Effective April 1, 2025, Japan implemented significant reforms to its Specified Skilled Worker (SSW) program, aimed at improving transparency, efficiency, and compliance in accepting foreign workers. These reforms require foreign worker host institutions and registered support organizations to make substantial operational adjustments. Below is an overview of the major changes.
1. Revisions to Reporting Requirements
● Expansion of Situations Requiring Ad Hoc Reports
Previously, reports labeled as “Inability to Continue Acceptance” were required only when a foreign worker did not begin working or ceased activities. As of April 2025, the following situations also require such notification:
- When a foreign worker does not begin work within one month after the residence status is granted.
- When a worker cannot engage in designated activities for over a month due to illness, injury, or business-related reasons.
However, voluntary resignations do not fall under this category and should be reported via standard termination notifications.
● Change in Periodic Reporting Frequency and Integration of Reports
From April 2026, periodic reports will shift from a quarterly (every three months) requirement to an annual submission. Additionally, the previous “acceptance status” and “support status” reports will be merged into a single integrated report, simplifying the submission process.
2. Simplification of Residency Application Procedures
● Reduced Documentation for New Applications
Documents such as the company’s registration certificate, tax payment certificates, and explanation of hiring process, previously required for initial residency applications, are no longer needed at the application stage. These will now be submitted once annually during periodic reporting.
● Document Exemption Criteria
Companies that use online application systems or meet certain criteria (e.g., publicly listed companies, approved “excellent companies,” or those with proven track records in foreign worker acceptance) are eligible for additional documentation exemptions, easing the administrative burden.
3. Enhanced Cooperation with Local Governments
From 2025 onward, SSW host organizations must submit a “Cooperation Confirmation Letter” to local municipalities where the foreign worker resides and works. This measure aims to foster collaboration on local inclusion policies and community support.
4. Strengthened Measures Against Misconduct
The definition of misconduct has been broadened to include:
- Hindering a foreign worker’s ability to express concerns or make independent decisions.
- Preventing access to consultation services.
- Failing to create or falsifying support records or interview documentation.
Such misconduct can result in revocation of host or support organization registration, reflecting the government’s commitment to protecting foreign workers’ rights.
5. Flexibility in Regular Interviews
With the worker’s consent, regular support interviews may now be conducted online. However, at least one in-person interview per year is recommended, and initial interviews should ideally be conducted face-to-face to ensure proper communication and trust-building.
6. Clarification on Transportation for Entry/Exit
Registered support organizations transporting foreign workers using their own vehicles are not in violation of transportation laws if the transport is part of broader lifestyle support services. This clarification allows for smoother logistical support during a worker’s arrival or departure.
7. New Document Formats Required
Starting April 1, 2025, all application and reporting documents must use newly prescribed formats. The use of outdated forms may be rejected, so institutions must ensure they download the latest versions from the Immigration Services Agency’s website.
Conclusion
The 2025 reforms to Japan’s Specified Skilled Worker program aim to enhance efficiency, ensure fair treatment of foreign workers, strengthen oversight, and promote local collaboration. While the reforms reduce some bureaucratic burdens—such as simplified application procedures—they also impose stricter responsibilities for ethical conduct, proper documentation, and engagement with local governments.
These updates mark a critical step in building a more sustainable and rights-respecting foreign labor system in Japan. Host and support institutions must remain vigilant and proactive in complying with the new rules while supporting the wellbeing and integration of foreign workers into Japanese society.