Note: This article is based on Japanese laws and materials published by the Immigration Services Agency of Japan (ISA) as of October 9, 2026.
The "statement of reasons for employment" (雇用理由書) that a company attaches to an application for "Gijinkoku" (the common short name for the status of residence "Engineer/Specialist in Humanities/International Services", 技術・人文知識・国際業務) is not a document that laws and regulations require you to submit. It is not on the ISA's list of documents to be submitted either.
However, the ISA states that, when it judges it necessary to check the content of the work in more specific detail, it may request the additional submission of a written explanation or similar material. This statement concerns applications to bring someone from abroad and applications to change status of residence. This article explains what to write, how to check the statement against the application form and the employment contract, and a sample structure.
Contents
- Do you have to submit a statement of reasons for employment?
- When the immigration office asks for additional explanations or materials
- What to write in a statement of reasons for employment
- How to check that the statement does not conflict with the application form and the employment contract
- Sample structure of a statement of reasons for employment (template)
- What the law provides when entries differ from the facts
- Frequently Asked Questions
- Summary
- References
Do you have to submit a statement of reasons for employment?
A statement of reasons for employment is not a document that laws and regulations require you to submit. The ISA gives this answer in its Q&A with regard to the Application for Certificate of Eligibility (COE) (在留資格認定証明書交付申請; for bringing someone from abroad) and the Application for Change of Status of Residence (在留資格変更許可申請; for switching from a status such as Student).
A statement of reasons for employment is a document in which the employer writes the reasons for hiring the person. On the ISA's Gijinkoku page and in its checklists of documents to be submitted (提出書類チェックシート), no document with this name is listed for any of the applications: COE application, change of status or extension. No form or required items are specified either.
| Group | Documents | How the ISA's materials treat them |
|---|---|---|
| On the list of documents to be submitted | Documents clarifying the content of the activities, etc. (such as a document clearly indicating the working conditions), documents certifying the academic background and work experience (such as a résumé (履歴書) and a certificate of graduation), a certificate of registered matters (登記事項証明書), documents clarifying the business activities, a copy of the financial statements, etc. | Submitted with COE and change-of-status applications when the organization falls under Category 3 or 4 |
| Not on the list | Statement of reasons for employment | Not a document that laws and regulations require to be submitted |
Even materials that are not on the list may be requested by the immigration office in the course of the examination (see the next section).
A category is a classification of the organization the foreign national belongs to (所属機関: the company or other body where the foreign national works). For Categories 1 and 2, the ISA states that documents other than the application form, the document certifying the category and the like are "not required in principle" (原則不要).
For Categories 3 and 4, starting with applications filed on or after April 15, 2026, a Declaration concerning the Representative of the Organization (所属機関の代表者に関する申告書) is also submitted. When the applicant mainly engages in work dealing directly with people, etc. using language ability, documents proving language ability equivalent to CEFR B2 are added as well. The full set of documents is summarized in our Complete Guide to the Gijinkoku Visa.
The Regulation for Enforcement of the Immigration Control and Refugee Recognition Act (出入国管理及び難民認定法施行規則) provides that, in addition to the materials specified for each status of residence, "other reference materials" (その他参考となるべき資料) are to be submitted. As our office understands it, a statement of reasons for employment that a company attaches voluntarily is submitted as this kind of material.
A COE application is filed by the foreign national or by a staff member of the organization that will accept the foreign national (as a representative). Applications for change of status and for extension are, in principle, filed by the foreign national.
Source: Immigration Services Agency of Japan, "Frequently Asked Questions on Applications concerning Work-related Statuses of Residence (Q&A)" (in Japanese; July 2026; hereinafter the "Work Status Q&A", 就労資格Q&A), Q2, Q5 and Q22, "Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese), checklists of documents to be submitted (COE, common, COE, Categories 3 and 4, change of status, common, change of status, Categories 3 and 4, extension) (in Japanese); e-Gov Laws and Regulations Search, "Regulation for Enforcement of the Immigration Control and Refugee Recognition Act" (in Japanese), Article 6-2, paragraph 2, Article 20, paragraph 2 and Article 21, paragraph 2
When the immigration office asks for additional explanations or materials
The ISA states that, in the course of the examination, it may request materials that are not on the list of documents to be submitted. Its published materials describe the situations in which it asks for explanations or materials as follows.
