Introduction

Foreign nationals and their employers under the “Skilled Labor” status of residence often worry when they cannot promptly obtain an official employment certificate from the company but need to apply for extension of period of stay.
For extension, the immigration authority requires documents proving your current employment, but in practice it is sometimes possible to substitute other documentation instead of a formal employment certificate.

This article explains the basic requirements for renewing the “Skilled Labor” status and introduces alternative documents and practical points you can consider when you are unable to submit an employment certificate, based on information from official sources such as the Immigration Services Agency of Japan.

Basic Information on the “Skilled Labor” Status and Its Official Name

According to the categories set by the Ministry of Justice and the Immigration Services Agency, the “Skilled Labor” status covers activities that require advanced skills in specific fields, such as foreign cuisine chefs, sports instructors, or aircraft pilots.​
The official English name used in governmental materials is “Skilled Labor,” and you should use this wording when you need to refer to the status in English.​

Renewal of period of stay focuses on whether you are still engaging properly in activities under the “Skilled Labor” status and whether your remuneration is at least equal to that of a Japanese national in a comparable position.
The Immigration Services Agency’s page on “Application for Extension of Period of Stay” states that applicants must submit the prescribed application form and supporting documents before the expiry date of their current period of stay, and that, in principle, they can apply from about three months before the expiry date if their period of stay is six months or more.​

Typical Documents Required for Extension of Period of Stay

Basic Documents Shown in Official Information

The “Application for Extension of Period of Stay” page lists common basic documents for all types of status, such as the application form (with photo) and presentation of the residence card.​
For work-related statuses, it is generally required to submit additional documents concerning your employer and income, such as a copy of your employment contract and a withholding tax statement.

Commonly Requested Employment-Related Documents

Although the term “employment certificate” is not always explicitly used in official guidance, in practice immigration bureaus usually request one or more of the following:

• Copy of the employment (labor) contract
• Copy of the withholding tax statement for salary income (e.g., for the previous year)​
• Certificates of residence tax (taxation and payment)
• Company profile documents (e.g., registry certificate, financial statements), depending on the type of application​

For “Skilled Labor” as well, it is safer to assume that such documents will be required to verify the actual work activities and remuneration level.

Alternative Documents When You Cannot Provide an Employment Certificate

The following discussion reflects general practice and does not guarantee that immigration authorities will always accept these alternatives.
However, considering the purpose of the examination, the key is whether you can demonstrate, by other documents, that you are continuously engaging in “Skilled Labor” activities with the same employer.

1. Employment Contract and Renewal Agreements

If you are still employed under the same conditions, the initial employment contract and any subsequent renewal agreements are strong evidence.
When the contract clearly states the contract period, job description, and salary, it can serve a function similar to an employment certificate.

2. Payslips and Bank Deposit Records

Several months of recent payslips together with bank statements showing the corresponding salary deposits can demonstrate that you are actually working and being paid.
If the payslips show the company name, pay date, gross amount, and deductions, they help to establish the reality of your employment.

3. Social Insurance Documents Issued Under the Company’s Name

If available, documents such as your health insurance card (under the company’s health insurance scheme) or notifications related to employees’ pension insurance can support the existence of an ongoing employment relationship.
These are not necessarily listed as mandatory items, but they can be useful supplementary documents when no formal employment certificate can be issued.

4. Explanatory Letter from the Employer

If, due to internal reasons (such as absence of the HR officer, corporate policy, system trouble, or organizational changes), the company cannot issue its standard employment certificate in time, you may ask the company representative or HR staff to prepare an explanatory letter.
This letter should include your name, date of hire, current department and job description, whether you work full time or part time, and an outline of your remuneration, so that it can function similarly to an employment certificate.

Example Scenario: Renewal Without a Formal Employment Certificate

Mr. A, a foreign chef working at a restaurant under the “Skilled Labor” status, needed to renew his period of stay, but the HR manager who normally issues employment certificates was on long-term leave and the company’s standard certificate format could not be prepared before the deadline.
In this situation, Mr. A submitted a set of alternative documents, including:

• A copy of his existing employment contract (which stated that the contract would be automatically renewed)
• Payslips and bank deposit records for the last six months
• A copy of his health insurance card showing company-based coverage
• A letter signed by the restaurant manager confirming that Mr. A was still working full time as a chef and that the company intended to continue employing him

After examination, the immigration bureau granted the extension of period of stay, although the processing time was somewhat longer than usual.
Of course, even if similar documents are submitted, the result may differ depending on factors such as the company’s financial condition, actual business operations, and the applicant’s past immigration history.

Important Points to Check Before Applying

Application Deadline and Period of Stay

The Immigration Services Agency clearly states that you must apply for extension before the expiry date of your current period of stay.​
If your period of stay is six months or more, you can generally apply from about three months before the expiry date, so it is advisable to start coordinating with your employer as early as possible when obtaining an employment certificate may be difficult.​

Collecting Public and Objective Documents

When substituting other documents for an employment certificate, you should prioritize materials that objectively prove your work status.
Public documents such as local government certificates of taxation and payment of residence tax, withholding tax statements, and social insurance documents can significantly increase the persuasiveness of your application.​

Each Case Is Assessed Individually

In examination of status of residence, immigration authorities consider the applicant’s educational and professional background, the reality of the employer’s business, and the past record of residence in Japan.​
The mere absence of a formal employment certificate does not necessarily mean that your application will be denied, but it makes it more important to prepare other documents carefully and explain the situation in detail.

Conclusion

For extension of period of stay under the “Skilled Labor” status, it is essential to prove your current employment situation and remuneration, but this does not mean that only a formal employment certificate is acceptable.
When it is difficult to obtain such a certificate, you may still be able to support your application by combining alternative documents such as employment contracts, payslips and bank statements, social insurance records, and explanatory letters from the employer.

Since examination is conducted based on the totality of circumstances, it is important to plan your document set according to your specific case.
If you find that you cannot obtain an employment certificate in time, you should promptly check the latest guidance from the Immigration Services Agency and consider consulting a qualified professional.