Introduction
The status of residence “Skilled Labor” is granted to foreign nationals who engage in work that requires specialized and experienced skills in specific industrial fields, such as cooks of foreign cuisine, sports instructors, aircraft pilots or mechanics, and precious metal processing technicians.
When the employer relocates its office and changes the registered address, many foreign workers become concerned about what additional documents may be required for renewing their period of stay and what notifications or preparations should be completed in advance.
This article explains, based on official information, the key points and typical additional documents that may be requested in practice when applying for renewal of the “Skilled Labor” status of residence after the employer’s location has changed.
Basic points on employer location change and “Skilled Labor”
According to the Immigration Services Agency of Japan, activities falling under the “Skilled Labor” status of residence are defined as engaging in work that requires experienced skills in specific industrial fields based on a contract with a public or private organization in Japan.
When renewing the period of stay, it is especially important that the actual job duties still fall within the scope of “Skilled Labor” and that the activities and income are continuous and stable.
Even if the employer’s location changes, in general it is not necessary to change the status of residence itself if:
- The contracting company (legal entity) remains the same, and
- The person continues to engage in the same kind of “Skilled Labor” duties as before.
Notification obligation regarding organization and “change of location”
The Immigration Services Agency has established a notification system concerning the organization for mid- to long-term residents who hold working statuses of residence such as “Engineer/Specialist in Humanities/International Services,” “Care Worker,” “Entertainer,” “Skilled Labor,” and “Specified Skilled Worker.”
Foreign nationals with such working statuses must notify the authorities within 14 days in cases such as:
- The current organization ceases to exist
- The name or location of the organization changes
- The person leaves the current organization or transfers to another organization
If the workplace moves and the registered head office or the contracting legal entity changes its location, this may fall under the category of “change of location of the organization,” and a notification must in principle be filed within 14 days from the date of change.
On the other hand, the Q&A clarifies that a notification is not required in cases where the person is simply transferred to another branch of the same company, as long as the contracting organization (head office) itself does not change.
Relationship between employer location change and renewal of period of stay
The notification concerning the organization is a different procedure from the renewal of period of stay, and filing the notification does not automatically renew the period of stay.
However, the Q&A clearly states that failure to file the prescribed notification or making a false notification may result in penalties and may also have an adverse effect on future applications related to residence.
Therefore, if the employer’s location has changed and the notification has not been filed, leaving it unattended may be evaluated negatively in the examination of renewal of period of stay.
It is safer to complete the required notification concerning the organization before applying for renewal if any change in location has occurred.
Concept of additional documents that may be requested when renewing “Skilled Labor”
The basic set of documents required for applications for renewal of period of stay is shown in the official guidelines issued by the Ministry of Justice and the Immigration Services Agency, but in practice the authority may request additional documents depending on the circumstances of each case.
When there has been a change in the employer’s location, it is advisable to prepare documents that support the following points:
- Documents proving the actual continuation of the employer’s business
- Documents proving that the job duties fall within the scope of “Skilled Labor”
- Documents proving the stability of salary and livelihood
These are not statutory obligations specifically tied to the fact of location change itself, but are rather supplemental documents that can help the authority examine the case smoothly.
Concrete examples of possible additional documents in case of location change
Below are examples of documents that are worth preparing when applying for renewal after a change of employer location:
- Certified copy of the company registry (showing the new registered office)
If the head office address has been changed in the commercial registry, a recent certified copy can objectively prove the fact of location change and continuity of the法人. - Lease agreement for the new office or shop and photos of the premises
A copy of the lease agreement and photos of the exterior and interior of the new office or shop can help demonstrate that actual business is being conducted at the new location.
This is particularly useful for foreign restaurants and other typical workplaces for “Skilled Labor” holders. - Employment contract or notice of working conditions with the new location stated
By submitting an employment contract or notice of working conditions that shows the new work location, you can clarify that the essential working conditions such as job duties, salary, and working hours remain appropriate. - Recent financial statements or trial balances (if necessary)
If the relocation might be interpreted as part of business downsizing, it may be helpful to provide financial documents showing sales and profit in order to explain the continuity and stability of the business. - A copy of the notification concerning the organization (if available)
If you can present evidence that you or the employer properly filed the notification of change of location within 14 days, this supports the fact that the legal obligation has been complied with.
Illustrative example: restaurant relocation and renewal of a “Skilled Labor” holder
Consider the following example:
“A foreign national A, holding the ‘Skilled Labor’ status of residence as a cook at a foreign cuisine restaurant, faces renewal of the period of stay after the restaurant relocates within the same city, and the company’s registered head office also changes to the new restaurant address.”
In such a case, the following preparations would be advisable:
- Confirm that the contracting legal entity remains the same and that A will continue to engage in cooking duties that fall under “Skilled Labor.”
- Obtain a recent certified copy of the company registry showing the new registered office and attach it to the renewal application.
- Prepare a copy of the lease agreement for the new restaurant and photos showing that it is actually operating.
- Attach an employment contract or notice of working conditions that includes the new location and confirms appropriate salary and working hours.
- Confirm that the necessary notification regarding the change of location of the organization has been filed and, if possible, keep a copy as internal evidence.
By preparing such documents, the applicant can clearly show that the relocation of the employer does not negatively affect the applicant’s eligibility for renewal.
Organize of “notification concerning organization” and “renewal documents”
The relationship between the notification and the renewal of period of stay can be summarized as follows:
| Item | Purpose | Where / How to submit | Key points |
|---|---|---|---|
| Notification concerning the organization (change of location) | Report of change in name or location of the organization | Notification to the Immigration Services Agency (online, by mail, etc.) | In principle, must be filed within 14 days from the date of change. No supporting documents are required for the notification itself, but failing to file may have an adverse effect on future applications. |
| Application for Extension of Period of Stay (“Skilled Labor”) | Renewal of period of stay | Regional Immigration Services Bureau | Correctly state the new location in the application and, where appropriate, attach supporting documents such as the company registry and employment contract. |
As officially stated, no supporting documents such as the employment contract are required for the notification itself, but the authority may request additional documents during the examination of the renewal application.
Understanding that the notification procedure and the renewal examination have different document requirements will help you prepare sufficient explanatory materials for renewal.
Conclusion
A change in the employer’s location does not automatically lead to denial of renewal of the “Skilled Labor” status of residence, but it is essential to properly file the notification concerning the change of location of the organization and to demonstrate that the person continues to engage in activities that fall under “Skilled Labor.”
When applying for renewal after a relocation, it is advisable to prepare documents such as the latest company registry, employment contract showing the new location, and materials regarding the new office or shop, so that the continuity and stability of both the business and the applicant’s activities can be clearly explained.
If you are planning to renew your “Skilled Labor” status after your employer has moved, you should check the latest official information published by the Immigration Services Agency and carefully prepare the necessary notifications and supporting documents in advance.
