What to Watch Out for When Checking a Residence Card During Foreign National Hiring [Licensed Immigration Specialist]
A licensed immigration specialist clearly explains the commonly overlooked points when checking a residence card during foreign national hiring — including expiration dates, the renewal-pending exception, permanent resident card validity, how to read permission to engage in activities outside the scope of status, and the risk of facilitating illegal employment.
Checking the residence card is the employer's obligation when hiring foreign nationals — but simply "taking a look" is not enough. This article organizes the commonly confusing points in practice: how to read the expiration date, how to handle renewal-pending cases, the card validity period for permanent residents, and how to verify the permission to engage in activities outside the scope of status.
Legal Basis for Checking the Residence Card
Checking the residence card when hiring a foreign national is a practical obligation to avoid the crime of facilitating illegal employment (Immigration Control Act Article 73-2).
Key Point ①: The Difference Between the Period of Stay Expiration Date and the Residence Card Expiration Date
There are two different "expiration dates" on a residence card. These are easy to confuse, so care is needed.
Period of Stay Expiration Date (Visa Expiration)
The "Period of Stay Expiration Date" on the front of the residence card is the date by which the foreign national must either leave Japan or renew their stay. Remaining in Japan after this date without a valid status constitutes illegal stay. For current employees, it is important to periodically check this date and know when renewal is needed.
Residence Card Own Expiration Date
For permanent residents, the status of residence itself has no expiration — but the residence card itself has a validity period (generally 7 years; for those under 16, until their 16th birthday). An expired card does not mean the status of residence has lapsed, but holding a card past its expiration date is itself a violation of the Immigration Control Act.
Key Point ②: Employment May Continue While a Renewal Application Is Pending
Even if the period of stay expiration date is approaching or has already passed, if a renewal application has been filed, the employee may continue working under their previous status of residence (Immigration Control Act Article 20-6; stay-pending special provision).
Whether a renewal application is pending can be confirmed by checking the stamp on the residence card or passport.
Key Point ③: Read the Employment Restriction Field Accurately
The "Employment Restriction" field on a residence card has multiple possible entries, each with a different meaning.
| Entry | Meaning |
|---|---|
| No employment restrictions | May work in any industry, job type, or employment style |
| Only work activities based on the status of residence are permitted | May only work within the scope of the permitted visa status |
| Only work activities based on the status of residence at the designated organization are permitted | May only work at the specifically designated company |
| Employment not permitted | Generally not permitted to work (limited work may be allowed with outside-scope permission) |
When the entry reads "Only work activities based on the status of residence are permitted," the detailed scope of permitted work cannot be confirmed from the residence card alone. A judgment must be made about whether the duties you intend to assign are compatible with the visa status.
Key Point ④: Check the Outside-Scope Permission Field on the Back
When hiring a foreign national whose visa status does not permit employment (Student, Dependent, etc.) for a part-time position, always check the "Permission to Engage in Activities Outside Scope of Status" field on the back of the residence card.
If there is no record of permission, the person cannot be allowed to work.
Even when permission is recorded, the following restrictions apply:
- Generally up to 28 hours per week (total across all employers)
- Students during summer and winter school breaks: up to 8 hours per day / 40 hours per week
- Work at businesses falling under the entertainment industry category is excluded
Key Point ⑤: Check the "Designation Letter" for Specified Activities Visa Holders
When the status of residence is "Specified Activities," the specific permitted activities are individually defined by a "Designation Letter" affixed to the passport. Since the residence card alone is insufficient to confirm employment eligibility and the scope of permitted work, always verify both the passport and the Designation Letter together.
Common types of Specified Activities include Working Holiday, Category 46 (graduates of Japanese universities), EPA nurses, and nursing care worker candidates. Each has different conditions and permitted job duties.
Key Point ⑥: Use the Official Residence Card Reading App and Lapsed Status Inquiry Tool
The Immigration Services Agency provides two official tools to strengthen residence card verification. We recommend using both at the time of hiring.
