W O R K
Japan's Job Hunting System Explained — What Foreigners Need to Know
Shinsotsu batch hiring, rirekisho, interview etiquette, visa changes — a foreigner's guide to Japan's unique employment system with official data.
The Big Picture
The number of foreign workers in Japan exceeded 2.3 million as of October 2024 (Ministry of Health, Labour and Welfare) — a 12.4% increase from the previous year and the highest on record. By nationality, Vietnamese (570,000), Chinese (408,000), and Filipino (245,000) workers lead the count. By visa category, “Professional/Technical Fields” is the largest group at 718,000.
The numbers suggest things are getting better for foreign job seekers. But Japan’s hiring system has distinctive features that catch newcomers off guard.
”Shinsotsu Ikkatsu Saiyou” — Batch Hiring of New Graduates
Most Japanese companies hire new graduates once a year, with everyone starting in April. The government-mandated schedule works like this: recruitment information opens in March of the student’s junior year, formal screening begins in June, and official offers are made in October.
In most countries, companies hire when a position opens up. In Japan, companies recruit graduating students in bulk and decide their department assignments after they join. It’s common to apply without knowing your exact role.
That said, the system is evolving. The Japan Business Federation (Keidanren) now encourages year-round hiring alongside batch hiring, and IT companies and startups increasingly use job-type hiring (ジョブ型雇用 / jobu-gata koyou), where you apply for a specific role.
Mid-Career Hiring
If you already have work experience, you apply through mid-career (中途採用 / chuuto saiyou) job postings. There’s no fixed schedule — positions are available year-round through job sites and recruitment agencies. The standard process: document screening → interviews → offer.
For foreigners, Japanese language ability and valid work visa status are the first screening criteria. Once you secure a job, you’ll need to find an apartment and handle ward office procedures if you’re relocating.
New Graduate Job Hunting Schedule
If you’re an international student at a Japanese university or graduate school, job hunting (就活 / shuukatsu) starts in the summer of your junior year.
Junior Year, Summer–Fall: Internships
This is when you participate in corporate internships. Starting with the class of 2026, companies can use information gathered during qualifying internships for recruitment screening. Attending an internship can lead to early screening invitations from that company.
Junior Year, March onward: Info Sessions & Entry
Corporate recruitment information goes public all at once. You register on job hunting sites like Rikunabi and Mynavi to submit “entries” (expressions of interest) and attend company information sessions (説明会 / setsumeikai). Many companies request an Entry Sheet (ES) during this period.
Senior Year, June onward: Screening Begins
Interviews and aptitude tests (SPI) start in earnest. Major companies follow this timeline, but venture companies and foreign-capital firms often begin screening before June.
Senior Year, October: Formal Offer Ceremony
Official offers (内定 / naitei) are made. In practice, most students receive informal offers (内々定 / nai-naitei) shortly after June screening begins. October is largely a ceremonial formality.
Job hunting guides for international students are available from JASSO (Japan Student Services Organization).
Application Documents — Not Your Typical Resume
Japan uses its own document formats for job applications. They’re different from a Western resume or CV, and what you need depends on whether you’re a new graduate or mid-career applicant.
Rirekisho (履歴書) — The Standard Resume
A fixed-format document listing your personal information, education, and work history. The Ministry of Health, Labour and Welfare provides a recommended template, and most companies expect this format.
Key differences from a Western resume:
- Photo required. You attach an ID photo (3cm × 4cm) — suit, white or blue background. Photo booths at train stations (証明写真機 / shoumei shashin-ki) can produce these for around ¥800.
- Some companies still want handwritten versions. PC-created rirekisho are becoming standard, but traditional companies may value handwritten ones.
- Includes a motivation section. You write 「志望動機」 (shibou douki / “reason for applying”) customized for each company.
Shokumu-Keirekisho (職務経歴書) — Career History Document
A detailed description of your past job responsibilities, achievements, and skills. Required alongside the rirekisho for mid-career applications. The format is relatively flexible, but keep it to 1–2 A4 pages.
