How to Apply for the ‘Tech/Humanities/International’ Visa (GIJINKOKU): Process and Required Documents

Many foreign nationals employed by companies in Japan hold the “Engineer/Specialist in Humanities/International Services” visa (GIJINKOKU Visa). Among all work visas in Japan, this type is the most commonly issued.

To assist HR professionals at companies hiring foreign workers, this guide will provide a clear and comprehensive explanation of the application process for the Tech/Humanities/International Visa.

How to Apply for the Tech/Humanities/International Visa

Once it is decided to hire a foreign worker, you need to start gathering the necessary documents for the application. Some documents must be prepared by the company, while others need to be provided by the foreign applicant. Additionally, the application process differs depending on whether the foreign worker is already residing in Japan or is being invited from overseas to work in Japan.

When a Foreign National in Japan Applies for the Tech/Humanities/International Visa

If the foreign national is already residing in Japan, they likely hold an existing status of residence, such as a student visa. In this case, they must apply for a Change of Status of Residence to switch from their current visa to the Engineer/Specialist in Humanities/International Services Visa (Tech/Humanities/International Visa).

When Bringing a Foreign National from Overseas to Japan

If the foreign national resides overseas and is being invited to Japan for employment, the company must complete the Certificate of Eligibility (COE) application process.

Who Can Apply for the Tech/Humanities/International Visa? Application Requirements and Submission Locations

The application for the Tech/Humanities/International Visa can be submitted by the following individuals:

• The foreign applicant themselves
• A representative from the hiring company
• A certified administrative scrivener or lawyer who has registered as an authorized representative

The application must be submitted to the local Immigration Bureau that has jurisdiction over either the applicant’s intended place of residence or the hiring organization’s location. Applications cannot be submitted by mail. Applicants must either visit the bureau in person or, if the foreign applicant possesses a My Number Card, they can apply online.

How Long Does It Take to Obtain the Status of Residence?

In some cases, the Certificate of Eligibility can be issued in as little as one month. However, the timeframe varies significantly depending on the completeness of the submitted documents and the workload of the Immigration Services Agency. In some instances, it has taken up to six months for the certificate to be issued.

The Immigration Services Agency’s official website publishes the average processing times for residence applications. According to the data for January to March of 2024, the average time for issuing a Certificate of Eligibility for the Tech/Humanities/International Visa was 58 days. Similarly, a change of status to the Tech/Humanities/International Visa took an average of 55 days.

It is generally recommended to start gathering documents 4–5 months before the intended employment start date and aim to complete the application process at least three months before the start date.

Screening Criteria for the Engineer/Specialist in Humanities/International Services (Tech/Humanities/International) Visa

Screening criteria are established for obtaining the Tech/Humanities/International Visa.

Screening Criteria for Foreign Workers

The screening criteria for foreign nationals working in Japan are as follows. Since the Tech/Humanities/International Visa has educational requirements, applicants must provide proof of graduation, such as a certificate verifying the completion of a bachelor’s degree. Additionally, the authenticity of the submitted graduation certificate will also be reviewed during the screening process.

• Educational Background: The applicant must possess a relevant degree, such as a bachelor’s degree, associate degree, specialist degree, or advanced specialist degree.
• Work Experience:
• If the applicant does not hold a degree, they must have at least 10 years of professional experience in a relevant field.
• For international services roles, at least 3 years of work experience is required. Supporting documents to verify this experience must be provided.
• Professional Background: The applicant must have sufficient experience to perform the duties related to the Tech/Humanities/International Visa.
• Personal Conduct:
• The applicant must have no criminal record, either in their home country or in Japan.
• For those who previously studied in Japan, they must not have engaged in unauthorized activities, such as exceeding permitted working hours during part-time employment.

Screening Criteria for the Hiring Company

There are also screening criteria for companies hiring foreign nationals. Among these, it is particularly important to clearly define the job duties in writing. It is recommended to include detailed documents, such as a job description, when submitting materials to the Immigration Bureau.

• Company Size: The scale of the company may be considered during the screening process.
• Company Stability: The company must demonstrate employment stability and continuity, ensuring it can sustain the employment of the foreign worker.
• Relevance and Necessity of Job Duties: The job role must be relevant and necessary, and its specialized nature should match the qualifications and expertise of the foreign national.
• Track Record of Hiring Foreign Nationals: The company’s past experience and success in employing foreign workers may be reviewed.
• Compliance with Immigration Laws: The company must have no history of violating immigration laws or regulations.