Residence Card Reading Application (Free)
An official app available on smartphones (iPhone / Android) and computers (Windows / Mac). It reads the IC chip in the residence card and confirms whether the card was legitimately issued.
Key functions include:
- Verifying that IC chip data matches the printed information on the card (detecting forgery or tampering)
- Verifying that the applicant's face matches the photo in the IC chip
- Confirming the existence of permission to engage in outside-scope activities (including part-time eligibility for students and dependents)
If the reading result shows "A valid residence card was read" and both the tamper verification and issuer verification show a green checkmark, the card is legitimate. If either shows a red "×," or if the displayed photo does not match the person, forgery is suspected. In such cases, halt the hiring process and contact the nearest regional immigration office.
The app is available for free download from the App Store, Google Play, and the Microsoft Store. The smartphone version requires NFC compatibility (iPhone: iOS 17 or later; Android: Android 14 or later recommended; iPad is not supported).
Residence Card Number Lapsed Status Inquiry (Online)
When the app cannot be used, you can check lapsed status online by simply entering the 12-character alphanumeric residence card number (found in the upper right of the card). The inquiry URL is `https://lapse-immi.moj.go.jp/html/top.html` (note: the URL was changed on January 5, 2026).
Managing Visa Expiration Dates After Hiring
Managing the period of stay expiration dates of your foreign national employees must continue on an ongoing basis after hiring.
We recommend establishing the following management practices:
- Record the expiration date in your HR system or register at the time of hiring
- Set up a reminder system 3 months before each expiration date
- When renewal is needed, notify the employee in advance so they can begin the process with ample time
Frequently Asked Questions
Q. Is keeping a photocopy of the residence card as a confirmation record sufficient?
A. Verification itself must be conducted using the original. Keeping a photocopy on file is useful as evidence, but using only a copy to proceed with the hiring process is insufficient. Always check the original, and retain a record of the verification date, the person who conducted the check, and the findings.
Q. An applicant said they forgot to bring their residence card. How should we handle this?
A. If the residence card cannot be verified, the basic rule is not to allow the person to start working. The hiring and employment start should be placed on hold until the original card has been verified. Hiring someone "in good faith" without completing verification is not a defense against the crime of facilitating illegal employment.
Q. Permanent residents have no visa expiration date, so is checking the residence card unnecessary?
A. Even for permanent residents, verifying the residence card is required. While the status of residence itself has no expiration, the residence card has a validity period. Hiring someone with an expired card without checking it can create problems. Ask permanent resident employees to periodically confirm their card's validity date.
Q. The applicant's period of stay is about to expire during our hiring process. What should we do?
A. When the expiration date is approaching, it is important to confirm the status of any renewal application and assess the likely outcome. If a renewal application is pending, continued employment is permitted under the special provision. We also recommend confirming in advance how you will handle the situation if renewal is rejected after an offer has been extended. If the situation is complex, consulting a specialist is recommended.
Summary: Residence Card Verification Checklist
When hiring, verify the following using the original residence card:
- Is the period of stay expiration date still valid? (Check for expiration and renewal-pending stamps)
- What is the person's status of residence?
- What does the employment restriction field say, and what does it mean? (Front of card)
- Is there permission to engage in outside-scope activities, and what are the conditions? (Back of card; check this for "employment not permitted" statuses)
- For Specified Activities visa holders, check the Designation Letter in the passport
- Look up the residence card number using the Lapsed Status Inquiry (available online)
- Record the verification date, the person who checked, and the findings
If you have questions about how to verify a residence card or whether a person's visa status is compatible with the role, please consult a licensed immigration specialist.
This article is based on official information from the Immigration Services Agency of Japan and practical experience. Details of the rules vary depending on individual circumstances. Always verify the latest information on the Immigration Services Agency's official website.
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