Entry Sheet (エントリーシート / ES)
Used in new graduate hiring. Each company has its own format with essay prompts like:
- “ガクチカ” (gakuchika): “What did you focus on during your student years?” — The process of overcoming challenges matters more than the result itself.
- “自己PR” (jiko PR): “Tell us about your strengths.”
- “志望動機” (shibou douki): “Why do you want to work here?”
Answers are typically 400–800 characters in Japanese.
Documents by Hiring Type
| Document | New Graduate | Mid-Career |
|---|---|---|
| Rirekisho (履歴書) | ◯ | ◯ |
| Entry Sheet (ES) | ◯ | — |
| Shokumu-keirekisho (職務経歴書) | — | ◯ |
| SPI / aptitude test | ◯ (almost always) | △ (depends on company) |
| Portfolio / work samples | △ (depends on role) | △ (depends on role) |
For new graduates, the Entry Sheet and SPI are the core of the screening process. For mid-career applicants, the shokumu-keirekisho — how you present your work experience — is what makes or breaks your application. The rirekisho is required for both, but for mid-career positions, the career history document carries more weight.
The SPI Aptitude Test
Most Japanese companies require candidates to take the SPI (Synthetic Personality Inventory) before the interview stage. Developed by Recruit Management Solutions, over 10,000 companies use it annually.
The SPI has two parts:
Ability test:
- Verbal section (vocabulary, grammar, reading comprehension) — administered in Japanese
- Non-verbal section (math, logical reasoning) — junior high to high school level
Personality test:
- Approximately 300 multiple-choice questions
- Measures work aptitude and stress tolerance
The verbal section is the biggest hurdle for foreigners. JLPT N1-level reading ability is the baseline, and practicing with SPI prep books (available at any bookstore) is the standard approach.
Besides the SPI, some companies use other tests like Tamatebako (玉手箱) or GAB. Researching which test your target company uses saves preparation time.
Interview Etiquette — Where Manners Matter
Japanese interviews place heavy emphasis on etiquette. Knowing the rules won’t guarantee you the job, but not knowing them can cost you one.
Dress Code
Dark suit (black, navy, or charcoal gray). Both men and women wear conservative suits to interviews. Ties should be solid or subtly patterned. Even if the job listing says “free dress” (服装自由 / fukusou jiyuu), err on the side of formal.
Shoes: black leather. Bag: a business bag that holds A4 documents. This is the uniform.
Punctuality
Arrive 10 minutes early. In Japan, arriving “on time” can feel “barely on time.” Plan to finish reception check-in and be waiting outside the interview room 5 minutes before your scheduled time.
If you’re going to be late, call ahead — not just email. Say: 「遅れてしまい申し訳ございません。○時に到着予定です」 (Okurete shimai moushiwake gozaimasen. ○-ji ni touchaku yotei desu. / “I’m sorry for being late. I expect to arrive at ○ o’clock.”)
Entering and Leaving the Room
Entering:
- Knock three times
- Wait for 「どうぞ」 (Douzo / “Please come in”)
- Open the door, say 「失礼いたします」 (Shitsurei itashimasu / “Excuse me”)
- Close the door, turn to face the interviewer, bow, and say 「○○と申します。本日はよろしくお願いいたします」 (○○ to moushimasu. Honjitsu wa yoroshiku onegai itashimasu. / “My name is ○○. Thank you for your time today.”)
- Wait for 「おかけください」 (Okake kudasai / “Please have a seat”) before sitting
Leaving:
- Stand, bow, say 「本日はお時間をいただき、ありがとうございました」 (Honjitsu wa ojikan wo itadaki, arigatou gozaimashita. / “Thank you for your time today.”)
- At the door, bow again, say 「失礼いたします」 (Shitsurei itashimasu), and exit
It sounds like a lot, but one practice session makes it feel natural. University career centers and Hello Work offer mock interview practice — take advantage of them.
Common Interview Questions
- 「自己紹介をしてください」 (Jiko shoukai wo shite kudasai / “Please introduce yourself”) — Keep it to about 1 minute: name, background, strengths.
