Required Documents for the Engineer / Specialist in Humanities / International Services Visa
For the Engineer / Specialist in Humanities / International Services Visa, employers are classified into four categories based on company size and other criteria. The required documents vary depending on the applicable category. The first step is to confirm which category your company falls under.
| Category 1 |
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| Category 2 | Organizations or individuals whose total amount of withholding tax on employment income shown in the statutory report summary for the previous year is ¥10 million or more |
| Category 3 | Organizations or individuals that submitted the statutory report summary for employees’ employment income for the previous year, excluding those in Category 2 |
| Category 4 | Organizations or individuals that do not fall under any of the categories above, including newly established companies |
Please note that an application for the Engineer / Specialist in Humanities / International Services Visa is not automatically approved simply by submitting a standard set of documents.
Even when applying for the same type of Work Visa, the effective and appropriate supporting documents will vary depending on the specific circumstances of each case.
Therefore, the list below provides only the minimum documents generally required when applying for the Engineer / Specialist in Humanities / International Services Visa.
Certificate of Eligibility (For Applicants Outside Japan)
Category 1
Common Documents
- Application for Certificate of Eligibility
- Return envelope (standard-size envelope with the recipient’s name and address clearly indicated, together with the required postage for registered mail)
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
Documents Related to the Company
Documents proving that the company falls under Category 1
<For Listed Companies>
A copy of the Japan Company Handbook (Shikiho) or other documentation proving that the company is listed on a Japanese stock exchange
<For Non-Listed Organizations>
A copy of the document issued by the competent government authority certifying approval of the organization’s establishment
Category 2
Common Documents
- Application for Certificate of Eligibility
- Return envelope (standard-size envelope with the recipient’s name and address clearly indicated, together with the required postage for registered mail)
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
Documents Related to the Company
- A copy of the statutory report summary for salary income withholding tax for the previous year (bearing the tax office receipt stamp)
Category 3
Common Documents
- Application for Certificate of Eligibility
- Return envelope (standard-size envelope with the recipient’s address clearly indicated and postage attached)
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Copy of passport
For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title - Curriculum Vitae (CV / Resume)
- Certificate of Graduation from a university or other educational institution
- Academic Transcript
- Certificates, licenses, or qualification documents related to the proposed activities in Japan
Documents Related to the Company
- Copy of the statutory report summary for salary income withholding tax for the previous year (bearing the tax office receipt stamp)
- Statement of Reasons for Application (Letter of Employment Justification)
- Documents explaining the applicant’s activities and position in Japan
<If employed as an employee>
Employment Agreement / Employment Contract
<If appointed as an executive of a Japanese corporation>
Copy of the Articles of Incorporation specifying executive compensation, or a copy of the shareholders’ meeting minutes approving executive compensation
<If transferred to the Japanese branch of a foreign corporation or appointed as an executive of a non-corporate organization>
Documentation issued by the organization specifying the position, duties, period of employment, and remuneration
- Copy of the Articles of Incorporation
- Certificate of Registered Matters (Company Registry Certificate)
- Company Profile or Company Brochure
- Copy of the most recent financial statements
Category 4
Common Documents
- Application for Certificate of Eligibility
- Return envelope (standard-size envelope with the recipient’s address clearly indicated and the required postage attached)
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Copy of Passport
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
- Curriculum Vitae (CV / Resume)
- Certificate of Graduation from a university or other educational institution
- Academic Transcript
- Certificates, licenses, or qualification documents related to the proposed activities in Japan
Documents Related to the Company
- Documents explaining why the statutory report summary for salary income withholding tax for the previous year cannot be submitted
<For organizations exempt from withholding tax obligations>
Certificate of exemption from withholding tax for foreign corporations
<For organizations not exempt from withholding tax obligations>
Copy of the Notification of Establishment of a Payroll Office
Copy of the Income Tax Collection Statement for salary and retirement income for the most recent three months (bearing the tax office receipt stamp), or
Copy of the Application for Approval of the Special Payment Schedule for Withholding Income Tax (bearing the tax office receipt stamp)
- Statement of Reasons for Employment (Employment Justification Letter)
- Documents explaining the applicant’s activities and position in Japan
<If employed as an employee>
Employment Agreement / Employment Contract
<If appointed as an executive of a Japanese corporation>
Copy of the Articles of Incorporation specifying executive compensation, or a copy of the shareholders’ meeting minutes approving executive compensation
<If transferred to the Japanese branch of a foreign corporation or appointed as an executive of a non-corporate organization>
Documentation issued by the organization specifying the position, duties, period of employment, and remuneration
- Copy of the Articles of Incorporation
- Certificate of Registered Matters (Company Registry Certificate)
- Company Profile or Company Brochure
- Copy of the most recent financial statements
(Business Plan for newly established companies)
- Photographs of the office or business premises
(Exterior, signboard, entrance, and interior)
- Copy of the office or business premises lease agreement
(If owned, a Certificate of Registered Matters)
Change of Status of Residence
Category 1
Common Documents
- Application for Change of Status of Residence
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original passport (for presentation)
- Original Residence Card (for presentation)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
Documents Related to the Company
Documents proving that the company falls under Category 1
<For Listed Companies>
A copy of the Japan Company Handbook (Shikiho) or other documentation proving that the company is listed on a Japanese stock exchange
<For Non-Listed Organizations>
