Required Documents for the Engineer / Specialist in Humanities / International Services Visa [Licensed Immigration Specialist]
A licensed immigration specialist organizes the required documents for the Engineer / Specialist in Humanities / International Services (Gijinkoku) visa — covering personal documents, company documents, and job description documents, organized by company category. Includes the April 2026 regulatory changes (language proficiency proof and representative declaration).
The Engineer / Specialist in Humanities / International Services (Gijinkoku) visa is the status of residence most commonly obtained by foreign nationals working in Japan. Required documents are built on three pillars: the applicant's personal documents, the company's documents, and documents describing job duties. The volume of documents required varies significantly depending on the hiring company's category. This article organizes the requirements based on official information from the Immigration Services Agency of Japan.
What Is the Gijinkoku Visa?
The status of residence "Engineer / Specialist in Humanities / International Services" is intended for foreign nationals engaged in work requiring expertise in the natural sciences (such as mechanical engineering, electrical engineering, or IT), or in the humanities (such as law, economics, or social sciences), or in activities requiring sensibilities rooted in foreign culture.
The period of stay granted is one of the following: 5 years, 3 years, 1 year, or 3 months.
Examples of eligible job duties include mechanical, electrical, and IT engineers; interpreters and translators; designers; marketing professionals; sales staff; and general affairs and accounting roles.
Required Documents Vary by Company Category
In a Gijinkoku visa application, the volume of required documents varies significantly depending on the category of the hiring company.
| Category | Company Type | Volume of Documents |
|---|---|---|
| Category 1 | Listed companies, national/local government, incorporated administrative agencies, etc. | Minimum (essentially personal documents only) |
| Category 2 | Companies with withheld tax payments of 10 million yen or more in the previous year, etc. | Less |
| Category 3 | General companies that have filed a statutory report summary | Moderate |
| Category 4 | Companies not falling under Categories 1–3 (newly established companies, etc.) | Most |
The Three Pillars of the Review
Regardless of company category, a Gijinkoku visa application is reviewed from these three perspectives:
- Whether the applicant's academic background and career history are relevant to the job duties
- Whether the hiring company genuinely exists and operates stably
- Whether the job duties fall within the permitted scope of the Gijinkoku visa
Main Personal Documents Required (Applicant)
For Categories 3 and 4, the main personal documents typically required are:
- Application form (Certificate of Eligibility, or application to change or renew status of residence)
- Passport-style photo (4cm × 3cm, taken within the past 3 months, no hat, plain background)
- Resume / CV (clearly listing employer, job duties, and dates)
- Academic credentials: university graduation certificate, or — for vocational school graduates — a certificate confirming the award of a Specialist (Senmonshi) or Advanced Specialist (Kodo Senmonshi) designation
- Work history documentation: certificate of employment or similar documents proving the duration of relevant work experience
- For IT engineers: certificate of a national qualification related to information processing technology (if holding a qualification listed under the IT notification, the educational background requirement is waived)
- For International Services roles (interpretation, design, etc.) without a university degree: documentation proving 3 or more years of relevant practical experience
Main Company Documents Required (Hiring Organization)
Main company-side documents for Categories 3 and 4:
- Copy of the statutory report summary (Categories 3 and 4)
- Certificate of registered matters (touki jiko shomeisho)
- Company profile / brochure (describing history, executives, organizational structure, business activities, major clients, and business track record)
- Copy of the most recent financial statements (or a business plan for newly established companies)
- Declaration concerning the representative of the affiliated organization (required for applications filed from April 15, 2026 onward)
For Category 4 (newly established companies, small-scale businesses, etc.), additional documents may also be required, such as a copy of the payroll establishment notification and the most recent 3 months' income tax withholding calculation sheets.
Main Documents Describing Job Duties
One of the following is required to describe the job duties to be performed:
- Notice of labor conditions (employment contract): issued to the employee in accordance with the Labor Standards Act
- Copy of the articles of incorporation specifying executive compensation, or minutes of a shareholders' meeting (for those taking a directorship role)
- Document from the affiliated organization clearly stating position, duties, period, and compensation (for Japan branches of foreign corporations, etc.)
Important Regulatory Changes From April 2026
For applications filed from April 15, 2026 onward, applicants working at Category 3 or 4 companies are now required to submit the following additional documents:
- Declaration concerning the representative of the affiliated organization
- For those primarily engaged in person-facing duties using language skills: documentation proving language proficiency equivalent to CEFR B2
This language proficiency requirement applies when the primary duties involve person-facing work using language skills — such as translation, interpretation, hotel front desk work, or customer service.
Documents Required for Renewal of an Existing Status
For applicants already in Japan on a Gijinkoku visa who are applying for renewal, the following additional documents are required for Categories 3 and 4:
- Municipal tax assessment certificate (or non-taxable certificate) and tax payment certificate (most recent 1 year)
For first-time renewal after a job change, the labor conditions notice from the new employer, certificate of registered matters, company profile, and financial statements will also be required.
Frequently Asked Questions
Q. I graduated from a vocational school. Can I still obtain a Gijinkoku visa?
A. If you completed the specialized course at a vocational school and were awarded the Specialist (Senmonshi) or Advanced Specialist (Kodo Senmonshi) designation, the educational background requirement is met. However, the relevance between your field of study and the job duties you will perform is still reviewed. The key is whether you can explain how the subjects in your program relate to the work at your prospective employer.
Q. I graduated from a liberal arts program but have been hired as an IT engineer. Can I still get the visa?
A. For IT engineers, holding a national qualification related to information processing technology as designated by the Minister of Justice (a qualification listed under the IT notification) waives the educational background requirement entirely. If you do not hold such a qualification, you will need to explain the relevance between your academic background and your job duties. Even for liberal arts graduates, if you took information processing-related courses, attaching the relevant course syllabus and academic transcript can be effective.
Q. I am joining a newly established company. I've heard the required documents are extensive?
A. Category 4 (newly established companies, etc.) requires the most documentation to prove the company's stability and actual existence. This may include a business plan in place of financial statements, as well as the payroll establishment notification and the most recent 3 months' income tax withholding calculation sheets. Applications for newly established companies tend to be reviewed more carefully, so thorough document preparation is essential.
Q. I am applying to change status from student to Gijinkoku. Are the required documents different?
A. The basic document structure is the same, but for a change of status application, your passport and residence card must be presented. Additionally, if you are a university graduate (or about to graduate) or a graduate of a highly regarded overseas university changing from student status, you may be treated as Category 2, potentially simplifying the required documents.
Summary
The most important aspect of preparing documents for a Gijinkoku visa is being able to prove each of the three pillars of the review: the applicant's academic background and career history, the company's stability, and the suitability of the job duties. While the volume of documents required varies by category, clearly demonstrating the connection between job duties and academic background or field of study is the core of the review regardless of category.
Since 2025, a language proficiency requirement has also been added. We recommend confirming which category applies to your situation before applying and preparing all required documents without omission. If you have any concerns about preparation, please consult a licensed immigration specialist.
This article is based on the Immigration Services Agency of Japan's official page for the status of residence "Engineer / Specialist in Humanities / International Services" (updated April 15, 2026). Document requirements are subject to revision. Always verify the latest information on the Immigration Services Agency's official website.
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