What is a certificate of employment proving that you are working in Japan? How to get it, when you need it, etc. explained in detail.

update date 2024/03/25

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When a foreigner changes jobs or status of residence in Japan, he/she is required to submit a document called a "certificate of employment.

Therefore, this article will explain in detail the contents, how to obtain it, and points to note regarding the certificate of employment, which is essential for foreign nationals working in Japan.

A certificate of employment is an important document that proves you are working for a Japanese company. Please refer to this article to acquire the correct knowledge about the certificate of employment in order to facilitate your job change activities and to change your status of residence without trouble.

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What is a certificate of employment?

What is a Certificate of Employment (Certificate of Employment in English)?Official documents to prove to a third party (other companies, government offices, etc.) that you are currently working for the company or have worked for the company in the pastIt is. Sometimes referred to as an "enrollment certificate" or "employment certificate," they mean the same thing, and there is no legal difference between them. The certificate of employment includes your name, address, company name, employment status, and job description, and serves to prove to a third party that you are (or were) properly working for the company. Especially for foreign nationals, when changing or renewing your status of residence, the Immigration Bureau will often require you to submit a certificate of employment.

Difference from "Certificate of Employment Eligibility"

A similar document to the Certificate of Employment is the Certificate of Qualification for Employment. A Certificate of Qualification for Employment is a document that proves that you have the appropriate status of residence and that you are legally allowed to work for a Japanese company under that status of residence. In other words, while a Certificate of Employment proves that you are actually working, a Certificate of Employment Status proves that you are eligible to work. A Certificate of Eligibility to Work is an official document issued by the Immigration and Residency Management Bureau, and differs from a Certificate of Employment issued by the company.

Difference from a "Certificate of Resignation"

A resignation certificate is a document that certifies that you worked for a company in the past; unlike an employment certificate, it is only issued after you have resigned from the company. In addition to the same information as an employment certificate (name, address, employment status, etc.), the resignation certificate also includes the date and reason for resignation. However, since the information on the resignation certificate is almost the same as that on the certificate of employment, the resignation certificate may be used in place of the certificate of employment under certain circumstances.

Reference:Certificate of Employment Status (Immigration and Naturalization Service)

How to obtain a certificate of employment in Japan

The method of obtaining a certificate of employment differs for full-time and part-time employees, temporary employees, and self-employed/freelance workers. Each case is explained in detail below.

Full-time and part-time employees should request the company's "Human Resources" or "General Affairs" department.

If you are working as a full-time or part-time employee, you can obtain a certificate of employment by requesting one from the company where you work. In many companies, the Human Resources Department or the General Affairs Department is in charge of issuing certificates of employment. First, consult with your supervisor in your department or the person in charge of human resources, and let them know why you need a certificate of employment, where you would like to submit it, and the date you would like to receive it. If your company is small and does not have a Human Resources Department or a General Affairs Department, it is common to make a direct request to an employee or manager who is in charge of general affairs-related tasks. It usually takes one to two weeks to issue a certificate of employment, so we recommend that you make your request well in advance.

Temporary staffing is requested by the "dispatching company".

If you are working as a temporary worker, you need to be careful. You must request the dispatch company that has an employment contract with you, not the client company, to issue a certificate of employment. The client company is not your direct employer and is not obligated to issue a certificate of employment. When making a request to the client company, it is important to provide accurate information about your work status at the client company (number of days and hours worked, type of work, etc.), and the client company will prepare a certificate of employment based on this information provided by the client company.

If you are self-employed or freelance, handle it yourself.

If you are self-employed or working as a freelancer, unfortunately you cannot obtain a certificate of employment as issued by your company. However, you may be asked to submit a certificate of employment even in such a situation. In such cases, the general response is to prepare your own certificate stating that you are self-employed as a 00 or working freelance as a 00, and attach documents such as your tax return or receipts of business income that prove that you are self-employed or working freelance. Depending on the institution to which you submit the application, there may be cases where this method cannot be substituted, so it is important to check well in advance.

What is written on the Japanese certificate of employment?

The main information to be included in the certificate of employment is as follows. However, not all of the following information will necessarily be included, as the items required vary depending on the purpose for which the certificate is to be used.

【 Main details to be included in the Japanese certificate of employment】

Full name in Kanji and Roman characters
Date of Birth
(present) address
gender
nationality
resident card number
Name of Employer
Company Location
Company contact information (phone number, email address, etc.)
Date of entry
Current employment status (full-time, contract, part-time, etc.)
Job title and responsibilities
Name of the department where you work
job title
Employment period (for contract employees)
Working days and hours per week
Annual or monthly income
Social insurance coverage
Date of Certificate
Purpose of use of certificate
Company representative seal or company seal

While the above items are generally included in a general certificate of employment, foreign nationals in particular may be required to provide information that is not normally included in a certificate of employment for Japanese nationals, such as their resident card number, nationality, and name in Roman characters.

