Does your job content match the visa category? (Eligibility for Status of Residence) You need to prove that your job is not “simple labor” that doesn’t require specialized knowledge.
Is there a link between your academic background and your job? (Compliance with Landing Permission Criteria) This is the most important point, as explained earlier. Graduates of vocational schools, in particular, face stricter scrutiny on this point than university graduates.
What has your conduct been like in Japan? (Good Conduct) This can be an unexpected pitfall.
Have you worked more than the permitted 28 hours per week at your part-time job (overwork)?
Is your school attendance rate and academic performance good?
Have you ever broken the law, including traffic violations?
These records are kept by the Immigration Bureau, and even one issue can be a major reason for rejection.
Have you filed all necessary notifications? (Fulfillment of Notification Duties) They also check if you have properly completed legally required notifications, such as reporting a change of address when you move.
Three Conditions Your Company Must Meet
Is the company’s business stable? (Business Stability and Continuity) This concerns the question, “Can this company continue to pay a salary?” It is judged based on financial statements and other documents.
Is your salary appropriate? (Appropriateness of Compensation) Your salary must not be unreasonably low compared to that of a Japanese employee doing the same job.
Is the reason for hiring you clear? (Necessity of Employment) The company must be able to explain, “Why do we need to hire you instead of a Japanese national?”
What Do You Need? A Complete List of Documents by Case
The required documents are divided into those you prepare yourself and those your company prepares for you. A key feature is that the documents required from the company vary significantly depending on its size.
“The HR person at your company may not be familiar with visa procedures for foreign nationals. Things often go more smoothly if you provide them with a list of the necessary documents. Let’s go through it together.”
Documents to be Prepared by You (the Applicant)
Application for Change of Status of Residence
ID Photo (4cm x 3cm)
Passport and Residence Card (to be shown at the time of application)
Certificate of Graduation or Certificate of Expected Graduation
Academic Transcript
Resume (Curriculum Vitae)
Documents to be Prepared by the Company (Varies by Company Size)
Companies are classified into categories, from “Category 1” (large corporations) to “Category 4” (newly established companies, etc.). Most small and medium-sized enterprises (SMEs) fall into “Category 3.”
Required for all categories:
Application for Change of Status of Residence (pages for the organization)
Mainly required for Category 3 (most SMEs):
Copy of the company’s Hotei Chosho Gokeihyo (Total Statement of Statutory Records) from the previous year
Copy of the Employment Contract (or a written statement of working conditions)
Certificate of Registered Matters for the company
Company brochure or similar materials
Copy of the most recent financial statements
For Category 4 (newly established companies, etc.):
In addition to the above, a detailed “Business Plan” is almost always required to prove that the business is genuine and has future potential.
[Extremely Important] Statement of Reason for Employment This is not a mandatory document, but its submission is highly recommended. Especially if the connection between your major and job description is not immediately obvious, this document—which explains in the company’s own words why they need to hire you—can be a powerful tool to convince the immigration officer.
Preparing for the Unexpected: Common Reasons for Rejection and How to Respond
Even with thorough preparation, some applications are unfortunately rejected. By understanding the main reasons, you can take preventative measures.
Failure to explain the relevance between your major and job content. → Countermeasure: Prepare a persuasive “Statement of Reason for Employment.”
Past conduct issues, such as working too many hours at a part-time job. → Countermeasure: This cannot be fixed later. The most important thing is to follow the rules throughout your time as a student.
The company was deemed to be financially unstable. → Countermeasure: Especially for new companies, you must demonstrate future potential with a highly feasible business plan.
Inconsistencies or deficiencies in the submitted documents. → Countermeasure: It is effective to have someone double-check your documents before submission.
If your application is rejected, the first step is to go to the Immigration Bureau and ask directly for the reason. You cannot formulate a counter-plan without knowing the reason. It is possible to reapply after addressing the issues, but the screening will be stricter than the first time.
What If You Don’t Find a Job Before Graduation?
Even if you don’t receive a job offer before you graduate, you don’t have to return to your country immediately. If you can prove that you have been continuously job hunting while enrolled in school, you may be able to change your visa to a “Designated Activities” visa to continue your job search.
A “Letter of Recommendation” from your university is mandatory to get this visa. It is crucial to coordinate with your university’s career center and keep a solid record of your diligent job-seeking activities.
[Conclusion and Call to Action]
We have covered the detailed process of changing from a Student Visa to a Work Visa.
Finally, let’s review three key points for success:
Point ①: Early Preparation and a December Application To ensure you can start work in April, begin preparations as soon as you get a job offer, and complete your application within the year to avoid the busy season.
Point ②: Clearly Explain the Link Between Your “Education” and “Job” Logically demonstrating through your documents how your studies connect to your future career is the biggest key to a successful application.
Point ③: Abide by the Rules as a Student Your conduct in Japan up to this point—including adhering to part-time work hour limits and maintaining good attendance—is part of the screening process itself.
A visa application is a critical procedure that will shape your future. “What about my specific case?” “Are these documents really enough?” If you feel even the slightest bit of anxiety, please don’t try to handle it all alone.
Our office offers a free initial consultation. We will listen carefully to your situation and work with you to find the best possible solution. I will do everything in my power to support you so that you can start your new career in Japan with peace of mind.
Please feel free to contact us. We are sincerely rooting for you as you take this new step.
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