- When, for a COE or change-of-status application, it judges it necessary to check the content of the work in more specific detail: it may request the additional submission of a detailed written explanation of the reasons for employment and the job duties, or similar material
- When the application states that the applicant will engage in translation or interpretation: in addition to proof of ability, it may, as necessary, ask for an explanation of which languages the translation or interpretation is between and what kind of work there is (stated in the section on cases of international students who graduated from a vocational school (専門学校))
- When activities that do not fall under Gijinkoku need to be carried out as training: it may, as necessary, ask for the submission of materials showing the career steps after joining the company, including those of Japanese employees, and the specific job duties at each stage
- Applications in which the applicant will engage in practical training (on-the-job training) for more than one year from hiring: it requests the submission of a training plan and examines the reasonableness of the practical training period
Among its cases of denial, the ISA includes an application in which a statement of reasons for employment was submitted. It was a change-of-status application by an international student who had graduated from a vocational school. The statement said that the company needed the applicant as an interpreter in an overseas business field in which it was planning to develop new business.
The immigration office asked for the academic transcript and documents showing Japanese language ability. All grades in the Japanese language subjects were C (the lowest on a three-level scale), no documents showing Japanese language ability were submitted, and the application was denied.
The Gijinkoku page carries a note that, for an application without the complete set of documents to be submitted, the examination may be significantly delayed or the application may possibly result in an adverse disposition. This note is about the documents to be submitted. How an application is treated when no statement of reasons for employment is attached is not stated in the ISA materials we checked this time (as of October 2026).
The inquiry into facts for residence examinations is provided for in Article 59-2 of the Immigration Control and Refugee Recognition Act. An immigration inspector may question the persons concerned and request the presentation of documents.
Source: Immigration Services Agency of Japan, "Work Status Q&A" (in Japanese), Q22, "Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese), points to note when applying, "Attachment 1 (Permitted Practical Training)" (in Japanese), 2 and 3, "Attachment 3 (Cases)" (in Japanese), 3-2; e-Gov Laws and Regulations Search, "Immigration Control and Refugee Recognition Act" (in Japanese), Article 59-2
What to write in a statement of reasons for employment
The items to write in a statement of reasons for employment are decided so that they correspond to the requirements the ISA explains in the Clarification (明確化等について). The way the items are divided is our office's own arrangement and is not something specified by the ISA.
| Item to write (our office's arrangement) | Corresponding explanation by the ISA |
|---|---|
| The company's business and the reasons for hiring | The activities based on the contract must be carried out lawfully in Japan and must be expected to continue |
| The content of the work to be assigned | Work in the field of natural science or humanities must be an activity that requires specialized ability of at least a certain level, grounded in an academic background. Whether the activities fall under Gijinkoku is judged by looking at the activities during the period of stay as a whole |
| The connection between the applicant's major and career background and the work | The subject majored in must be related to the work the applicant intends to engage in (when the requirements are met through academic background) |
| Remuneration | The applicant must receive remuneration equivalent to or greater than that a Japanese national receives for the same work |
| Practical training at the start of employment (if any) | Permitted, after its appropriateness is judged, when it is part of practical training also given in the same way to Japanese employees who are university graduates, etc. and, looking at the activities during the period of stay as a whole, it does not take up the greater part of the period of stay |
| Language used in the work (in the case of work dealing directly with people, etc. mainly using language ability) | The premise is that the applicant has language ability equivalent to CEFR B2 |
For the content of the work, write what the person will actually do, not just the name of the occupation. Among the ISA's cases of denial, there are some in which the volume of work was the reason.
