How to Hire an International Student as a Full-Time Employee [Licensed Immigration Specialist]

Hiring a foreign national international student as a full-time employee requires changing their status of residence from "Student" to a work visa. Since employment cannot begin until approval is granted, managing the timeline by counting back from the intended start date is essential. This article organizes the key procedures and considerations that HR managers need to know.

Required Procedures When Hiring International Students

International students enrolled at universities and vocational schools in Japan reside under the "Student" status of residence. This status does not permit employment as a full-time worker, so after graduation the student must change their status to one that allows employment.

Main Status of Residence Options When Hiring International Students

There are three primary visa statuses used when international students transition to employment.

① Engineer / Specialist in Humanities / International Services (Gijinkoku)

The most widely used work visa. It broadly covers roles requiring specialized knowledge, such as IT engineering, sales, marketing, interpretation, and accounting. The relevance between the student's academic program and the job duties is subject to review.

② Specified Activities Visa — Category 46 (Graduates of Japanese Universities)

This status applies to foreign nationals who have graduated from a Japanese university or graduate school and hold Japanese language proficiency equivalent to JLPT N1 (or BJT 480 points or above). It allows the holder to take on roles that include a certain proportion of customer service or on-site duties — work that would not be permitted under the Gijinkoku visa.

③ Specified Skilled Worker (Limited to Designated Fields)

This status is restricted to 12 specific sectors such as food and beverage manufacturing, construction, and nursing care. It does not automatically apply to any international student hire — it requires confirmation that the company's field is a designated sector and that the student has passed the relevant skills test.

Process Overview (For Students Graduating From a Japanese University or Vocational School)

The standard process for hiring a student (graduating from a domestic university or vocational school) for an April start date:

Step 1: Issue a Job Offer and Execute an Employment Contract

Once hiring is confirmed, provide an employment contract or written job offer. Since this document is required for the status change application, clearly specify the job duties, position, and compensation amount.

Step 2: Prepare the Required Documents

Required documents fall broadly into two groups: those prepared by the company, and those prepared by the applicant (the student).

Main documents prepared by the company:

• Application to Change Status of Residence (completed by the applicant)
• Employment contract or notice of labor conditions
• Company profile and materials explaining business activities
• Certificate of registered matters (touki jiko shomeisho)
• Copy of the previous year's statutory report summary (for Category 3 companies)
• Copy of the most recent financial statements (for Category 3 and 4 companies)
• Declaration concerning the representative of the affiliated organization (for Category 3 and 4 companies; required for applications filed from April 15, 2026 onward)

Main documents prepared by the applicant (the student):

• Passport and residence card (must be presented)
• Graduation certificate or certificate of expected graduation
• Academic transcript
• Resume / CV
• If language skills are used in the role: documentation of language proficiency equivalent to CEFR B2 (Category 3 and 4 companies only; required from April 15, 2026 onward)

Step 3: Submit the Application to Change Status of Residence

The application is submitted by the applicant in person to the regional immigration office with jurisdiction over their place of residence. A licensed immigration specialist (authorized representative) may also submit on their behalf.

The application fee is paid by revenue stamp upon approval (6,000 yen for counter applications; 5,500 yen for online applications; as of April 1, 2025).

Step 4: Review and Approval

The review period is typically 2 weeks to 2 months, but delays occur during the busy January–March period. The Immigration Services Agency publishes monthly standard processing times, so we recommend checking the most recent figures before applying.

Once approved, a notification card (postcard) is sent from immigration, and the applicant brings the required documents to receive their new residence card.

Step 5: Begin Employment

Employment begins after the new residence card has been received.

Recommended Application Window for April Start Dates

Common Causes of Rejection

Here is a summary of common causes of rejection in international student status of residence changes:

• The connection between the student's academic program and the job duties is weak (e.g., a STEM graduate applying for a humanities-based sales role without sufficient explanation)
• The hiring company has poor financial results or is newly established with no track record
• The job duties are judged to constitute simple labor
• The student was expected to graduate but was unable to do so (failed to advance or withdrew)
• Illegal employment occurred during the student's stay (e.g., exceeded the part-time work hour limit)

Hiring Graduates From Overseas Universities

If you are hiring a graduate from an overseas university who is not currently residing in Japan, you will need to apply for a Certificate of Eligibility (COE) rather than a change of status. The company files the application, and once the COE is issued, the graduate applies for a visa at the Japanese embassy or consulate in their country before entering Japan.

COE reviews typically take 1 to 3 months. A forward-looking application schedule that allows ample time before the intended start date is necessary.

Frequently Asked Questions

Summary

Three things are essential when hiring an international student as a full-time employee.

First, employment may only begin after the status of residence change has been approved. Second, for an April start date, submit the application between December of the prior year and the end of January. Third, carefully prepare the company-side documents — including the employment contract, company profile, and financial statements — to demonstrate the professional nature of the work and its connection to the student's academic background.

If you have any concerns about document preparation or managing the application schedule, please consult a licensed immigration specialist.

This article is based on official information from the Immigration Services Agency of Japan and practical experience. Review standards and procedures are subject to change. Always verify the latest information on the Immigration Services Agency's official website.