What Companies Need to Know When Welcoming Highly Skilled Professionals
For employers hiring highly skilled professionals in Japan: visa status, job duties, points, salary, family matters, and document preparation.
What You Will Learn from This Article - What the "Designated Document" for the Highly Skilled Professional visa is, and why a change application is required upon job change - Three patterns for companies welcoming Highly Skilled Professionals and the differences in procedures - Documents companies must prepare and assist with - Notes on residence management (job change, retirement, period of stay) - Comparison with Engineer/Specialist in Humanities/International Services
Conclusion Since the Highly Skilled Professional visa has a "Designated Document" specifying the employing organization (company name), a Change of Status of Residence application is mandatory in the case of a job change — even if the period of stay has not yet expired. The new employer cannot have the person begin work until the change is approved. When a company welcomes highly skilled talent, the procedures differ depending on the pattern: "sponsoring from abroad," "switching an in-house employee to Highly Skilled Professional status," or "newly employing someone from another company." It is important for HR managers to accurately understand these differences.
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Introduction: The Highly Skilled Professional Visa and the "Designated Document"
The Highly Skilled Professional 1 visa has a "Designated Document" attached to the passport that specifies the employing organization (company name) where the holder is permitted to work. This is a major difference from the Engineer/Specialist in Humanities/International Services visa.
| Comparison | Highly Skilled Professional 1 | Engineer/Specialist in Humanities/International Services |
|---|---|---|
| Upon job change | Change of Status application is mandatory | Notification of change of affiliated organization only (within 14 days) |
| Job change during period of stay | Change application required even if period remains | Can continue working after notification |
| Working before approval | Not possible (constitutes illegal work) | Can continue working after notification |
For this reason, when a company newly employs a foreign national holding a Highly Skilled Professional visa from another company, the flow of obtaining change approval before starting work is mandatory.
Three Patterns for Companies Welcoming Highly Skilled Professionals
#### Pattern 1: Sponsoring Highly Skilled Talent from Abroad
When welcoming a foreign national currently residing abroad as a new Highly Skilled Professional, the process begins with an application for a Certificate of Eligibility (COE).
Process:
- Company applies to the relevant immigration authority for a Certificate of Eligibility
- Review and COE issuance (typically 1–2 months as priority processing)
- Applicant applies for visa at Japanese embassy or consulate abroad
- Entry to Japan and commencement of work
#### Pattern 2: Switching an In-House Employee on an "Engineer/Specialist" Visa to Highly Skilled Professional
When a foreign national employee currently working at the same company under "Engineer/Specialist in Humanities/International Services" meets the Highly Skilled Professional point requirements (70+ points), they can switch by filing an Application for Change of Status of Residence.
By switching, the employee personally gains special benefits such as relaxed restrictions on spouse's employment and shortened years of residence for permanent residence application. The company assists with document preparation.
#### Pattern 3: Newly Employing a Highly Skilled Professional from Another Company
When newly employing a foreign national who already holds a Highly Skilled Professional 1 visa at another company, a Change of Status of Residence application is required.
- A change application is required even if the period of stay has not expired (renewal application is not sufficient)
- Working at the new company is not possible until the change application is approved
- During the application, the former designated document remains in effect, so the person cannot work at the new company before approval
Since overlooking this and having the person begin work immediately after an offer is made would constitute illegal employment, coordinating the start date with the application schedule is essential.
Main Documents Companies Must Prepare and Assist With
| Document | Content |
|---|---|
| Employment contract | Clearly states job description, annual income, and employment period |
| Company certificate of registration | Issued within 3 months |
| Company's most recent financial statements | To demonstrate business stability |
| Company overview and business description document | Pamphlet, etc. |
| Documents related to Highly Skilled Professional points calculation | Demonstrating that annual income and job content are consistent with the points calculation |
The points calculation is performed by the applicant, but the annual income and job content are all substantiated by the employment contract, so the accuracy of company documents directly affects the outcome of the application.
Notes on Residence Management
#### Changes in Job Content or Department
Since the Highly Skilled Professional visa has the employing organization specified in the designated document, a change application may be required even for internal transfers if the job content changes significantly from what was specified in the designated document. It is recommended to confirm with a specialist in advance when there are transfers, promotions, or job type changes.
#### Retirement / End of Employment
When a foreign national employee retires, the company is obligated to submit a notification of departure from the affiliated organization to the Immigration Services Agency of Japan (within 14 days). Failure to submit may result in issues for the company.
#### Period of Stay Management
The Highly Skilled Professional status is granted a 5-year period of stay, but managing the period of stay is the responsibility of the HR manager. Since renewal applications can be filed from 3 months before the expiry date, preparing with sufficient time is important.
Comparison of Highly Skilled Professional with Engineer/Specialist in Humanities/International Services
| Item | Highly Skilled Professional | Engineer/Specialist in Humanities/International Services |
|---|---|---|
| Upon job change | Change application mandatory | Notification of organization change only |
| Flexibility of activities | Combined activities possible | Only permitted activities |
| Spouse's employment | Relaxed requirements | Family Stay (up to 28 hours/week) |
| Permanent residence shortening | Yes (3 years at 70 points, 1 year at 80 points) | No (standard 10 years) |
Points that do not reach 70 points: "Engineer/Specialist in Humanities/International Services" is a realistic option. Also, for a foreign national who may change jobs repeatedly, the "Engineer/Specialist" visa may be practically more convenient than the Highly Skilled Professional visa, which requires a change application with every job change.
FAQ
Q1. After making an offer to a Highly Skilled Professional at another company, can they start working immediately? No. The person cannot work at the new company until the Change of Status of Residence application is approved. The start date must be scheduled in line with the expected timing of the change application approval.
Q2. Can the person continue working at their former company while the change application is under review? While under review, the former designated document (former company) remains in effect, so work at the former company can continue. However, work at the new company is not possible until approval is received.
Q3. If an in-house employee on "Engineer/Specialist" status meets the Highly Skilled Professional point requirements, are there advantages to switching? For the employee personally, there are many advantages — shortened years of residence for permanent residence application, relaxed restrictions on spouse's employment, combined activities permitted, etc. As a means of promoting long-term retention, it is effective. Cooperating in document preparation can also contribute to employee retention and motivation.
Q4. What notification is required when a Highly Skilled Professional employee retires? The company must submit a notification of departure from the affiliated organization to the Immigration Services Agency of Japan within 14 days of the retirement date. Notification is also possible online.
Q5. Can foreign nationals with fewer than 70 points also be employed in the same way? Yes. Employment under "Engineer/Specialist in Humanities/International Services" is possible. The procedures for job changes are notification only, making hiring and job change procedures simpler.
Key Points of This Article
- The Highly Skilled Professional visa has the employing organization specified in the designated document; a change application is mandatory for job changes
- Work at the new company before change approval constitutes illegal employment
- Procedures differ depending on the pattern of welcoming (sponsoring, switching, or new employment from another company)
- Companies assist with preparing documents such as employment contracts, certificates of registration, and financial statements
- Submission of departure notification and period of stay management are also important responsibilities for HR managers
Considering a Consultation?
If you are wondering about procedures for welcoming a Highly Skilled Professional, or want to switch a foreign employee at your company to Highly Skilled Professional status, please feel free to contact us. Arch Administrative Scrivener Office handles foreign national employment and visa applications, is based in Osaka City, and serves clients nationwide online. Consultations are available in Japanese, English, and Chinese.
📩 Contact form / LINE / WeChat / Phone consultations available.
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