The screening to determine whether the criteria are met is conducted by immigration officers. Therefore, it is essential to provide documents at the time of application that prove compliance with these criteria and sufficiently demonstrate to the immigration officer that there are no issues.

For a detailed explanation of the Tech/Humanities/International Visa, including an overview and the types of corresponding professions, please refer to the article linked below. Feel free to check it out if you are interested.

Documents Required for Applying for the Tech/Humanities/International Visa

The documents required for the application vary depending on the size of the hiring company. Companies are classified into four categories, from Category 1 to Category 4, and the required documents differ based on the category to which the hiring company belongs.

Category 1 includes companies deemed to have a large scale, such as publicly listed companies in the Japanese market. As the category number increases (Categories 2, 3, and 4), companies are considered smaller in scale, and the number of documents required for the application correspondingly increases.

Classification	Overview
Category 1	Companies listed on Japanese stock exchanges Mutual companies engaged in the insurance business National or local governments of Japan or foreign countries Independent administrative agencies Special corporations or authorized corporations Public interest corporations established by Japan’s national or local governments Public corporations listed in Table 1 of the Corporate Tax Act
Category 2	Organizations or individuals whose total withholding tax amount on the withholding tax summary for employment income, as included in the statutory report summary for the previous year, exceeds 10 million yen.
Category 3	Organizations or individuals that submitted the statutory report summary, including the withholding tax statements for employees’ employment income from the previous year (excluding those in Category 2).
Category 4	Organizations or individuals that do not fall under any of Categories 1 to 3.

Required Documents for Companies in Category 1

1. Application for Certificate of Eligibility
2. Photograph (4cm x 3cm) – A passport-style photo taken within the last six months.
3. Self-addressed stamped envelope – An envelope with your address and sufficient postage affixed.
4. Publicly Listed Companies: A copy of the company’s profile in the Shikiho (Quarterly Report) or a document proving that the company is listed on a Japanese stock exchange.
5. Special Corporations: A copy of a document proving that the establishment was approved by the competent authority.
6. Graduates of Vocational Schools: A certificate proving the qualification of Senmonshi (Specialist) or Ko-do Senmonshi (Advanced Specialist).
7. Dispatch Work Based on a Contract: A copy of the employment contract or a notification of labor conditions.

Required Documents for Companies in Category 2

1. Application for Certificate of Eligibility
2. Photograph (4cm x 3cm) – A passport-style photo taken within the last six months.
3. Self-addressed stamped envelope – An envelope with your address and sufficient postage affixed.
4. Statutory Report Summary – A copy of the total statutory report for the previous year, such as the withholding tax summary for employees’ employment income, with a reception stamp.
5. Proof of Online Application System Usage Approval – A document proving that the company has received approval for using the online residence application system (e.g., notification email confirming approval).
6. Graduates of Vocational Schools: A certificate proving the qualification of Senmonshi (Specialist) or Ko-do Senmonshi (Advanced Specialist).
7. Dispatch Work Based on a Contract: A copy of the employment contract or a notification of labor conditions.

Required Documents for Companies in Category 3

1. Application for Certificate of Eligibility
2. Photograph (4cm x 3cm) – A passport-style photo taken within the last six months.
3. Self-addressed stamped envelope – An envelope with your address and sufficient postage affixed.
4. Statutory Report Summary – A copy of the total statutory report for the previous year, such as the withholding tax summary for employees’ employment income, with a reception stamp.
5. Graduates of Vocational Schools: A certificate proving the qualification of Senmonshi (Specialist) or Ko-do Senmonshi (Advanced Specialist).
6. Dispatch Work Based on a Contract: A copy of the employment contract or a notification of labor conditions.
7. Employment Contract: Documents clarifying the details of the activities to be undertaken.
8. Resume: A detailed curriculum vitae of the foreign applicant.
9. Graduation Certificate: For DOEACC qualification holders, a certificate for Level A, B, or C.
10. Technical Qualifications: Certificates or proof of passing exams related to information processing technology for “Engineering” activities.
11. Proof of Professional Experience: Documents verifying work experience for “International Services” activities.
12. Certificate of Registered Matters: A document proving the company’s registration.
13. Company Brochure: Materials detailing the company’s business activities.
14. Financial Statements: A copy of the most recent fiscal year’s financial documents (or a business plan for newly established companies).