- Accounting management and labor management at a company with 12 employees: it was found that a sufficient volume of work to be performed as the main activity could not be recognized
- Translation of manuals at a building cleaning company: it was found that this was not work that arises constantly and that the volume of work could not be recognized
How the relevance between the major and the work is viewed depends on the type of school the applicant graduated from. The judgment for each type of school is explained in Gijinkoku: "Relevance between the Major and the Work". The documents on language ability needed for work dealing directly with people are summarized in Documents Proving Language Ability for Gijinkoku.
Source: Immigration Services Agency of Japan, "Clarification of the Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese; 「技術・人文知識・国際業務」の在留資格の明確化等について; last revised April 2026; hereinafter the Clarification), 1(1), 1(2), 2(1) and 2(3), "Attachment 1 (Permitted Practical Training)" (in Japanese), 1, "Attachment 3 (Cases)" (in Japanese), 3-1 and 3-2, "Attachment 4 (Work Dealing Directly with People Using Language Ability)" (in Japanese), 1
How to check that the statement does not conflict with the application form and the employment contract
What you write in the statement of reasons for employment should be the same as what is written in the application form and the employment contract. The Immigration and Residence Examination Guidelines (入国・在留審査要領) state that whether the activities fall under Gijinkoku, among other matters, is checked through the entries in the columns of the application form and the supporting documents.
| What you write in the statement of reasons for employment | Columns of the application form to check against | Documents to check against |
|---|---|---|
| Content of the work | Occupation (職種), Details of activities (活動内容詳細), Position (Title) (職務上の地位（役職名）) | "Job duties" (従事すべき業務) in the document clearly indicating the working conditions |
| Amount of remuneration | Salary/Reward (amount of payment before taxes) (給与・報酬（税引き前の支払額）) | Wages in the document clearly indicating the working conditions |
| Contract period, date of joining the company | Period of work (就労予定期間), the start date of employment (date of joining the company) (雇用開始（入社）年月日) | Contract period in the document clearly indicating the working conditions |
| Academic background, major, work experience | Education (最終学歴), Major field of study (専攻・専門分野), Work experience (職歴), Business experience (実務経験年数) | Résumé, certificate of graduation, certificate of employment |
| The company's capital, sales and number of employees | Capital (資本金), Annual sales (latest year) (年間売上高（直近年度）), Number of employees (従業員数) | Certificate of registered matters, copy of the financial statements, documents clarifying the business activities |
The "Salary/Reward" column of the application form carries a note that it excludes various types of allowances (commuting, housing, dependents, etc.) and payments in the nature of reimbursement of actual expenses. When you write the remuneration in the statement of reasons for employment, make sure the amount covers the same scope.
The notes on the application form say that, when the space in a column is not sufficient, you should write on a separate sheet and attach it. At the end of the application form (For organization, 所属機関等作成用) is the sentence "I hereby declare that the statement given above is true and correct." (以上の記載内容は事実と相違ありません。), and the name of the organization and the name of its representative are entered there (written or printed; a handwritten signature is not required).
Among the ISA's cases of denial, there is one in which the content of the work differed between documents. The application stated that the applicant would engage in translation and interpretation at the client (the company receiving the dispatched worker), but the job duties in the written worker dispatch contract were "store staff" (店舗スタッフ). When the immigration office checked with the client, it was explained that the applicant would be engaged in in-store sales and customer service at a retail store, and the application was denied.
How to fill in each section of the contract is explained in How to Write an Employment Contract and a Notice of Employment for Gijinkoku. If you are unsure whether the content is consistent across your documents, we can review the drafts of the application form, the contract and the statement of reasons for employment together with you through our consultation on applications for Engineer/Specialist in Humanities/International Services.
Source: Immigration Services Agency of Japan, "Application for Certificate of Eligibility" (in Japanese and English), For applicant 2 (申請人等作成用2), For organization 1 and 2 (所属機関等作成用1・2) and notes, "Attachment 3 (Cases)" (in Japanese), 3-1; Immigration and Residence Examination Guidelines (入国・在留審査要領), Part 12, Chapter 2, Section 15, No. 1, 4 (第1の4)
Sample structure of a statement of reasons for employment (template)
The following structure is a sample prepared by our office. It is not a form specified by the ISA. The parts marked "〇〇" and the content of the sample entry are fictitious.