The information to be included in the certificate of employment depends on the institution to which it is submitted and the purpose for which it is to be used. For example, if the certificate is submitted to the company you are changing jobs, the emphasis is on job description, employment status, working hours, etc. However, if the certificate is submitted to the Immigration and Residence Office, information related to status of residence, such as resident card number and period of employment, is more important.

When requesting a certificate of employment, it is important to carefully confirm the destination and purpose of use, and to ensure that the necessary information is included without omission. Also, be sure to check that there are no errors in the information provided.

Reference:What is a Certificate of Employment｜Scenes in which it is required, how to write it, procedures for issuing it, and points to note when requesting it from a company

When do I need a certificate of employment in Japan?

A certificate of employment is an important document that is required in a variety of situations. Especially for non-Japanese nationals, a certificate of employment is required for many procedures related to living and working in Japan. Below are some typical cases.

1. when changing jobs

When applying to a new company, you may be asked to provide proof of employment as part of your application. This is to verify your employment status with the company where you are currently working (or have previously worked). The certificate of employment serves to support the authenticity of the employment history listed on your resume. However, not all companies require a certificate of employment.

In addition, you may be required to provide proof of employment status to verify your past employment status before you change jobs and sign an employment contract at your new employer or as part of your contract. In addition, you may need to prove your employment status in proceedings before the Immigration Service or other government agencies, such as visa applications or renewals of residence permits.

When changing or renewing your status of residence

Foreign residents in Japan are always required to submit a Certificate of Employment when applying for a change or renewal of status of residence. This is a document required to prove that you are qualified to work in Japan and that you are actually working. The certificate of employment plays a very important role in the screening process at the Immigration Bureau.

3. when applying for a family residence visa

If you are a foreigner working in Japan and applying for a Family Resident Visa to bring your family to Japan, you are required to submit a Certificate of Employment. This is to prove that you have a stable job in Japan and can support your family.

4. when you enroll your child in daycare or kindergarten

When a dual-income family enrolls a child in a daycare center or kindergarten, it is common for both parents to be required to submit proof of employment. This is to verify that both parents have jobs and need to leave their children in daycare facilities. The certificate of employment must include information such as place of employment and hours worked.

5. when renting a residence

When renting an apartment or condominium, you may be asked by the landlord or real estate agency to provide proof of employment. This is to verify that you have the financial ability to pay the rent. However, not all landlords and real estate agencies require proof of employment.

6. when taking out a loan at a bank

A certificate of employment may also be required when borrowing money from a bank, such as a car loan or mortgage. This is to verify that you have the financial ability to repay the borrowed money.

Points to keep in mind when issuing a certificate of employment

A certificate of employment is a document that can only be issued by a company upon request. In order to have it issued smoothly, please note the following points.

Requests for issuance should be made as early as possible.

It usually takes one to two weeks to issue a certificate of employment. Even if you make an urgent request to the company just because you need it, it is not always possible to have it issued immediately. Make sure to make your request as early as possible to allow plenty of time for deadlines.

Have it prepared with content appropriate for the intended use.

As mentioned above, the information to be included in the certificate of employment depends on the purpose for which it is to be used. When requesting a certificate of employment, it is important to inform the company of the purpose for which the certificate of employment will be used and have it prepared with contents that match the purpose.

Check to see if there is a set format.

Some companies may have a standardized format for the certificate of employment, and the organization to which you are submitting the certificate of employment may have its own format. Before submitting your certificate, check with both the company and the organization to which you are submitting it to see if they have a standardized format, and if so, use that format.

Check the description and request corrections if there are any errors.

The Certificate of Employment is a document that accurately verifies your employment status. Be sure to check the information on the issued Certificate of Employment for any errors. If there are any errors, contact the company promptly and request that they be corrected.

An issuance fee may be required.

Some companies may require a fee for issuing a certificate of employment. Before requesting issuance, it is advisable to confirm whether or not a fee is charged and how much it is.

Be careful with confidential information

Your Certificate of Employment contains your personal and company information. Handle your Certificate of Employment with care and do not unnecessarily show it to third parties or give them copies.

summary

A certificate of employment is an important document that is required in various situations, such as when a foreigner changes jobs in Japan or when changing or renewing his/her status of residence. It is necessary to request the company you are working for to issue a Certificate of Employment and have it prepared according to the purpose for which it is to be used. It is important to make the request as early as possible and confirm that there are no errors in the content. It is also important to confirm in advance whether or not a standard format is available and the issuance fee.

A certificate of employment is an indispensable document for foreign nationals to have a stable life and career in Japan. We hope this article will help you understand the Certificate of Employment properly and make effective use of it.