About the Notification to the Affiliated Organization
When changing jobs, resigning, or transferring to another Affiliated organization in Japan, depending on the type of visa, you may need to submit a Notification of the Contracting Organization or Notification of the Accepting Organization. This notification does not require any examination, so you can submit the form and it will be processed. However, if you fail to submit the notification within the designated period, it may affect future applications for permanent residence or result in penalties.
Which type of notification is required for your current visa?
Depending on the type of visa you currently hold, the form to be submitted may vary. The following lists the types of visas corresponding to each form.
Notification of the Contracting Organization
Notification of the Accepting Organization
- Business/Management
- Student
- Instructor
- Intra-company Transferee
- Medical Services
- Highly Skilled Professional 1 (C)
- Highly Skilled Professional 2 (C)
- Legal/Accounting Services
- Technical Intern Training
- Professor
- Trainee
Notification Period
After changing jobs, etc., you need to submit the notification form within 14 days (including the 14th day). For example, if you resign on March 1st, the latest date for submission is March 14th.
Notification Methods
There are several ways to submit the notification.
- Online Submission
- In-Person Submission
- Postal Submission
To submit online, fill in a few fields on the E-Notification System of the Immigration Bureau, the Ministry of Justice
and you can complete the notification.
If this is your first time using it, you need to register for an ID. After registration, you will receive an email at the address you provided. Follow the instructions in the email to log in and start submitting.
You can submit the notification at a nearby Immigration Bureau office. Bring your residence card during the office hours.
After filling out the required information on the notification form, include a copy of your residence card in an envelope. Then write "NOTIFICATION ENCLOSED" (in the envelope) with a red pen and send it.
Postal address (in Japanese): 〒１６０－０００４ 東京都新宿区四谷１丁目６番１号四谷タワー１４階 東京出入国在留管理局在留管理情報部門届出受付担当。
I personally recommend the online submission method, as it takes very little time from registering for an ID to being able to fill out the notification form. When I tested it, it took me about 5 minutes. Although the time required to fill in the form varies depending on the content, it's not much different from submitting directly at the office or by mail.
Notification Form Template
The notification form will vary depending on the reason for the notification. The following are the templates for employment, job change, and resignation notifications provided by the Immigration Bureau. (The link is in Japanese.)
Notification of the Contracting Organization
- new conclusion: New Contract
- termination・new conclusion: "Contract Completion" and "New Contract"
- Termination: Contract Completion
Notification of the Accepting Organization
- transfer: New Affiliation
- left・transfer: "Departure from Affiliation" and "New Affiliation"
- left the organization: Departure from Affiliation
If those external links are no longer working, please check the following links directly.
Important Notes
The notification introduced here is mandatory for foreigners. If you do not submit the notification within the designated period, it may affect your future application for permanent residency.
※１ Foreigners with the "Highly Skilled Professional 1 (A, B)" or "Specified Skill 1" status of residence should apply for a change in their status of residence before changing jobs.
Certificate of Authorization for Employment
The Certificate of Authorization for Employment is mainly applied for when changing jobs. Having this certificate is equivalent to the Minister of Justice certifying whether you can work in the new position with your current visa. Even if you are not changing jobs, you can generally apply for it in most work-related situations.
Not Mandatory When Changing Jobs
Even if you do not apply for and obtain the Certificate of Authorization for Employment, you can still change jobs. It is not mandatory, so if someone tells you "you cannot be hired without the Certificate of Authorization for Employment," that person may be violating the law.
Benefits of Obtaining the Certificate
Applying for and obtaining the Certificate of Authorization for Employment can be beneficial for both foreigners and employers.
Benefits for Foreigners
After changing jobs, the process of renewing your visa may become smoother and more likely to be approved.
If you apply for a visa renewal without obtaining the Certificate of Authorization for Employment, it may become as difficult as changing your visa, requiring you to submit a large amount of documents, and the review time may be longer than usual. If your renewal is not approved, you will immediately lose your right to work. Continuing to work without authorization could result in illegal employment.
However, if you apply for the Certificate of Authorization for Employment when changing jobs and it states that your new job is eligible under your current visa, your first renewal will be treated as a regular renewal, making it easier to get approved. Even if the certificate states that your new job is not eligible under your current visa, you can immediately take corresponding measures such as changing the nature of your work or finding another job, without waiting until the renewal application to find out.
Benefits for Employers
Employers can avoid the risk of employing illegal workers.
As an employer, if you hire a foreigner without the Certificate of Authorization for Employment, that foreigner's visa renewal may become as difficult as changing their visa. If the foreigner is not approved for renewal, they cannot continue working after receiving the notification of denial. It could also mean that you are committing a crime by employing an illegal worker at the moment of hiring.
