Companies that employ foreign nationals are legally required to submit the Report on the Employment Status of Foreign Nationals.
Failure to submit the report—or submitting incorrect information—may result in administrative guidance or penalties.
In this column, we’ll explain the purpose and legal basis of the report, who needs to be included, how to complete it accurately, where and when to submit it, and what penalties may apply.
Written from the perspective of a Labor and Social Security Attorney, this article also includes sample entries and practical tips, so even HR staff handling the process for the first time can proceed with confidence.
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目次
1. 1. What Is the Report on the Employment Status of Foreign Nationals? Let’s Understand the Basics
As mentioned earlier, companies that employ foreign nationals are legally required to submit the Report on the Employment Status of Foreign Nationals. In this section, we’ll explain the purpose of this report, the legal basis for the requirement, and who must be included in the filing.
1-1. Purpose of the Report
The Report on the Employment Status of Foreign Nationals is designed to help the government accurately understand the employment situation of foreign workers in Japan and ensure fair, proper working conditions.
Main Objectives of the Report:
- To grasp the actual employment status of foreign workers in Japan
- To confirm that foreign workers are employed appropriately within the scope of their residence status
- To check that working conditions are fair and not exploitative
Based on the information collected through these reports, the Ministry of Health, Labour and Welfare publishes an annual summary of foreign employment statistics in Japan.
1-2. Legal Provisions
The obligation to submit the Report on the Employment Status of Foreign Nationals is based on the Act on Comprehensive Promotion of Labor Policies, Employment Stability, and Improvement of Working Lives of Workers—commonly known as the Comprehensive Promotion of Labor Policies Act.
Under this law, all employers are required to file a report with Hello Work (the Public Employment Security Office) at the following times:
- When a foreign worker is newly hired
- When a foreign worker leaves the company
This obligation applies to all business operators, regardless of industry type or company size—even if only one foreign national is employed. It’s important to note that the report must be submitted both at the time of hiring and at the time of separation.
1-3. Who Must Be Reported
Foreign nationals who do not hold Japanese nationality and whose residence status is other than “Diplomat,” “Official,” or “Permanent Resident” are required to be reported.
In other words, the following residence statuses are subject to reporting:
[Examples of Residence Statuses]
- Engineer / Specialist in Humanities / International Services
- Specified Skilled Worker
- Student (including part-time work under “Permission to Engage in Activity Other Than That Permitted”)
- Dependent (including part-time work under the same permission)
※ Regardless of employment type, all of the following are subject to reporting:
- Full-time employees
- Fixed-term contract employees
- Part-time or temporary staff
- Even short-hour workers (less than 20 hours per week) must be reported if they have an employment contract.
You cannot skip reporting simply because someone is a part-timer or a student working part-time.
Proper legal compliance is expected from every employer.
2. How to Fill Out the Report
Submitting the Report on the Employment Status of Foreign Nationals is not only a legal obligation — it also requires accurate and complete information. If there are any mistakes or missing details, you may be asked to resubmit the form or receive administrative guidance from Hello Work.
In this section, we’ll explain how to obtain the report form and how to fill it out correctly, highlighting key points from a Labor and Social Security Attorney’s perspective.
2-1. How to Obtain the Form
You can obtain the Report on the Employment Status of Foreign Nationals in either of the following ways:
- Download it from the Ministry of Health, Labour and Welfare’s website
- Pick up a paper copy at your local Hello Work (Public Employment Security Office)
There are two types of report forms, depending on whether the foreign worker is covered by Employment Insurance.
| Employment Insurance Status | Form to Use |
|---|---|
| Covered (working 20 hours or more per week) | Notification of Acquisition of Employment Insurance Insured Status (Form No. 2) or Notification of Loss of Employment Insurance Insured Status (Form No. 4) |
| Not Covered (short-hour work, part-time students, etc.) | Report on the Employment Status of Foreign Nationals (Form No. 3) |
Be sure to check each worker’s employment type and working hours carefully to determine which form should be used.
2-2. Required Entries and Points to Note
The notification form must be filled out accurately based on the foreign worker’s official documents, such as their Residence Card or passport.
Below are the main items to fill in and key points to note:
- Name
Write the person’s legal name, not a nickname or commonly used name. Make sure it matches exactly with what is written on the Residence Card or passport. - Residence Status (Visa Type)
-Copy the visa type exactly as it appears on the Residence Card or passport.
-For Specified Skilled Worker (Tokutei Gino) status: write the field name.
