Notification procedures

Notices regarding notifications

April 1, 2021 - All notifications related to the Specified Skilled Worker Program may now be accessed through the Immigration Services Agency e-Notification System.

March 30, 2021 - A portion of the notification reference forms were revised. The new version of the forms may be found here.

February 19, 2021 - A portion of the notification reference forms were revised. The new version of the forms may be found here.

August 7, 2020 - Q&A about periodic notifications by the affiliated organizations of specified skilled workers - PDF (in Japanese)

February 28, 2020 - Slight changes were made in relation to the handling of notifications
Please refer to the updates below or the major changes to notifications in accordance with the revised operational guidelines for the employment of specified skilled workers - PDF (in Japanese)

Please be advised that the affiliated organization of the specified skilled worker is required to submit both ad-hoc and periodic notifications regarding the specified skilled worker’s employment contract and acceptance status. Non-fulfillment of the notifications and false notifications are subject to penalties.
Notifications submitted by the affiliated organization of the specified skilled worker are divided into two main categories: ad-hoc notifications, and periodic notifications. Ad-hoc notifications must be submitted within 14 days of the change of circumstance, and periodic notifications must be submitted quarterly within 14 days of the first day of the new quarter.

(References)
The yearly quarters are defined as follows:

• First quarter: January 1 to March 31
• Second quarter: April 1 to June 30
• Third quarter: July 1 to September 30
• Fourth quarter: October 1 to December 31

Please see below for information regarding different types of notifications. (The notification form can be downloaded through the links.)
The document attachment requirements differ according to the type of notification. For more details, please refer to the operation guidelines regarding the acceptance of specified skilled workers (Chapter 7) - PDF (in Japanese). (Additional documents may be required according to the content of the notification.)
The notifications are to be submitted to Regional Immigration Services Bureau in charge of the area in which the affiliated organization’s address (head office or main office) is located. This can be done in person or by mail.

Ad-hoc notifications

Below are the ad-hoc notifications that are to be submitted by the affiliated organization of the specified skilled worker. (The notification form can be downloaded through the links.)

• Notification pertaining to the employment contract of a specified skilled worker (Reference Form No. 3-1)
  Latest information
  February 19, 2021
  A portion of Reference Form No. 3-1 has been revised.
• Notifications pertaining to changes to the support plan (Reference Form No. 3-2)
  Latest information
  February 19, 2021
  A portion of Reference Form No. 3-2 has been revised.
• Notification pertaining to the Support Services Agreement Contract (Form 3-3)
• Notification pertaining to difficulties with accepting the specified skilled worker (Form 3-4)
• Notification pertaining to unfair acts (misconduct) under immigration/labor laws and regulations (Form 3-5)

Periodic notifications

Below are the periodic notifications that are to be submitted by the affiliated organization of the specified skilled worker. (The notification form can be downloaded through the links.)
For instructions on filling out the notification and on the documents to be submitted, refer to the Q&A - PDF (in Japanese)

• Notification pertaining to the acceptance status of the specified skilled worker (Form 3-6)
• Notification pertaining to the support status of the specified skilled worker (Form 3-7)
  * Excludes situations where implementation of the specified skilled worker support plan was entirely subcontracted to registered support organizations.
  Updates
  February 28, 2020
  Some articles in Form 3-7 were simplified.
• Notification pertaining to the activity status (Form 3-8, Appendix of Form 3-8)
  Updates
  2021.3.30
  A portion of Reference Form No. 3-8 (Attachment) has been revised.
  February 19, 2021
  A portion of Reference Form No. 3-8 has been revised.
  February 28, 2020
  As of the first quarter of 2020, the document submission requirements for reporting wage payment status have been partially omitted.
  • The affiliated organization is no longer required to submit documents (transfer statements, copies of bank books, etc.) if the specified skilled worker’s wages are paid via bank transfer.
    Please note that while it is no longer necessary to attach transfer statements when making notifications, the affiliated organization should write the details on the specified skilled worker’s activity status log.
  • The affiliated organization is no longer required to submit copies of the pay stub if the specified skilled worker’s wages are paid in cash.

Please be advised that registered support organizations are required to submit various notifications regarding their registration items and support status. Non-fulfillment of the notifications and false notifications are subject to penalties, including the cancellation of the registration.
Notifications submitted by the registered support organizations are divided into two main categories: ad-hoc notifications, and periodic notifications. Ad-hoc notifications must be submitted within 14 days of the change of circumstance, and periodic notifications must be submitted quarterly within 14 days of the first day of the new quarter.

(References)
The yearly quarters are defined as follows:

• First quarter: January 1 to March 31
• Second quarter: April 1 to June 30
• Third quarter: July 1 to September 30
• Fourth quarter: October 1 to December 31

Please see below for information regarding different types of notifications. (The notification form can be downloaded through the links.)
The document attachment requirements differ according to the type of notification. For more details, please refer to the operation guidelines regarding the acceptance of specified skilled workers (Chapter 7) - PDF (in Japanese).(Additional documents may be required according to the content of the notification.)
Ad-hoc notifications are to be submitted to the Regional Immigration Services Bureau in charge of the area in which the registered support organization’s address (head office or main office) is located. Periodic notifications are to be submitted to Regional Immigration Services Bureau in charge of the area in which the affiliated organization’s address (head office or main office) is located. This can be done in person or by mail.

Ad-hoc notifications

Below are the ad-hoc notifications that are to be submitted by registered support organizations. (The notification form can be downloaded through the links.)

• Notification regarding changes to registration items (Appendix 29-16)
  Updates
  February 28, 2020
  Registered support organizations must now attach a written summary of their organization (Form 2-2). (Except cases in which the organization is reporting changes to the intended start date of support work.)
  Please ensure that the written summary only shows the changes and that the English sections are filled out correctly.
• Notification pertaining to the cessation or abolition of support activities (Form 4-1)
• Notification pertaining to the resumption of support activities (Form 4-2)

Periodic notifications

Below are the periodic notifications that are to be submitted by registered support organizations. (The notification form can be downloaded through the links.)

• Notification pertaining to the support status of the specified skilled worker (Form 4-3)
  * To be submitted when the affiliated organization of the specified skilled worker accepts a contract where they are entirely responsible for the execution of the specified skilled worker support plan.
  Updates
  February 28, 2020
  Some articles in Form 4-3 were simplified.