Zagdim Reader Desk · Japan foreign staff hiring
Hiring foreign staff in JapanEmployment notifications and social insurance enrolment
If your company in Japan is hiring a foreign employee, you confirm the permitted scope of work first, then file the employment notification and enrol the employee in insurance. The Zagdim Reader Desk first establishes which stage of hiring you are at, then shortlists suitable Japanese professionals.
Information checked: 29 October 2026
01 · ABOUT
Hiring foreign staff: which step are you at?
An employee who holds a residence card (在留カード) is not thereby permitted to do every kind of work. Before hiring, confirm the status of residence (在留資格), the period of stay and the permitted scope of work. Social insurance and employment insurance each have their own conditions for enrolment, forms and deadlines, which are checked against the actual duties, working hours and pay.
- The employment notification does not replace permission to workThe notification is an employer’s obligation, not permission to work.
- Permanent residents must be reported tooOnly the Diplomat and Official statuses and special permanent residents are excluded.
- Put the terms in writingDuties, working hours and pay are clearly recorded.
Employment notifications are received by the public employment security office (公共職業安定所, Hello Work), health insurance and pensions are handled by the Japan Pension Service, and residence procedures are applied for separately with the immigration authorities.
Logos belong to the respective bodies and are shown only to identify where a matter is handled. Zagdim is not affiliated with them.
Which hiring situation are you in now?
Closest to your situation:
First hire
| Filing | Deadline | Received by |
|---|---|---|
| New coverage for health insurance and employees’ pension insurance | Within 5 days of the event | Japan Pension Service |
| Employee’s acquisition of insured status | Within 5 days of the event | Japan Pension Service |
| Acquisition of employment insurance status | The 10th of the month after hiring | Public employment security office |
A corporation with only its representative must also join health insurance and employees’ pension insurance if it meets the conditions.
Next steps
- Have the duties, pay and the company’s insurance position ready, and tell the Reader Desk
Hiring someone changing jobs in Japan
- Check firstThe residence card, the period of stay, and whether the new duties fall within the permitted scope of work.
- Filing deadlineFor those joining employment insurance, the 10th of the month after hiring; for those not joining, by the end of the month after hiring.
- What to prepareResidence card, description of duties and details of the change from the previous job.
Next steps
- Tell the Reader Desk the employee’s status of residence and the new duties
Part-time arrangement
- Check firstWeekly working hours, pay, and whether the employee holds permission to engage in activity outside the status of residence (資格外活動許可).
- InsuranceHealth insurance and employees’ pension insurance are determined by pay and working hours, and the answer is not the same in every case.
- FilingFor those not joining employment insurance, hiring and leaving are notified by the end of the following month.
Next steps
- Tell the Reader Desk the weekly working hours and the employee’s status of residence
Employee leaving
| Filing | Deadline | Received by |
|---|---|---|
| Loss of employment insurance status | Within 10 days from the day after leaving | Public employment security office |
| Employment status of foreign nationals (not in employment insurance) | By the end of the month after leaving | Public employment security office |
Next steps
- Tell the Reader Desk the leaving date and whether the employee is in employment insurance
Sources: Ministry of Health, Labour and Welfare – Notification of Employment Status of Foreign Nationals (外国人雇用状況届出) / Japan Pension Service – guidance on coverage and acquisition of insured status / Immigration Services Agency – Q&A. Checked 29 October 2026.
03 · CASES
What should every employer watch for?
In every caseThe employee and the employer have different notification duties; before hiring, first confirm that the employee may do the agreed work. Specified Skilled Worker, dispatch and job placement are governed by separate schemes and fall outside the ordinary hiring procedure.
07 · EXPERTS & PROFESSIONALS
Which Japanese professionals are involved?
Depending on the case, different Japanese professionals are involved.
Labour and social security attorney
社会保険労務士 · shakai hoken rōmushiEmployment documents, and social and labour insurance procedures.
Administrative scrivener
行政書士 · gyōsei shoshiWhere suitably qualified, can be engaged to submit residence applications on your behalf.
Lawyer
弁護士 · bengoshiWhere a labour dispute already exists, gives legal advice and acts as your representative.
MATCHING
How Zagdim shortlists the right professionals
What you need
Zagdim Reader Desk- Clarifying the need
- Matching providers
- Follow-up at key points
The right professionalZagdim Reader Desk
Establishes what you need · shortlists and introduces · follows up
No charge to readersProfessionals in Japan
Professional advice and handling
Quote · contract · payment · receiptTell the Reader Desk where the company is first
- You tell the Reader DeskThe company’s location and the hiring situation
- The Reader Desk checksWhether a suitable professional can be arranged
- The Reader Desk repliesIf no suitable provider is available, we say so plainly
08 · CONSULTATION
What to have ready before you get in touch
Have the points below ready, then arrange a time by WhatsApp or email.
- Duties, place of work and working hours
- The employee’s current status of residence and its expiry
- Whether the company has joined health insurance and employees’ pension insurance
- Whether employment insurance has been joined
The Zagdim Reader Desk handles contact and follow-up.
Send us your details
The more you tell us, the better the Zagdim Reader Desk understands your situation before we speak.Four steps after you get in touch
- Contact the Reader DeskExplain the hiring situation and the employee’s status of residence.
- A written briefThe Reader Desk prepares it; you confirm it.
- Introduction to a professionalBefore the introduction, the written quote, out-of-pocket costs and conditions for extra charges are confirmed.
- Quote and engagementYou decide whether to engage, and contract and pay directly.
