Notification is required when you employ a foreign national; the deadline differs depending on employment insurance coverageIf you hire a foreign person, you must tell Hello Work
When hiring or separating a foreign worker, every employer is obliged to notify Hello Work (the public employment security office). Special permanent residents and people with the status of residence “Diplomat” or “Official” are excluded. The form and deadline differ depending on whether the person is an employment insurance insured person, and failing to notify is punishable by a fine of up to JPY 300,000.
Key points
- Covers every employer that hires or separates a foreign worker (excluding special permanent residents and people with the status of residence “Diplomat” or “Official”).
- For employment insurance insured persons, write it in the remarks column of the acquisition or loss notification. The deadline is by the 10th of the following month for hiring, and within 10 days from the next day for separation.
- For people who are not insured persons, use the Notification of Employment Status of Foreign Nationals (Form No. 3); the deadline is the last day of the following month for both hiring and separation.
- The items to notify include name, status of residence, period of stay, date of birth, sex and nationality. They are checked with the residence card or similar.
- Notification over the internet is also possible. Failing to notify is punishable by a fine of up to JPY 300,000.
What to do in practice
- When hiring, check and record the status of residence and period of stay using the residence card, etc.
- Notify using the form and deadline that match whether the person is covered by employment insurance.
When a company hires a foreign person, or when that person leaves, the company must tell Hello Work. It writes things like the person’s name and the kind of status that lets them work in Japan. If it does not tell, it may be fined.
- 1. CheckLook at the status and period on the residence card
- 2. Fill inWrite name, nationality, period of stay, etc.
- 3. NotifyTo Hello Work (online is also OK)
- 4. Meet the deadlineBy the 10th of the next month, or by the last day of the next month
Points
- Tell them both when you hire and when the person leaves
- Check the status that allows work and its deadline on the residence card
- If you do not tell them, you may be fined up to JPY 300,000
What the words mean
- Residence card
- A card that shows the status and the period for which a foreign national may stay in Japan
- Hello Work
- A government office that handles job and employment procedures
- Ministry of Health, Labour and Welfare (MHLW): MHLW, Saitama Labour Bureau: Employ foreign nationals properly, following the rules!
This article summarizes and explains materials published by government agencies and is not advice on any individual case. Rules can change, so for actual procedures and decisions always check the latest original materials and consult professionals such as tax accountants or labor and social security attorneys. English, Simplified Chinese and Traditional Chinese versions are translations prepared from the Japanese articles for convenience. If anything differs, the Japanese text and the original source take precedence.