- Date of preparation, addressee, and the company's address, name and representative's name
- Title (Statement of Reasons for Employment)
- 1 Applicant: name, nationality/region, date of birth
- 2 Our company's business and the reasons for hiring: the content of the business, the work of the department to which the applicant will be assigned, and the circumstances that made a person necessary for that work
- 3 Work to be assigned: the content of the work, the knowledge and skills used, and the approximate share of each task
- 4 Connection between the major and career background and the work: the subjects majored in and the work experience that are used in the work in 3
- 5 Remuneration and working conditions: the amount of remuneration, the contract period and the place of employment (the same content as the document clearly indicating the working conditions)
- 6 Practical training at the start of employment (if any): the period, the content, the fact that Japanese employees receive the same training, and the work after the training
- 7 Language used in the work (in the case of work dealing directly with people, etc. mainly using language ability): the languages used and the situations in which they are used
- The applicant will be in charge of the following work in the 〇〇 Department of our company.
- (1) Translation of contracts and specifications exchanged with business partners in 〇〇-speaking regions (about 〇〇% of all the work)
- (2) Interpretation in business negotiations with business partners and in the coordination of delivery dates and quantities (about 〇〇%)
- (3) Preparation of product materials for overseas markets (about 〇〇%)
- All of these are work that uses the knowledge of 〇〇 studies, which the applicant majored in at university, and the applicant's ability in the 〇〇 language and Japanese.
There are no rules on the title, the addressee or the length. The addressee on the application forms for COE, change of status and extension is in every case "To the Minister of Justice" (法務大臣 殿).
Write the applicant's name in the same way as on the application form. The application form carries a note that, if the applicant has a valid passport, the name is to be written as shown in the passport.
Please do not use the wording of the samples as it is. Rewrite it to reflect your company's actual work and the applicant's actual background.
Source: Immigration Services Agency of Japan, "Application for Certificate of Eligibility" (in Japanese and English), "Application for Change of Status of Residence" (in Japanese and English), "Application for Extension of Period of Stay" (in Japanese and English)
What the law provides when entries differ from the facts
If it is found that permission was obtained by submitting a document containing entries that differ from the facts, the Minister of Justice may revoke the status of residence. The basis is Article 22-4, paragraph 1 of the Immigration Control and Refugee Recognition Act. There are also penalty provisions.
| Provision | Content | Basis (Immigration Control and Refugee Recognition Act) |
|---|---|---|
| Revocation of status of residence | When it is found that the person received a seal of verification for landing, etc. by deceit or other wrongful means | Article 22-4, paragraph 1, item 2 |
| Revocation of status of residence | When, beyond the case above, it is found that the person received a seal of verification for landing, etc. by submitting or presenting a document that contains a false entry | Item 3 of the same paragraph |
| Penalties | A person who, by deceit or other wrongful means, landed in Japan after receiving landing permission, etc., or received permission such as a change of status of residence or an extension of the period of stay. Imprisonment (拘禁刑) for not more than 3 years or a fine of not more than 3 million yen, or both | Article 70, paragraph 1, item 2-2 |
| Penalties | A person who, for the purpose of profit, facilitated the commission of the above act. Imprisonment (拘禁刑) for not more than 3 years or a fine of not more than 3 million yen, or both | Article 74-6 |
A "seal of verification for landing, etc." (上陸許可の証印等) includes landing permission that involves a decision on the status of residence, and permission such as a change of status of residence or an extension of the period of stay. When there are two or more, it refers to the most recent one.
As an example of item 2, the ISA cites a case in which a person who intends to do unskilled labor declares that he or she will engage in activities falling under the status of residence "Engineer" (技術). As for item 3, it explains that the use of deceit or other wrongful means is not a requirement, and that intent on the part of the applicant is not required.
Documents prepared by the company also include a confirmation that their content is true. The Declaration concerning the Representative of the Organization (reference form) states that, if it contains content that is not true, the application may be judged to be a false application.