-For Designated Activities (Tokutei Katsudo) status: write the type of activity (check the designated activity document). - Period of Stay
Enter the “Expiration Date” of the residence period as written on the Residence Card. - Date of Birth / Gender / Nationality
Copy these exactly as shown on the Residence Card. - Permission for Activities Outside Authorized Status
If applicable, check the back of the Residence Card, the passport, or the separate permit document to confirm whether such permission has been granted, and fill it in accordingly. - Residence Card Number
Write the 12-digit number shown at the top right of the Residence Card (e.g., AB12345678CD).
Practical Tips When Filling Out the Form
- Always check the original documents, not just photocopies. Verify the information in person when completing the form.
- Double-check for any errors or blank fields. Incomplete or incorrect information may cause the Hello Work office to reject the submission.
- It’s a good idea to set up an internal process so that employees are required to present their Residence Card (or other official ID) together with this form during the onboarding procedure. This helps prevent mistakes and keeps things organized.
3.How to Submit
The submission method for the Notification of Employment Status of Foreign Workers depends on whether the employee is enrolled in employment insurance or not.
Below, we’ll explain both online submission (via the e-Gov system) and paper submission methods.
3-1. Online “Employment of Foreign Nationals Reporting System” (for those not covered by Employment Insurance)
If a foreign employee is not covered by employment insurance, you can submit the notification online through the Ministry of Health, Labour and Welfare’s “Foreign Worker Employment Status Reporting System”.
[Submission Process]
① Create an Account
Follow these steps to set up your account:
- Access the official website of the Ministry of Health, Labour and Welfare.
- Enter your email address and other required information to complete temporary registration.
- Open the URL included in the confirmation email to finalize your registration.
- Fill in your user information to obtain your User ID and password.
Source: Ministry of Health, Labour and Welfare — Foreign Worker Employment Status Reporting System website
② Submit the Notification
- After logging in, go to the “Employment Information” menu and select “Register New Foreign Worker Employment Information.”
- Fill in the required details and complete the registration to finish your submission.
[Important Notes]
- If your company has previously submitted the notification on paper to Hello Work, you cannot directly obtain an ID through the online system.
→ In that case, you must first submit the “Electronic Notification Switch/Change Application Form.” - Be sure to keep your User ID and password safe. If you forget them, contact your local Hello Work office for assistance.
- If the notification is being submitted by a representative or proxy, a “Notice of Appointment of Representative” must be submitted.
3-2. Other Submission Methods (e-Gov / Mail / In-person at Hello Work)
There are also a few other ways to submit the notification form.
[Electronic Submission via e-Gov]
- Available for: Foreign employees covered by employment insurance only.
- By submitting the “Notification of Acquisition of Employment Insurance Eligibility” or the “Notification of Loss of Eligibility”, the foreign worker employment report is automatically considered submitted.
- Since this process is completed together with the employment insurance filing, it’s an efficient and convenient option.
※ e-Gov cannot be used for workers who are “not enrolled in employment insurance”. Be careful not to submit it by mistake.
[Submission to Hello Work Office (in person or by mail)]
- Paper-based submissions are still accepted.
- You can either bring the form directly to your local Hello Work office or send it by post.
※ Be mindful of the submission deadline — late submissions may result in penalties.
If you choose to send the form by mail, make sure to allow enough time for delivery so it arrives before the deadline.
[Practical Tips]
- Using the online submission method (especially e-Gov) allows you to complete the process even on weekends or holidays.
- Depending on your company’s setup and workflow, it can be effective to use both online and paper submissions together and manage them accordingly.
- When hiring multiple foreign employees at once, be extra careful to avoid data entry errors and establish a clear checking process to ensure accuracy.
4. Deadlines and Penalties
The Notification of Employment Status of Foreign Workers must be submitted within the legal deadline both when a foreign employee starts and when they leave the company.
Below is an explanation of the specific deadlines and what happens if you miss them.
4-1. Filing Deadlines
The submission deadline depends on whether the worker is covered by employment insurance.
| Category | Deadline at Hiring | Deadline at Resignation |
|---|---|---|
| Employment insurance holders | By the 10th day of the month following the hiring month | Within 10 days after the employee’s last working day |
| Non-insured foreign workers | By the end of the month following the hiring month | By the end of the month following the resignation month |
Important Notes
- The “start date” and “end date” refer to the actual first and last working days.
- If the deadline falls on a weekend or public holiday, the next business day becomes the due date.
- If you use e-Gov or the Foreign Worker Employment Status Reporting System, you can submit the notification even on weekends and holidays.
4-2. Penalties for Failure to Submit
If the Notification of Employment Status of Foreign Workers is not submitted by the deadline, the employer may face penalties or administrative guidance from the authorities. Below are the possible consequences and practical steps to take if you miss the deadline.
