One of the biggest sources of stress when changing jobs on a Specified Skilled Worker (SSW / Tokutei Ginou / 特定技能) visa is the paperwork. Missing a single document can delay your application by weeks or even lead to a denial.
This guide provides a complete checklist of every document you need, organized by who is responsible for preparing each one. It also walks you through the preparation flow from start to finish, so you know exactly what to do and when. If you are considering a job change, use this article as your reference throughout the process.
For a general overview of the SSW job change process, see our Complete Guide to Changing Jobs on an SSW Visa.
Documents You Need to Prepare (Worker's Side)
When you apply for a Change of Status of Residence (在留資格変更許可申請) at the Immigration Services Bureau, you are responsible for gathering the following personal documents. Start collecting these as early as possible — some items take time to obtain.
1. Application Form for Change of Status of Residence (在留資格変更許可申請書)
This is the main application form. You can download it from the Immigration Services Agency website or pick up a copy at your regional immigration office. Fill in every field carefully. Errors or blank fields will result in your application being returned.
2. Valid Passport
Your current, valid passport. Immigration will check the biographical page and any stamps/visas. If your passport expires soon, consider renewing it before submitting your application.
3. Residence Card (在留カード)
Your current residence card. Immigration will verify your status, remaining period of stay, and address. Make sure the address on the card matches your actual registered address at your local city hall.
4. Photograph (4cm x 3cm)
One recent photo (taken within the last 3 months) with the following specifications:
- Size: 4cm tall x 3cm wide
- Plain white or light background
- Front-facing, no hat, no sunglasses
- Clear and sharp (not blurry or dark)
- Write your name and date of birth on the back in pencil
5. Skills Test Certificate (技能試験合格証明書)
Proof that you passed the skills test for your designated field (分野). If you are changing jobs within the same field, your existing certificate is valid. If you passed the Technical Intern Training program at the required level, you can use the completion certificate instead.
6. Japanese Language Test Certificate
Proof of Japanese language ability at JLPT N4 level or equivalent (such as JFT-Basic). This is required for SSW Category 1. If you transitioned from Technical Intern Training to SSW, you may be exempt from this requirement — check with immigration or a qualified professional.
7. Tax Certificates and Payment Records
These documents prove you have been properly paying taxes and social insurance in Japan:
- Resident Tax Certificate (住民税の課税証明書) — issued by your local city/ward office
- Resident Tax Payment Certificate (住民税の納税証明書) — proves you have no unpaid taxes
- Health Insurance and Pension Records — documents showing you are enrolled and current on payments
Important: Unpaid taxes or lapsed social insurance premiums can be grounds for denial of your application. If you have any outstanding payments, settle them before applying.
8. Notification of Departure from Previous Employer (契約機関に関する届出)
After leaving your current employer, you must submit a "Notification of Change of Affiliated Organization" to immigration within 14 days. This is a legal requirement under the Immigration Control Act. Bring a copy of this notification as part of your application.
Where to submit: Your regional Immigration Services Bureau, or online through the Immigration Services Agency's electronic notification system.
Deadline: Within 14 days of leaving your employer
Penalty for non-submission: A fine of up to 200,000 yen
Documents Your New Company Must Prepare
Your new employer is responsible for preparing a significant portion of the required documents. When evaluating a job offer, confirm that the company is willing and able to provide all of the following.
1. Specified Skilled Worker Employment Contract (特定技能雇用契約書)
The employment contract must meet specific requirements set by the Immigration Services Agency. It must clearly state your salary (which must be equal to or higher than Japanese workers in the same role), working hours, holidays, and other conditions. The contract must be in both Japanese and a language you understand.
2. Working Conditions Document (雇用条件書)
A detailed document outlining working conditions including wages, work location, duties, working hours, holidays, overtime, insurance, and termination conditions. Like the employment contract, this must be bilingual.
3. Support Plan for Category 1 SSW Workers (1号特定技能外国人支援計画書)
This support plan outlines how the company (or its designated Registered Support Organization) will assist you with daily life in Japan. It covers areas such as:
- Pre-arrival guidance and airport pickup
- Assistance with finding housing
- Help with administrative procedures (bank account, phone, etc.)
- Japanese language learning support
- Counseling and complaint handling
- Support for socializing with the Japanese community
- Assistance when the contract is terminated
4. Company Registration and Business Documents
The company needs to provide official documentation proving it is a legitimate, registered business:
- Certificate of Registered Matters (登記事項証明書) — company registration details
- Financial Statements (決算書) — the most recent fiscal year
- Business overview document — describing the company's activities and operations
- Tax payment certificates for the company — proving the company is current on its obligations
5. Field-Specific Documents (分野別の提出書類)
Depending on the industry you are working in, additional documents may be required. For example:
- Food service / Food manufacturing: Business license, hygiene supervisor certificate
- Building cleaning: Building maintenance business registration
- Nursing care: Facility designation documents
- Construction: Construction Business Permit (建設業許可), enrollment in the Construction Career Advancement System (CCUS / 建設キャリアアップシステム), and an approved "Receiving Plan" (受入計画認定) from the Ministry of Land, Infrastructure, Transport and Tourism (国土交通省)
- Agriculture: Agricultural cooperative membership or labor dispatch agreement details
Tip: When TreeGlobalPartners introduces you to a new company, we ensure that the employer has prepared all necessary documents before the immigration application is submitted. This avoids delays caused by missing company-side paperwork.