A copy of the document issued by the competent government authority certifying approval of the organization’s establishment
Category 2
Common Documents
- Application for Change of Status of Residence
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original passport (for presentation)
- Original Residence Card (for presentation)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
Documents Related to the Company
Copy of the statutory report summary for salary income withholding tax for the previous year (bearing the tax office receipt stamp)
Category 3
Common Documents
- Application for Change of Status of Residence
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original passport (for presentation)
- Original Residence Card (for presentation)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
- Curriculum Vitae (CV / Resume)
- Certificate of Graduation from a university or other educational institution
- Academic Transcript
- Certificates, licenses, or qualification documents related to the proposed activities in Japan
Documents Related to the Company
- Copy of the statutory report summary for salary income withholding tax for the previous year
(bearing the tax office receipt stamp) - Statement of Reasons for Application (Employment Justification Letter)
- Documents explaining the applicant’s activities and position in Japan
<If employed as an employee>
Employment Agreement / Employment Contract
<If appointed as an executive of a Japanese corporation>
Copy of the Articles of Incorporation specifying executive compensation, or a copy of the shareholders’ meeting minutes approving executive compensation
<If transferred to the Japanese branch of a foreign corporation or appointed as an executive of a non-corporate organization>
Documentation issued by the organization specifying the position, duties, period of employment, and remuneration
- Copy of the Articles of Incorporation
- Certificate of Registered Matters (Company Registry Certificate)
- Company Profile or Company Brochure
- Copy of the most recent financial statements
Category 4
Common Documents
- Application for Change of Status of Residence
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original passport (for presentation)
- Original Residence Card (for presentation)
- For applicants who graduated from a vocational school and were awarded the title of Specialist or Advanced Specialist, a document certifying the award of such title
- Curriculum Vitae (CV / Resume)
- Certificate of Graduation from a university or other educational institution
- Academic Transcript
- Certificates, licenses, or qualification documents related to the proposed activities in Japan
Documents Related to the Company
- Documents explaining why the statutory report summary for salary income withholding tax for the previous year cannot be submitted
<For organizations exempt from withholding tax obligations>
Certificate of exemption from withholding tax for foreign corporations
<For organizations not exempt from withholding tax obligations>
Copy of the Notification of Establishment of a Payroll Office
Copy of the Income Tax Collection Statement for salary and retirement income for the most recent three months (bearing the tax office receipt stamp), or a copy of the Application for Approval of the Special Payment Schedule for Withholding Income Tax (bearing the tax office receipt stamp)
- Statement of Reasons for Employment (Employment Justification Letter)
- Documents explaining the applicant’s activities and position in Japan
<If employed as an employee>
Employment Agreement / Employment Contract
<If appointed as an executive of a Japanese corporation>
Copy of the Articles of Incorporation specifying executive compensation, or a copy of the shareholders’ meeting minutes approving executive compensation
<If transferred to the Japanese branch of a foreign corporation or appointed as an executive of a non-corporate organization>
Documentation issued by the organization specifying the position, duties, period of employment, and remuneration
- Copy of the Articles of Incorporation
- Certificate of Registered Matters (Company Registry Certificate)
- Company Profile or Company Brochure
- Copy of the most recent financial statements
(Business Plan for newly established companies)
- Photographs of the office or business premises
(Exterior, signboard, entrance, and interior)
- Copy of the lease agreement for the office or business premises
(If owned, a Certificate of Registered Matters)
Extension of Period of Stay
* If your employer has changed, the required documents are the same as those for a Change of Status of Residence application.
Category 1
Common Documents
- Application for Extension of Period of Stay
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original Passport (for presentation)
- Original Residence Card (for presentation)
Documents Related to the Company
Documents proving that the company falls under Category 1
<For Listed Companies>
A copy of the company listing information in the Japan Company Handbook (Shikiho), or a document certifying that the company is listed on a Japanese stock exchange
<For Non-Listed Companies>
A copy of a document certifying that the organization has received authorization for establishment from the competent government authority
Category 2
Common Documents
- Application for Extension of Period of Stay
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original Passport (for presentation)
- Original Residence Card (for presentation)
Documents Related to the Company
A copy of the statutory report summary for salary income withholding tax for the previous year (bearing the tax office receipt stamp)
Category 3
Common Documents
- Application for Extension of Period of Stay
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original Passport (for presentation)
- Original Residence Card (for presentation)
- Certificate of Residence Tax Payment (showing total annual income and tax payment status)
Documents Related to the Company
A copy of the statutory report summary for salary income withholding tax for the applicable year (bearing the tax office receipt stamp)
Category 4
Common Documents
- Application for Extension of Period of Stay
Documents Related to the Applicant (Foreign National)
- Photograph (4 cm × 3 cm)
- Original Passport (for presentation)
- Original Residence Card (for presentation)
- Certificate of Residence Tax Payment (showing total annual income and tax payment status)
Documents Related to the Company
Documents explaining why the statutory report summary for salary income withholding tax for the previous year cannot be submitted
<For organizations exempt from withholding tax obligations>
Certificate of exemption from withholding tax for foreign corporations
<For organizations not exempt from withholding tax obligations>
Copy of the Notification of Establishment of a Payroll Office
Copy of the Income Tax Collection Statement for salary and retirement income for the most recent three months (bearing the tax office receipt stamp), or a copy of the Application for Approval of the Special Payment Schedule for Withholding Income Tax (bearing the tax office receipt stamp)
