Why a Job Description Document Matters for the Gijinkoku Visa [Licensed Immigration Specialist]
The most common reason for rejection of an Engineer / Specialist in Humanities / International Services (Gijinkoku) visa is being classified as "simple labor." A licensed immigration specialist explains what to write in a job description document to pass the review, how to show the connection to academic background and field of study, and what rejection cases look like.
The most common cause of rejection in Engineer / Specialist in Humanities / International Services (Gijinkoku) visa reviews is an insufficient explanation of the job duties. A job description document is not an officially mandatory submission, but in practice it is indispensable for obtaining approval. This article explains what to write and how to write it so that immigration examiners will understand.
Why a Job Description Document Is Necessary
The Gijinkoku visa is a status of residence for engaging in work that requires specialized knowledge or technical skills. There are two things immigration examiners always verify:
- Whether the work involves professional expertise rather than simple labor
- Whether the applicant's academic background, field of study, or career history is relevant to that work
Employment contracts and notices of labor conditions typically describe the job duties in just one line. A single line is not enough for an examiner to determine "what kind of specialized knowledge does this job actually require?" This is why attaching a job description document (also called a business description document or letter of explanation) to explain the professional nature of the work and its connection to the applicant's academic background is so important.
Typical Situations That Are Classified as Simple Labor
Based on rejection cases published by the Immigration Services Agency, here are patterns that tend to be classified as simple labor:
Rejection Case ①: No Connection Between Academic Study and Job Duties
A graduate of a vocational school (voice acting program) who was awarded the Specialist designation applied to work at a hotel with many foreign guests as a lobby staff member performing translation and interpretation duties — but was rejected because no connection between the course content and the job duties was recognized.
Rejection Case ②: Job Duties Constitute Simple Labor
A graduate of an education faculty applied to work as a field worker at a company that manufactures and sells boxed lunches, with duties involving packing lunches on an assembly line — but was rejected because the job duties were determined to constitute simple labor.
What Examiners Look For
Here are the specific points that examiners check when reading a job description document:
Whether the Work Requires Expertise
Examiners verify whether the work requires "specialized knowledge, technical skills, or professional judgment." The description needs to convey that the role involves professional thinking and decision-making — such as "managing, coordinating, analyzing, planning, designing, interpreting, or translating [something specific]."
Phrases like "handles customer service" or "performs tasks" are likely to be classified as simple labor. Writing specifically about what specialized knowledge is applied and what is being judged or executed is critical.
Connection to Academic Background and Field of Study
It must be demonstrated that what the applicant studied at university or vocational school closely relates to the job duties to be performed.
For example, "graduated from a computer science program and will work in system development" has a clear connection. On the other hand, "graduated from an economics program and will work in IT system development" may appear weakly connected at first glance — but it can be connected through perspectives such as economic system modeling or data analysis.
Compensation Equivalent to or Higher Than a Japanese National
The ministerial ordinance on visa eligibility standards requires that compensation be at least equivalent to what a Japanese national would receive for the same type of work. If compensation is conspicuously low, it may raise questions about the professional nature of the work.
How to Write a Job Description Document
What to Include
An effective job description document should include the following elements:
- Overview of the company and department, and what the business does
- Specific description of the duties the applicant will handle (what they will do)
- Specialized knowledge and technical skills required for those duties (why expertise is necessary)
- How the applicant's academic background, field of study, and career history relate to the duties (why this person is the right fit)
- The applicant's role within the work and the scope of their professional judgment
Writing Tips
Describing duties specifically using a verb + object structure is important:
- "Does sales" → "Uses Chinese language skills to handle trade negotiations, contract execution, and after-sales support with Chinese companies"
- "Builds systems" → "Works as a systems engineer, interviewing clients about business requirements and handling the full cycle from requirements definition and design through implementation and testing"
Specific descriptions make it much easier for examiners to visualize the professional nature of the work.
What to Do When the Connection Appears Weak
Even when the connection between a field of study and the job duties seems weak at first glance, the following approaches can help achieve approval:
- Attach university course syllabi and academic transcripts to highlight relevant subjects
- If previous work experience is relevant to the job duties, strengthen the certificate of employment and career history
- Attach a letter of reasons for hiring from the company (explaining why this specific person was chosen)
- For International Services roles, explain specifically how the applicant's native language proficiency and cultural background will be utilized on the job
Frequently Asked Questions
Q. How long should a job description document be?
A. There is no fixed length, but 1 to 3 A4 pages is the practical benchmark. What matters is not length, but whether the professional nature of the work and its connection to the applicant's academic background are clearly communicated. Aim for logically organized content rather than lengthy explanations.
Q. My job duties have changed while working at the same company. Is a job description document needed at renewal?
A. If job duties have changed, it is recommended to attach a document that explains the professional nature of and relevance to the new duties. Especially if duties have changed significantly due to a promotion or transfer, a careful explanation is needed to avoid the work being misunderstood as simple labor.
Q. Immigration has requested "additional materials regarding job duties." What should I submit?
A. The first step is to accurately understand what is being requested. If the assessment is that the explanation of professional expertise is insufficient, you need to prepare supplementary materials explaining the specific job duties, the scope of professional judgment, and how specialized knowledge is applied — in greater detail. If you are uncertain how to respond, consulting a licensed immigration specialist is recommended.
Q. The job duties are already stated in the employment contract. Is a separate description document still needed?
A. The job duties section in an employment contract is typically only a few lines — almost always insufficient for explaining professional expertise in detail. For Categories 3 and 4 companies, attaching a separate job description document in addition to the employment contract is the standard practice.
Summary
A job description document is critical in Gijinkoku visa reviews because it is the only means of logically communicating to the examiner that the work is professional rather than simple labor, and that the applicant's academic background and field of study are relevant to those duties.
Explaining the professional nature of the work specifically and clearly is the fastest path to approval. If you are unsure how to write one, or if the connection between your academic background and job duties is not immediately clear, please consult a licensed immigration specialist.
This article is based on the Immigration Services Agency of Japan's publication "On the Clarification of the Status of Residence 'Engineer / Specialist in Humanities / International Services'" and practical experience. Review standards vary depending on individual circumstances. Always verify the latest information on the Immigration Services Agency's official website.
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