However, if you apply for and obtain the Certificate of Authorization for Employment when hiring a foreigner, which states that the new job is eligible under their current visa, you can safely hire them. If the certificate states that the new job is not eligible under their current visa, you can immediately take corresponding measures such as changing the nature of the work or hiring another foreigner.
There is one thing to note here: when hiring a foreigner, if the job content clearly matches the type of visa they hold, you cannot treat them unfavorably even if they do not have the Certificate of Authorization for Employment.
What to Be Aware Of
- There is no legal obligation to apply for and obtain the Certificate of Authorization for Employment.
- Applying for the certificate when changing jobs takes longer to process (1-3 months; not available on the same day as the job change).
- Even if the certificate states that your new work is eligible under your current visa, it does not guarantee approval for future renewals.
When Is the Best Time to Apply?
We recommend applying when you have more than 6 months remaining on your residency.
Applying for the Certificate of Authorization for Employment when changing jobs can take up to 3 months to process, and since you can apply for a visa renewal up to 3 months before the expiration date, we recommend applying when you have more than 6 months left on your residency.
What Documents Are Needed When Applying?
In general, the following documents are required.
- Application form
- “permission to engage in an activity other than that permitted” letter (if applicable)
- Residence card
- Passport (if you don't have one, a statement of reason)
If you are changing jobs, depending on the size and nature of the new job, you may need the following additional documents.
- Letter of resignation
- Withholding Tax Certificate (issued by the previous company)
- Resume
- Degree certificate / proof of academic completion / IT notice qualification certificate (copy)
- Proof of 3 years or more of relevant work experience (if not a university graduate)
- Reason for job change
- Employment justification letter
- Copy of the employment contract signed with the employer
- Copy of Certificate of All Historical Matters of the employer
- Company introduction materials (brochures, etc.) of the employer
- Copy of the financial statements of the employer for the past year (if not available, a business plan)
- Other
Japan's Public Health Insurance
If you plan to resign and then look for your ideal job, you need to consider Japan's public health insurance.
Japan's public health insurance consists of the following two types:
- Health Insurance
- National Health Insurance
If you have been working, you are almost always enrolled in the first type of health insurance. However, on the day after you resign, if you don't go through some procedures, you may not be able to use the discounted rates of health insurance. In other words, if you don't go through the procedures, when you get sick and see a doctor, you may have to pay the full cost of medical expenses.
After resigning, you have mainly two options:
- Enroll in National Health Insurance
- Become a voluntarily-continued insured
Enroll in National Health Insurance?
Within 14 days after resigning, you can go to the municipal office to apply for enrollment in National Health Insurance, and you will be able to switch from your previous health insurance to the National Health Insurance.
Documents Required for Enrollment
- Resignation certificate of health insurance
- Documents that confirm your My Number
- Documents that confirm it is you
- Other documents required by the municipal office
Become a voluntarily-continued insured?
After becoming a voluntarily-continued insured, you can continue to be insured under your previous company's health insurance. If you choose this option, you must meet the following two conditions.
- 1. Have been enrolled in health insurance for at least 2 consecutive months in the past
- 2. Apply within 20 days after the day following your resignation
Where to Apply?
To apply for the status of voluntarily-continued insured, you need to go to the Japan Health Insurance Association branch near your home.
Notes
The maximum period for voluntarily-continued insured is 2 years. After this period, you must go through other procedures. However, foreigners who are staying in Japan on a work visa may have their residence status revoked if they do not work for more than 3 months. Therefore, you need to find a new job within 3 months after resigning.
Foreigners who plan to apply for permanent residence in the future should pay special attention to this. If you do not take any procedures during the period between resigning and starting a new job, and it exceeds 20 days, you may be denied the application for permanent residency due to not fulfilling public obligations in a timely manner.
This article briefly introduced the Notification Relating to the Organization of Affiliation, Certificate of Authorization for Employment, and Japan's Public Health Insurance.
In Japan, foreigners changing jobs may have procedures different from Japanese citizens. It's easy to forget the Notification Relating to the Organization of Affiliation if you're not careful.
If you have any questions about the procedures introduced here, feel free to consult.
Related Acts
The following is referred to as the "Article" for Immigration Control and Refugee Recognition Act.
- Notification of the Contracting Organization
Article 19-16, item (ii) - Notification of the Accepting Organization
Article 19-16, item (i) - Certificate of Authorization for Employment
Article 19-2 - Penalties related to the above notifications
Article 71-2, item (i)
Article 71-5, item (iii)