- 「志望動機を教えてください」 (Shibou douki wo oshiete kudasai / “Why do you want to work here?”) — Specific reasons tied to that company.
- 「学生時代に力を入れたことは？」 (Gakusei jidai ni chikara wo ireta koto wa? / “What did you focus on as a student?”) — The process of overcoming challenges is what they want to hear.
- 「日本で働きたい理由は？」 (Nihon de hatarakitai riyuu wa? / “Why do you want to work in Japan?”) — Almost guaranteed for foreign applicants.
- 「将来のキャリアプランは？」 (Shourai no kyaria puran wa? / “What’s your career plan?”) — They want to hear long-term thinking.
Changing Your Visa Status
International students who get a job in Japan need to change their visa status from “Student” (留学) to a work-eligible category. The most common destination is “Engineer/Specialist in Humanities/International Services” (技術・人文知識・国際業務 / gijutsu, jinbun chishiki, kokusai gyoumu).
What This Visa Covers
This status is for work that utilizes knowledge gained through higher education:
- Technology: engineers, programmers, system designers, R&D
- Humanities: planning, sales, marketing, accounting, legal
- International Services: translation/interpretation, language instruction, international trade, design
A critical requirement: your university major must be related to your job duties. A literature major applying for an engineering role, for example, risks rejection if the connection isn’t clear.
Application Timeline
The Immigration Services Agency recommends submitting applications for April start dates between December 1 and the end of January. Applications pile up between January and March every year, slowing processing times.
New Standards from December 2025
Document requirements have been streamlined for applicants who meet any of these conditions:
- Graduated (or expect to graduate) from a Japanese university, graduate school, or junior college
- Graduated from a foreign university ranked in the top 300 on at least 2 of 3 major world university rankings (QS, THE, ARWU)
- Joining a company that has previously hired students through the student-to-work visa change process
Note: dispatch (派遣 / haken) employment is excluded from this streamlined process.
Required Documents (Standard Case)
- Application for Change of Status of Residence
- Photo (4cm × 3cm)
- Passport and Residence Card
- Graduation certificate or expected graduation certificate
- Employment contract or offer letter
- Company’s certificate of registered matters (登記事項証明書)
- Company’s financial statements (most recent fiscal year)
Submit your application at your nearest Regional Immigration Services Bureau. Processing typically takes 1–3 months.
Japanese Workplace Culture — What to Expect After Joining
Landing the job is one thing. Navigating the workplace is another.
Seniority and Performance — A Hybrid
Once you start working, your company will enroll you in health insurance and pension automatically. Japanese companies traditionally used 年功序列 (nenkou joretsu / seniority-based) systems where pay and promotions correlated with age and tenure. Performance-based pay is growing, but most companies operate a hybrid — pure meritocracy remains the exception.
New Employee Training
April hires typically undergo training lasting days to months. Topics range from business card exchange etiquette (名刺交換 / meishi koukan) to phone manners, keigo (formal Japanese), and industry knowledge. Unlike many countries where you jump straight into the role, Japanese companies invest in onboarding.
”Hou-Ren-Sou” (報連相)
The most important communication principle in Japanese workplaces: 報告 (houkoku / report), 連絡 (renraku / inform), 相談 (soudan / consult). Before acting on your own judgment, report to your supervisor, inform relevant colleagues, and consult when in doubt. Whether you adapt to hou-ren-sou significantly affects how you’re evaluated.
Overtime and Paid Leave
Japan’s Labor Standards Act sets legal working hours at 8 hours per day and 40 hours per week. Overtime is capped at 45 hours per month and 360 hours per year in principle. Paid leave starts at 10 days after 6 months of employment.
The stereotype of extreme overwork exists for a reason, but the reality varies widely by industry and company. IT companies and startups increasingly offer flexible arrangements.
When Things Don’t Go as Planned
Visa change application denied: You can ask the immigration bureau for the reason and reapply. The most common issue is a weak connection between your university major and job duties. Work with your employer to rewrite the employment contract with more specific job descriptions — this often resolves the problem.
