Changing Jobs in Japan as a Foreigner: Timing, Paperwork and Status Rules

Plan the timing before you resign

The safest approach is usually to find your next job before you leave your current one. Job hunting while employed keeps your income steady, avoids a gap in your work history and gives you time to check that the new job fits your status. Interviews can often be held in the evening or online.

Also check when your period of stay expires. If the expiry date is close, think about whether to renew first, or whether the new job will be reviewed at renewal time. Changing jobs shortly before renewal is possible, but the new employer's documents and the fit of the new duties will be looked at closely.

Many people time their move around bonuses, the end of a project or the start of the Japanese business year in April, but there is no single right month. Mid-career hiring happens throughout the year.

Resigning politely and legally

Under Japanese law, an employee on an indefinite-term contract can generally resign by giving two weeks' notice. Many company rules ask for one month or more, and following them where reasonable helps you leave on good terms. Fixed-term contracts have different rules, so read your contract first.

Tell your direct manager in person first, then submit a resignation letter (退職届 or 退職願) in the format your company uses. Agree on a final working day, hand over your work with clear notes, and return company items such as your ID card, equipment and health insurance card if it was issued through the company.

You may have unused paid leave. Discuss how to use it with your manager early, so it fits around the handover. A calm, well-planned exit also matters later, because you may need documents or a reference from this employer.

Documents to get when you leave

Leaving a job in Japan involves several procedures, and some documents are hard to obtain once you have gone. Make a list and confirm with your company's HR or general affairs team before your last day.

After leaving, you also need to handle health insurance and pension if you do not start the new job immediately: typically by joining National Health Insurance and the National Pension at your city office, or by continuing your company health insurance for a period under set conditions. Residence tax also continues to be charged based on the previous year's income.

• 源泉徴収票 (withholding tax slip): needed by your new employer for year-end tax adjustment, or for your own tax return
• 離職票 (separation notice): needed to apply for unemployment benefits at Hello Work; ask the company to issue it if you may need it
• 雇用保険被保険者証 (employment insurance card): your new employer will ask for it
• Your pension number document (such as the pension book or basic pension number notice)
• 退職証明書 (certificate of employment or resignation), which can help with future status applications
• An employment certificate describing your duties, useful for status applications that look at work experience

Engineer/Specialist status: the 14-day notification

If you hold the Engineer/Specialist in Humanities/International Services status, you do not normally need permission simply to change employers, as long as the new work falls within the same status. You must, however, notify the Immigration Services Agency within 14 days of leaving your employer and again within 14 days of joining a new one. The notification can be submitted online, by post or in person at a regional immigration office.

The new job still has to fit your status. If the new duties are unrelated to your education or experience, or are not specialized work, you may face problems at your next renewal. To check in advance, you can optionally apply for a Certificate of Authorized Employment (就労資格証明書), which shows the Immigration Services Agency's view that the new work fits your status. It is not mandatory, but it can give you and your employer peace of mind before renewal.

Failing to file the notification can count against you in later applications and may lead to penalties. Keep a copy or record of every notification you submit.

Specified Skilled Worker: permission before you start

Specified Skilled Worker works differently. Your status is tied to a designated employer and field, so moving to a new employer requires an application for change of status permission, and you cannot start working at the new company until that permission is granted. Starting work early can be treated as working outside your permitted activities.

Changing within the same field is the most common case. If you want to move to a different field, you generally need to pass that field's skills test and meet its other requirements. You also need to file notifications with the Immigration Services Agency when you leave and join an employer. The official SSW portal explains the current rules.

The time between leaving and receiving permission can mean a period without income, so plan your finances and ask the new employer how long they expect the process to take.

Avoiding gaps and the three-month rule

If a holder of a work status goes three months or more without carrying out the activities of that status, and without a justifiable reason, the status may become subject to revocation. Actively job hunting after leaving a job is generally treated as a justifiable reason, but you should be able to show that you have been searching, for example with records of applications and interviews.

The best protection is to keep the gap short: secure an offer before resigning, keep records of your job search if you do leave first, file your notifications on time, and make sure your next job fits your status. If your period of stay will expire while you are between jobs, seek advice early rather than waiting.

Final decisions on renewals, changes and any revocation are made by the Immigration Services Agency of Japan. If your case is complicated, consider consulting an immigration lawyer or administrative scrivener (行政書士) who handles immigration work.

Making the most of your next move

Update your resume and career history document with concrete results from your current job. Employers hiring mid-career staff want to see what you delivered, not only what your title was.

When you compare offers, look beyond salary: the duties and how they match your status, working hours and overtime, allowances, whether the company has hired foreign staff before, and how it supports renewals. On OlaJob you can filter jobs for Engineer/Specialist holders changing jobs and for Specified Skilled Worker job changes.