[Possible Penalties or Administrative Actions]
- A fine of up to 300,000 yen (for violating Article 38 of Act on Comprehensively Advancing Labor Measures)
- Guidance or correction orders from the local Hello Work office
- The company may receive a negative evaluation in future administrative procedures involving foreign worker employment
[If You Miss the Deadline]
- If you realize the submission is late or notice an error in your report, contact your local Hello Work office immediately for instructions on how to correct it.
- Ignoring delays or mistakes increases the risk of penalties. It’s best to explain the situation honestly and take prompt action.
[Practical Tips for Employers]
- When signing an employment contract, make it part of your process to check the employee’s Residence Card and prepare the notification form at the same time.
- If the employee’s last working day falls near the end of the month or during a long holiday, prepare and submit the notification early to avoid last-minute issues.
- When the person in charge of document management changes, make sure the new staff member is fully aware of the reporting schedule and procedures.
5. FAQs
Here are some common questions that often come up in practice. If you’re filing the notification for the first time, or if you’re unsure about certain details, this section will help clarify key points.
Q. Is a “Notification of Employment Status of Foreign Workers” required for part-time international students?
A: Yes, it is required.
- Even international students are subject to this notification if they have an employment contract and are working for your company.
- Be sure to check whether they have permission for activities outside their visa status by reviewing their Residence Card or related documents.
Q. Do I need to submit a copy of the Residence Card?
A: No, you don’t.
- However, the employer must visually check the original Residence Card in person.
- Since any mistakes in the recorded information could make the report invalid, it’s a good idea to keep a copy for your company’s internal records.
Q. What should I do if a foreign worker leaves the job before I can submit the notification?
A: You can report both the hiring and resignation at the same time.
- Simply include both the start date and the end date of employment in the same form.
- This is a common situation, especially for short-term part-time workers who are not covered by employment insurance.
Q. Is the notification required even if I only hire one foreign worker?
A: Yes, it is.
- The Notification of Employment Status of Foreign Workers is mandatory for all employers, regardless of company size, industry, or number of employees.
- Even if you hire just one foreign national, you must submit the notification.
Q. If a foreign worker is dispatched to our company by an agency, do we need to file the notification ourselves?
A: No, you don’t.
- The obligation to submit the Notification of Employment Status of Foreign Workers lies with the dispatching company (the actual employer) that has the employment contract with the worker, as required under the Act on Comprehensively Advancing Labor Measures.
- The client company (where the worker is dispatched) should not directly check the worker’s residence status, as it could overstep the boundaries of the dispatch contract.
※ It’s recommended to establish a cooperation system with the dispatching company to confirm that proper residence status checks are being carried out.
Q. Do I need to submit the notification for foreign workers who have side jobs or multiple part-time jobs?
A: Yes, you do.
- If a foreign worker has employment contracts with multiple companies, each employer is individually required to submit their own notification.
- Having a side job or secondary employment does not exempt the worker or the employer from this obligation.
Q. Is the notification required for freelancers or contract-based workers?
A: No, it isn’t.
- The Notification of Employment Status of Foreign Workers applies only to foreign nationals who have an employment contract.
- Freelancers, contractors, or those working under a service or outsourcing agreement are not subject to this reporting requirement.
Q. I forgot to submit the notification. What should I do?
A: Contact your local Hello Work office as soon as possible.
- Even if the deadline has passed, promptly submitting the form and explaining the situation will often result in only a corrective instruction, not a penalty.
- However, if the omission is left unaddressed intentionally, you could face a fine of up to 300,000 yen—so don’t ignore it or try to handle it on your own.
Q. Can I correct a mistake after submitting the notification?
A: Yes, you can.
- If you notice an error after submission, contact your local Hello Work office for guidance on filing a correction or resubmitting the form.
- If you used the online Foreign Worker Employment Status Reporting System, you may be able to log in and make the correction directly within the system.
6. Summary
We hope this column has helped you better understand the Notification of Employment Status of Foreign Workers.
When preparing the form, it’s essential to accurately enter all details based on official documents such as the Residence Card. Keep in mind that the submission method and required forms differ depending on whether the worker is covered by employment insurance. It’s important for HR and administrative staff to fully understand these distinctions before submitting.
That said, once you understand the system and establish clear internal procedures, the reporting process is not difficult to manage.
At Daiichi Sogo Labor and Social Security Attorney Office, our experienced specialists in foreign employment can assist you with residence status verification, employment contract checks, filing of notifications, and internal compliance setup.
If you have any concerns about hiring foreign workers, or if your company’s procedures rely too heavily on individual staff members, please feel free to contact Daiichi Sogo Labor and Social Security Attorney Office for professional support.