SPI score too low: Some companies use the SPI as a hard cutoff, but others weigh it alongside interviews. Don’t give up on a company just because you feel the SPI didn’t go well. The standard preparation: work through SPI prep books repeatedly and build your Japanese reading speed.
No offers: Shinsotsu Ouen Hello Work offers free job counseling for international students, including introductions to companies actively hiring foreigners and resume review.
Alternative Paths
If your Japanese isn’t strong enough for the standard process, or if the Japanese job hunting format doesn’t fit your background:
Look for English-speaking positions: Foreign-capital companies and globally operating Japanese firms offer roles where English is the primary working language. Building a social network through meetups and communities can also open up job opportunities. Search LinkedIn, GaijinPot Jobs, or Indeed Japan with “English” as a keyword.
Specified Skilled Worker visa: The Specified Skilled Worker program accepts foreign workers in 16 industries facing labor shortages — nursing care, construction, food service, and hospitality among them. Requirements: JLPT N4 or higher plus a sector-specific skills test.
Use a recruitment agency: Recruitment agencies specializing in foreign talent can match you with positions that fit your experience and skills, and provide support with resume writing and interview prep.
FAQ
Can foreigners get a job in Japan without speaking Japanese?
Yes, but options are limited. Foreign-capital companies, IT firms, and English teaching positions often use English as the working language. For most Japanese companies, business-level Japanese (JLPT N2 or higher) is expected. The IT and engineering sectors tend to be more flexible about language requirements.
What is shinsotsu batch hiring in Japan?
Shinsotsu (新卒) batch hiring is Japan’s system where companies recruit university graduates as a group, all starting on April 1st. The process begins in the summer of the junior year with internships, followed by formal applications in March of the senior year. This system is unique to Japan and affects most new graduate job seekers.
What visa do I need to work in Japan?
The most common work visa for office jobs is Engineer/Specialist in Humanities/International Services (技術・人文知識・国際業務). Students changing status should apply 3–4 months before their planned start date. The application requires a Certificate of Eligibility from your employer, your passport, and supporting documents.
What is a rirekisho and do I need one?
A rirekisho (履歴書) is Japan’s standard resume format. It includes your photo, personal details, education, and work history in a structured template. Most Japanese companies require it, even for mid-career applicants. The Ministry of Health, Labour and Welfare provides an official template. Unlike Western resumes, a rirekisho is typically handwritten or filled in using a specific format.
Related Articles
- IT Engineer Job Hunting in Japan — A new grad’s first-hand account of the IT hiring process
- Health Insurance & Pension in Japan — Insurance and pension enrollment after starting your job
- How Payments Work in Japan — Useful payment methods once you’ve set up your salary account
- How to Find an Apartment in Tokyo — Finding a place to live after landing a job. Covers upfront costs and required documents
- Tokyo’s 23 Special Wards Guide — Choosing a neighborhood based on your commute
References:
- Ministry of Health, Labour and Welfare, “Summary of Foreign Employment Status Reports (as of October 2024)” https://www.mhlw.go.jp/stf/newpage_50256.html (Accessed: 2026-02-17)
- Immigration Services Agency, “Status of Residence: Engineer/Specialist in Humanities/International Services” https://www.moj.go.jp/isa/applications/status/gijinkoku.html (Accessed: 2026-02-17)
- Immigration Services Agency, “For those planning to change from Student to Work status” https://www.moj.go.jp/isa/10_00240.html (Accessed: 2026-02-17)
- Cabinet Secretariat, “Requests Regarding Job Hunting and Recruitment Activities” https://www.cas.go.jp/jp/seisaku/shushoku_katsudou_yousei/index.html (Accessed: 2026-02-17)
- Ministry of Health, Labour and Welfare, “New Resume Format Example” https://www.mhlw.go.jp/stf/newpage_kouseisaiyou030416.html (Accessed: 2026-02-17)
- Immigration Services Agency, “Specified Skilled Worker System” https://www.moj.go.jp/isa/applications/ssw/index.html (Accessed: 2026-02-17)
* This article was translated from the original Japanese with the help of machine translation. Some expressions may not read naturally.