Step-by-Step Document Preparation Flow
Here is a practical timeline for preparing and submitting your documents. Following this order helps you avoid delays and ensures nothing is missed.
Gather Your Personal Documents (Week 1–2)
Start by collecting documents that are your responsibility: passport, residence card, photo, skills test certificate, Japanese language test certificate. Visit your local city/ward office to request your tax certificates and confirm your social insurance payment records.
Secure a Job Offer and Receive Company Documents (Week 2–3)
Once you have a confirmed job offer, your new employer will prepare the employment contract (特定技能雇用契約書), working conditions document, support plan, and company registration papers. A recruitment agency like TreeGlobalPartners can coordinate this process to ensure the company delivers these documents promptly.
Fill Out the Application Form (Week 3)
Complete the Change of Status of Residence application form (在留資格変更許可申請書). Double-check every detail: your name spelling, date of birth, address, new employer name, and designated field code. Even small errors can cause delays.
Submit to Immigration (Week 3–4)
Bring your complete document set to the regional Immigration Services Bureau (出入国在留管理局) that has jurisdiction over your new workplace. Arrive early — immigration offices can be very crowded. Keep a copy of every document you submit for your own records.
Wait for Approval and Receive New Residence Card (1–3 Months)
Processing time varies but typically takes 1 to 3 months. Immigration may contact you for additional documents during this period. Once approved, you will receive a postcard notification. Go to the immigration office to pick up your new residence card and pay the 6,000 yen fee (revenue stamp / 収入印紙). You can start working at your new company only after receiving the approved residence card.
Application fee: 6,000 yen (paid via revenue stamp upon receiving the new residence card)
Total timeline: Approximately 2 to 4 months from the start of document preparation to starting your new job
You cannot work at the new company while waiting for approval. Do not start working before receiving your new residence card. Working without proper authorization is a violation of immigration law and could jeopardize your visa.
Common Mistakes with Documents
Immigration applications are rejected or delayed more often than you might expect. Here are the most common document-related mistakes — and how to avoid them.
01Wrong Photo Size or Format
The photo must be exactly 4cm x 3cm. Photos that are too large, too small, blurry, or taken against a colored background will be rejected. Use a professional photo service or a photo booth that offers "visa photo" sizing.
02Expired Certificates
Tax certificates and company registration documents typically must be issued within the last 3 months. If you obtained a tax certificate two months ago but the application gets delayed, it may expire before submission. Always check the validity period and request fresh copies if needed.
03Missing Company-Side Documents
Many applications are delayed because the new employer fails to provide all required documents. This is especially common with smaller companies that have not hired SSW workers before. Confirm with the company (or your recruitment agency) that every document is ready before visiting immigration.
04Failing to Notify Immigration Within 14 Days
After leaving your previous employer, you must file the "Notification of Change of Affiliated Organization" (契約機関に関する届出) with immigration within 14 days. Forgetting this step can result in a fine of up to 200,000 yen and may negatively affect your change of status application.
05Inconsistent Information Across Documents
Your name, address, and date of birth must be identical on every document. A name spelled differently on your passport versus the application form, or an address that does not match your residence card — these inconsistencies trigger additional scrutiny and delays. Verify everything matches before submission.
06Unpaid Taxes or Social Insurance
Outstanding tax or social insurance payments are a serious red flag for immigration. Check your payment status at your local city office and settle any arrears before applying. Immigration views proper tax compliance as evidence that you are a responsible resident.
Overwhelmed by the Paperwork?
TreeGlobalPartners helps you navigate the entire document preparation process at no cost. We coordinate with your new employer and our group company, Administrative Scrivener Corporation Tree (行政書士法人Tree), handles the visa application procedures.
Get Free Consultation →Frequently Asked Questions
Summary
- Worker's documents: application form, passport, residence card, photo (4cm x 3cm), skills test certificate, Japanese language test certificate, tax and social insurance certificates
- Company's documents: employment contract, working conditions document, support plan, company registration, financial statements, field-specific documents
- Preparation timeline: Start gathering personal documents immediately; company documents come after securing a job offer
- Application fee: 6,000 yen (revenue stamp, paid upon receiving new residence card)
- Processing time: 1 to 3 months after submission
- 14-day notification: You must notify immigration within 14 days of leaving your previous employer
- Do not start working at the new company until your change of status is officially approved
Proper document preparation is the most critical part of a successful SSW job change. Missing or incorrect documents are the number one cause of delayed or denied applications. If you are unsure about any part of the process, reach out to TreeGlobalPartners for free guidance.
Free Document Support for Your SSW Job Change
TreeGlobalPartners provides free job placement. Our group company, Administrative Scrivener Corporation Tree (行政書士法人Tree), handles visa applications. No fees charged to workers — ever.
Get Free Consultation →Disclaimer: The information in this article is accurate as of March 2026 and is intended for general informational purposes only. It should not be considered legal advice. Laws, regulations, and required documents are subject to change. For the most up-to-date information, please consult the Immigration Services Agency of Japan (出入国在留管理庁) or a qualified professional (行政書士 / attorney). TreeGlobalPartners accepts no liability for actions taken based on this article.