Required Documents for Companies in Category 4

1. Application for Certificate of Eligibility
2. Photograph (4cm x 3cm) – A passport-style photo taken within the last six months.
3. Self-addressed stamped envelope – An envelope with your address and sufficient postage affixed.
4. Statutory Report Summary – A copy of the total statutory report for the previous year, such as the withholding tax summary for employees’ employment income, with a reception stamp.
5. Graduates of Vocational Schools: A certificate proving the qualification of Senmonshi (Specialist) or Ko-do Senmonshi (Advanced Specialist).
6. Dispatch Work Based on a Contract: A copy of the employment contract or a notification of labor conditions.
7. Employment Contract and Supporting Documents: Materials clarifying the details of the activities to be undertaken.
8. Resume: A detailed curriculum vitae of the foreign applicant.
9. Graduation Certificate: For DOEACC qualification holders, a certificate for Level A, B, or C.
10. Technical Qualifications: Certificates or proof of passing exams related to information processing technology for “Engineering” activities.
11. Proof of Professional Experience: Documents verifying work experience for “International Services” activities.
12. Certificate of Registered Matters: A document proving the company’s registration.
13. Company Brochure: Materials detailing the company’s business activities.
14. Financial Statements: A copy of the most recent fiscal year’s financial documents (or a business plan for newly established companies).
15. Certificate of Withholding Tax Exemption
16. For New Businesses: A copy of the notice of establishment of a salary payment office.

The application for the Tech/Humanities/International Visa can be submitted online.

While it is common to visit the Immigration Bureau to submit an application, online applications are also possible. Those who can apply online include the foreign national themselves, staff of the affiliated organization, certified administrative scriveners with proxy qualifications, and lawyers.

When a foreign national applies online, a My Number Card is required. Therefore, overseas residents who do not have a My Number Card must ask the receiving company or a certified administrative scrivener to apply on their behalf. Additionally, online applications cannot be submitted via smartphone, so a computer and an IC card reader capable of reading the My Number Card are also necessary.

For those already residing in Japan and holding a My Number Card, online applications can be made using a computer and an IC card reader.

The Immigration Bureau is often crowded, and in-person procedures frequently involve long waiting times. The online application system, which allows submissions at any time without visiting the bureau, is a convenient option.

The Process After the Completion of Residence Status Screening

If the application was submitted at a service counter, the result notification will be sent via postcard or letter. For online applications, a notification of the screening’s completion will be sent via email.

Process When Applying for a Certificate of Eligibility (COE)

If you apply for a Certificate of Eligibility (COE) and receive approval, the certificate will be sent to you in the self-addressed stamped envelope you submitted with your application.

For those who applied online, if you selected “Pick up at the counter” during the application, you will need to visit the Immigration Bureau to collect the COE. If you selected “Receive by email,” the COE will be sent to you via email.

Once you have obtained the COE, present it at the Japanese Embassy or Consulate in your home country to receive a visa for entry into Japan. If you received the COE by email, present the email to the Japanese Embassy or Consulate.

Issuance of Residence Card for Those Who Applied for a Certificate of Eligibility (COE)

When entering Japan with a new landing permission at the following airports, a residence card will be issued immediately upon arrival at the airport.

• Narita Airport
• Haneda Airport
• Chubu Airport
• Kansai Airport
• New Chitose Airport
• Hiroshima Airport
• Fukuoka Airport

If you enter Japan through an airport other than those listed above, the residence card will be sent to your registered address by mail approximately 1–2 weeks after submitting a “Notification of Moving-In” (Tennyu Todoke) to the municipality where you reside.

Even if you receive your residence card at the airport, it is still necessary to submit a “Notification of Moving-In” to the local municipality. Be sure to complete this procedure at your municipal office.

Process for Applying for a Change of Status of Residence

If you apply for a change of status of residence, such as switching from a student visa to a Tech/Humanities/International visa, you will receive a notification of the completion of the screening (via postcard or email). After receiving the notification, you must visit the Immigration Bureau to collect your new residence card.

What to Do If the Tech/Humanities/International Visa Application Is Denied

If you receive a notification of denial or non-issuance, you may consider reapplying. Before reapplying, it is important to investigate why the previous application was not approved.

You can visit the Immigration Bureau to inquire about the reasons for the denial. During this visit, ensure you confirm the following details: why the application was not approved, whether there were any deficiencies in the submitted documents, and if correcting these deficiencies could improve the chances of approval.

First, identify the reasons for the denial, prepare the necessary documents to address those issues, and then proceed with a reapplication.

Our office offers services to accompany you to the Immigration Bureau to inquire about the reasons for denial. We also assist with document preparation and proxy applications for reapplication. If you have any concerns, feel free to consult us.