Company Procedures When Foreign National Employees Join or Leave [Licensed Immigration Specialist]
A licensed immigration specialist organizes by deadline the procedures a company must complete when foreign national employees join or leave. Covers Hello Work notifications, social insurance, immigration notifications, certificates of resignation, and explaining the lump-sum withdrawal payment.
The procedures for foreign national employees joining or leaving a company are basically the same as for Japanese nationals. However, additional foreign national-specific steps apply — such as the Foreign National Employment Status Notification to Hello Work, the Notification of Affiliated Organization, issuing a Certificate of Resignation, and explaining the lump-sum withdrawal payment. This article organizes everything by deadline.
Procedures Upon Joining (Onboarding)
Procedures Common to Japanese National Hires
- Application for Employment Insurance Enrollment (Hello Work; by the 10th of the following month)
- Application for Health Insurance and Employees' Pension Insurance Enrollment (pension office; within 5 days of start date)
- Issue the notice of labor conditions or employment contract
- Receive the employee's Withholding Exemption Declaration
Foreign National-Specific Procedures
#### ① Foreign National Employment Status Notification to Hello Work (Mandatory)
When hiring a foreign national, the employer is legally required to notify Hello Work under the Employment Measures Act (Act for Comprehensive Promotion of Labor Policy). Failure to notify is subject to a fine of up to 300,000 yen.
For foreign nationals who become employment insurance enrollees, completing the "Application for Employment Insurance Enrollment" with the required fields for nationality, visa status, period of stay, and residence card number simultaneously satisfies this notification requirement.
For foreign nationals who do not become employment insurance enrollees (e.g., part-time workers with fewer than 20 hours per week), a separate "Foreign National Employment Status Notification Form" must be submitted to Hello Work. The deadline is by the end of the month following the hire date.
#### ② Notification of Affiliated Organization (Immigration Services Agency; Within 14 Days)
Organizations that hire foreign nationals holding specific work-type visa statuses — including Engineer / Specialist in Humanities / International Services, Highly Skilled Professional, Business Manager, Research, and Education — are obligated to notify the Director-General of the Immigration Services Agency within 14 days of the hire.
However, organizations that are required to file the Foreign National Employment Status Notification under the Act for Comprehensive Promotion of Labor Policy (which applies to most general businesses) are exempted from the immigration notification obligation once the Hello Work notification is filed.
#### ③ Check and Record the Residence Card
At the time of hiring, verify the original residence card, confirming the visa status, period of stay, and any employment restrictions. Keep a written record of the verification date, the person who conducted the check, and the findings.
Ongoing Management After Joining
The period of stay expiration date of foreign national employees must be checked regularly.
- Advise employees to begin preparing for renewal approximately 3 months before the expiration date
- Since renewal applications typically take 1 to 2 months to process, avoid last-minute applications
- Support the employee by preparing company-side documents needed for the renewal (e.g., certificate of employment, proof of salary)
Procedures Upon Leaving (Offboarding)
Procedures Common to Japanese National Departures
- Notice of Loss of Employment Insurance Enrollment (Hello Work; within 10 days of the day after resignation)
- Notice of Loss of Health Insurance and Employees' Pension Insurance Enrollment (pension office; within 5 days of the day after resignation)
- Collect the health insurance card
- Prepare and issue the employment separation certificate (rishokuhyo), if requested
- Issue the withholding tax certificate (within 1 month after resignation)
- Handle resident tax special collection procedures
Foreign National-Specific Procedures and Considerations
#### ① Foreign National Employment Status Notification to Hello Work (Mandatory)
A Hello Work notification is also required when an employee leaves.
For employment insurance enrollees, submit a "Notice of Loss of Employment Insurance Enrollment" within 10 days of the day after the resignation date. The residence card number must be entered.
For employees not enrolled in employment insurance, submit a "Foreign National Employment Status Notification Form" by the end of the month following the month of separation.
#### ② Issuing a Certificate of Resignation (Mandatory If Requested)
If a foreign national employee requests a Certificate of Resignation, the company is obligated to issue one (Labor Standards Act Article 22). Foreign nationals use this document when changing jobs or applying to change their visa status, submitting it to the Immigration Services Agency.