How cases are treated when the work stated in the application and the actual work after joining the company differ is explained in Gijinkoku: What Happens If You Assign Work Different from the Application?.
Source: e-Gov Laws and Regulations Search, "Immigration Control and Refugee Recognition Act" (in Japanese), Articles 22-4, 70 and 74-6; Immigration Services Agency of Japan, "Revocation of Status of Residence (Article 22-4 of the Immigration Control and Refugee Recognition Act)" (in Japanese), "Declaration concerning the Representative of the Organization (reference form)" (in Japanese)
Frequently Asked Questions
Should a company in Category 1 or 2 also attach a statement of reasons for employment?
Its submission is not requested. For Categories 1 and 2, the ISA states that documents other than the application form, the document certifying the category and the like are "not required in principle." The point that the immigration office may request materials not on the list in the course of the examination is the same for every category.
Is a statement of reasons for employment needed for an extension of period of stay as well?
A statement of reasons for employment is not on the list of documents to be submitted for an extension either. For the first extension after a job change to a company, etc. in Category 3 or 4, documents clarifying the content of the activities, etc. and other documents are added to the list.
As for practical training, the ISA's materials state that, if at the time of extension the applicant is to engage in it beyond what was originally planned, the circumstances will have to be explained. If there are no reasonable grounds, the extension will not be granted.
Can we use sample texts on the internet or another company's statement of reasons for employment as a draft?
There is no prescribed form for a statement of reasons for employment. However, if you use another company's statement as a draft and submit it with entries that differ from your company's work or the applicant's background still left in it, you will be submitting a document that differs from the facts. Rewrite the content of the work, the amounts and the correspondence with the major while looking at the application form and the employment contract.
Source: Immigration Services Agency of Japan, "Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese), "Checklist of Documents to be Submitted (Extension)" (in Japanese), "Attachment 1 (Permitted Practical Training)" (in Japanese), 4
Summary
A statement of reasons for employment for Gijinkoku is not a document that laws and regulations require you to submit, and it is not on the ISA's list of documents to be submitted either. The ISA states that, when it judges it necessary to check the content of the work in more specific detail, it may request the additional submission of a detailed written explanation of the reasons for employment and the job duties, or similar material. This statement concerns COE and change-of-status applications.
When you write one, first finalize the columns of the application form such as "Details of activities" and "Salary/Reward" and the content of the document clearly indicating the working conditions. In the statement of reasons for employment, write that same content in prose, in this order: the business and the reasons for hiring, the work, the connection with the major, remuneration, practical training, and the language used in the work. Entries that differ from the facts may be subject to revocation of the status of residence or to penalties.
References
- Immigration Services Agency of Japan, "Frequently Asked Questions on Applications concerning Work-related Statuses of Residence (Q&A)" (in Japanese; July 2026)
- Immigration Services Agency of Japan, "Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese) and the checklists of documents to be submitted (accessed October 9, 2026)
- Immigration Services Agency of Japan, "Clarification of the Status of Residence "Engineer/Specialist in Humanities/International Services"" (in Japanese; last revised April 2026), main text and Attachments 1, 3 and 4
- Immigration Services Agency of Japan, "Application for Certificate of Eligibility" (in Japanese and English), "Application for Change of Status of Residence" (in Japanese and English), "Application for Extension of Period of Stay" (in Japanese and English)
- Immigration Services Agency of Japan, "Declaration concerning the Representative of the Organization (reference form)" (in Japanese)
- Immigration Services Agency of Japan, "Revocation of Status of Residence (Article 22-4 of the Immigration Control and Refugee Recognition Act)" (in Japanese; accessed October 9, 2026)
- Immigration Services Agency of Japan, Immigration and Residence Examination Guidelines (入国・在留審査要領), Part 12, Chapter 2, Section 15
- Immigration Control and Refugee Recognition Act, Articles 22-4, 59-2, 70 and 74-6
- Regulation for Enforcement of the Immigration Control and Refugee Recognition Act, Articles 6-2, 20 and 21, Appended Table III and Appended Table III-7
