The Importance of Proof of Employment and Service Certificates for Japanese Work Visas#

In the Japanese immigration system, when a foreign national applies for a work visa (specifically for statuses of residence such as “Engineer/Specialist in Humanities/International Services” or “Skilled Labor”), they must satisfy requirements regarding either their “educational background” or their “practical experience.” For applicants who do not meet the educational requirements, such as graduating from a university, the “years of practical experience” become the decisive factor in determining whether the visa will be granted.

This article provides an objective explanation of the importance of the “Certificate of Retirement” (often referred to as a Certificate of Employment or Service Certificate) which is essential for proving practical experience. It also details the specific information that must be included in these documents and points to consider during the screening process.

Understanding the Requirements for Practical Experience#

Under Japanese immigration law, the number of years of practical experience required depends on the specific type of work the applicant intends to engage in.

For example, under the “International Services” category, which includes jobs like translation, interpretation, and language instruction, a minimum of three years of relevant experience is generally required. For the “Engineer/Specialist in Humanities” category, covering roles such as software engineers, designers, or corporate specialists, applicants without a university degree typically need to prove at least 10 years of experience. Similarly, for the “Skilled Labor” visa, which applies to chefs, pilots, and sports instructors, 10 years of experience is the standard requirement (though this may be reduced to 5 years for certain cuisines, like Thai cooking, under bilateral agreements).

It is crucial to note that “practical experience” implies more than just being on a company’s payroll. It requires proof that the applicant was engaged exclusively in the relevant specialized duties during that period.

Why the Certificate of Employment (Service Certificate) is Mandatory#

During the examination by the Immigration Services Agency of Japan (ISA), an applicant’s self-declaration (such as a CV or resume) is not considered sufficient proof of experience. The ISA requires objective evidence in the form of original “Certificates of Retirement” or “Certificates of Employment” issued by previous employers.

This document serves a greater purpose than simply proving an individual worked at a specific company. It is the primary evidence used by the immigration examiner to verify “what specific duties were performed” and “how long those duties were performed.” Without this third-party verification, the examiner cannot confirm if the applicant meets the statutory requirements.

Essential Information Required on the Certificate#

To successfully prove practical experience, the Certificate of Employment must cover specific details. Vague or incomplete information can lead to delays in the examination process or requests for additional documentation. The following items are essential:

1. Period of Employment (Start and End Dates): The document should state the exact dates of employment (e.g., “From [Month] [Day], [Year] to [Month] [Day], [Year]”). Since the calculation of experience years is conducted strictly—often down to the month—approximate dates can be risky and may lead to the period not being counted fully.
2. Detailed Description of Duties: This is the most critical section. Generic titles like “Staff,” “Regular Employee,” or “Worker” are insufficient because they do not prove specialization. The certificate must explicitly state that the applicant performed duties relevant to the visa category. Examples include “Programming and system development,” “Chef specializing in authentic French cuisine,” or “Trade administration and translation.”
3. Issuer Information, Signature, and Official Seal: The certificate must include the company name, address, phone number, date of issue, and the signature of a representative (such as the CEO or HR Manager). It should ideally be printed on company letterhead and include the company’s official stamp (seal). This establishes the authenticity of the document.

Common Pitfalls and Challenges#

Applicants often face several challenges when attempting to prove their practical experience. Being aware of these potential issues is vital for a smooth application process.

Bankruptcy or Dissolution of Former Employers#

A common issue arises when a previous employer has gone out of business. If the company no longer exists, it cannot issue a certificate. In such cases, applicants may attempt to use alternative documents, such as past employment contracts, tax records, pay slips, or affidavits from former colleagues. However, the burden of proof is significantly higher, and the Immigration Bureau may not accept these as equivalent to an official certificate, potentially resulting in those years not being counted.

Discrepancy in Job Duties#

If an applicant applies for a “Skilled Labor (Chef)” visa but their previous certificate states their duties were “Kitchen Assistant and Waiter,” the immigration examiner may deduct the time spent on waiting tables from the total experience. The experience must be relevant to the specialized skill being claimed. Furthermore, any inconsistency between the dates or job titles listed on the applicant’s CV and the official certificates can raise suspicions of falsified applications.

Refusal to Issue Certificates#

In some instances, former employers may refuse to issue a certificate, particularly if the employment ended on bad terms. While Japanese labor law obligates employers to issue proof of employment upon request, foreign companies are subject to local laws and customs, making it difficult to force compliance from Japan.

Conclusion#

In the context of Japanese working visa applications, the verification of practical experience is conducted with even greater scrutiny than educational background checks. The “Certificate of Employment” (or Certificate of Retirement) is central to this process.

It is not merely a record of past attendance but a critical document that validates the applicant’s professional skills and history. Therefore, before submitting an application, it is imperative to ensure that certificates can be obtained from all relevant past employers and that the information contained within them is accurate, specific, and consistent with the requirements of the Immigration Control and Refugee Recognition Act. Consistency and objective proof are the keys to a successful application based on practical experience.