The certificate must include "duration of employment, type of duties, position within the business, wages, and reason for resignation" — but items the departing employee does not wish to have included must not be stated.
#### ③ Explaining Key Points to the Employee (Recommended, Not Mandatory)
When a foreign national employee leaves, we recommend informing them of the following:
- The Notification of Affiliated Organization (the employee has an obligation to notify the Immigration Services Agency within 14 days of the resignation date)
- If they remain out of work for more than 3 months after resigning, their visa status may become subject to cancellation
- If returning home, they may be able to claim the lump-sum withdrawal payment
#### ④ Explaining the Lump-Sum Withdrawal Payment
A foreign national who has been enrolled in employees' pension insurance for 6 months or more and returns to their home country may claim a lump-sum withdrawal payment within 2 years of the date they no longer have an address in Japan.
From April 1, 2026, a regulatory change means the lump-sum withdrawal payment cannot be claimed while a valid re-entry permit is in effect. In addition, the payment cap was raised from 5 to 8 years of contributions (effective April 1, 2026).
Deadline Checklist
Upon Joining
| Deadline | Procedure | Submitted To |
|---|---|---|
| Within 5 days of start date | Application for Health Insurance and Employees' Pension Insurance Enrollment | Pension office |
| By 10th of following month | Application for Employment Insurance Enrollment (also serves as Foreign National Employment Status Notification) | Hello Work |
| By end of following month | Foreign National Employment Status Notification Form (for non-employment insurance enrollees) | Hello Work |
| Within 14 days | Notification of Affiliated Organization (applicable organizations only) | Immigration Services Agency |
Upon Leaving
| Deadline | Procedure | Submitted To |
|---|---|---|
| Within 5 days of day after resignation | Notice of Loss of Health Insurance and Employees' Pension Insurance Enrollment | Pension office |
| Within 10 days of day after resignation | Notice of Loss of Employment Insurance Enrollment (also serves as Foreign National Employment Status Notification) | Hello Work |
| By end of following month | Foreign National Employment Status Notification Form (for non-employment insurance enrollees) | Hello Work |
| Promptly upon request | Issue Certificate of Resignation | To the employee |
Frequently Asked Questions
Q. If the foreign national employee fails to file their own notification after leaving, is the company responsible?
A. The Notification of Affiliated Organization is the employee's own obligation and the company has no legal responsibility for it. However, to prevent the employee from suffering harm due to ignorance of this requirement, informing them at departure is the recommended practice. The Hello Work notification, which is the company's obligation, must be filed by the deadline without fail.
Q. Does a Hello Work notification need to be filed even when a foreign national part-time employee leaves?
A. Yes, it does. Regardless of employment type, filing a Hello Work notification when a foreign national is hired or separated is mandatory. For part-time employees not enrolled in employment insurance, submit a "Foreign National Employment Status Notification Form" by the end of the month following the month of separation.
Q. I am considering hiring a foreign national employee whose period of stay is expiring soon. What should I be aware of?
A. When there is little time remaining before the period of stay expires, a renewal will be needed very soon after hiring. Since renewals take 1 to 2 months to process, it is important to advance the hiring decision and the renewal application preparation in parallel. We also recommend specifying in the employment contract how the situation will be handled if the renewal is rejected.
Summary
Procedures for foreign national employees joining and leaving consist of "the same procedures as for Japanese nationals, plus foreign national-specific procedures." In particular, the Foreign National Employment Status Notification to Hello Work is a legal obligation — failing to file it is subject to a fine.
Upon departure, carefully issuing the Certificate of Resignation and explaining the notification obligation and lump-sum withdrawal payment to the employee can prevent later disputes. If you have concerns about the details of any procedure, please consult a licensed immigration specialist or a social insurance labor consultant.
This article is based on official information from the Immigration Services Agency of Japan, the Ministry of Health, Labour and Welfare, and the Japan Pension Service, as well as practical experience. Details of the rules vary depending on individual circumstances. Always verify the latest information on each official website.
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