Engineer/Humanities Visa: New Documents Required From April 2026 (Category 3/4 Employers)

Quick Facts

The Headline Fact

From April 15, 2026, applicants for the Engineer/Specialist in Humanities/International Services visa (技術・人文知識・国際業務, commonly "gijinkoku") sponsored by a Category 3 or Category 4 employer must submit extra documents. This includes new applications, renewals, and job-change applications filed on or after that date.

Source: ISA official announcement and operational guidelines published April 2026 (confirmed via administrative scrivener office analyses including YSK Office and Office Tree).

What Are Employer Categories 1 Through 4?

Immigration classifies sponsoring companies into four categories based on their size, track record, and administrative stability:

Category 1 and 2 employers face no new document requirements from this change. Category 3 and 4 employers face additional scrutiny because immigration has less data about their track record as foreign worker sponsors. The new document requirements are the mechanism for collecting that information.

If you work at a startup, a company founded fewer than 3 years ago, a small business, or a company that has never sponsored a foreign visa holder, your employer may be Category 3 or 4 — but verify directly, as the classification depends on tax filing history and enrollment records, not just size.

What New Documents Are Now Required

Two new document types were introduced:

Document 1: Declaration Concerning the Sponsoring Organization

This form is submitted by your employer (not you) declaring:

• The name and contact details of the organization's representative
• The organizational structure and management team
• Confirmation that the company is meeting its legal obligations as an employer

This is your employer's responsibility. You do not prepare or sign it — but if your employer has not heard of it, flag it early. An application submitted without this form will be returned or rejected.

Document 2: Japanese Language Proficiency Evidence

This document is required from you — but only if your role primarily involves language skills: interpretation, translation, customer service in foreign languages, international sales, public relations conducted in foreign languages.

If your role is technical (software engineer, data analyst, mechanical engineer, quality control), language proficiency documentation is generally not required even at a Category 3/4 employer.

Accepted evidence of CEFR B2-level Japanese (N2 equivalent):

• JLPT N2 or higher
• BJT Business Japanese Test score 400 or higher
• 20 or more years of continuous legal residence in Japan
• Graduated from a Japanese university or high school
• Completed compulsory education (middle school through high school) in Japan

Who Is Affected

Affected by new documents:

• Any gijinkoku applicant at a Category 3 or 4 employer, filing on or after April 15, 2026
• New applicants, renewal applicants, and job-change applicants
• People changing jobs to a Category 3/4 employer

Not affected by the language requirement specifically:

• Technical roles (IT, engineering, design, research) where language is not the primary function — even at Category 3/4 companies
• Applicants at Category 1 or 2 employers

Important for renewals: If you are renewing your gijinkoku and your employer is Category 3 or 4, you will need the employer declaration and (if your role is language-heavy) your language proof. This is not grandfathered for existing visa holders — new rules apply to the next application you file after April 15, 2026.

Step-by-Step: How to Prepare

Step 1 — Ask HR which employer category applies

This is the single most important step. Ask your HR or legal department directly: "Is our company Category 1, 2, 3, or 4 for immigration purposes?" They may need to check with an administrative scrivener (行政書士) if they have not sponsored a foreign visa before. Do not guess based on company size alone.

Step 2 — If Category 3 or 4, flag the declaration form to HR

Ask HR to prepare the Declaration Concerning the Representative of the Sponsoring Organization. Your HR or the company's immigration lawyer handles this. Give HR at least 4–6 weeks before your application date.

Step 3 — Check if your role requires language proof

If your job title involves translation, interpretation, customer service in a foreign language, or international sales — you need language evidence. If you are a software engineer, analyst, or technical specialist, check your job description carefully. If Japanese language use in your role is incidental rather than primary, language proof may not be required.

Step 4 — Get your language evidence if needed

JLPT N2 is the most straightforward proof. BJT 400+ is an alternative for business contexts. If you recently passed JLPT N2, keep your score certificate safely. If you have not taken JLPT, check test dates at jlpt.jp. Allow 3–4 months for testing plus results before your application deadline.

Step 5 — Plan for extra processing time

Category 3 and 4 applications typically take longer because immigration reviews them more carefully. Budget for 3–4 months of processing time rather than the 1–2 months common at larger employers.

Step 6 — Consider using a licensed gyoseishoshi

For Category 3 or 4 employer applications with the new documentation requirements, using a licensed immigration lawyer (行政書士 or immigration-specialist 弁護士) is a meaningful risk reducer. They can confirm your employer's category, prepare the declaration correctly, and catch other issues before filing.

FAQ

How do I find out my employer's immigration category?

Ask HR directly — this is the fastest path. If HR does not know, they can ask an immigration lawyer. As a rough guide: companies listed on the Tokyo Stock Exchange, universities, and major corporations are almost always Category 1 or 2. Startups, small businesses, and companies with no prior foreign visa experience are often Category 3 or 4. But the actual classification depends on tax filing history — verify with HR.

Does this affect visa renewal or only new applications?

Both. Any application filed on or after April 15, 2026 is subject to the new rules if your employer is Category 3 or 4. There is no grandfather protection for existing visa holders at the renewal stage.

Will this slow down my application processing?

Potentially. Category 3 and 4 applications already had longer average processing times due to more detailed review. Plan for 3–4 months rather than 1–2 months.

Do I need a lawyer now?

Not strictly required, but for Category 3/4 employers the new requirements make the application more complex. A licensed gyoseishoshi can minimize rejection risk and ensure the employer declaration is properly prepared.

What if my employer is a small business and does not know about this requirement?

This is common. Many small employers are unaware of the category distinction and the April 2026 requirement. Bring this to your HR representative's attention with enough lead time for them to prepare. An ill-prepared application will be returned or rejected.

Does this apply to all language-heavy roles, or only specific ones?

The language proficiency requirement applies to positions where language skills are the primary job function: interpreting, translating, foreign-language customer service, international sales, and similar roles where fluency is the core function. If language use in your role is incidental — for example, occasionally emailing in English as part of a technical role — the requirement may not apply. When in doubt, consult an immigration lawyer.

Yamada Hack

Ask your employer which immigration category they fall under before you start preparing your application — this single question determines your entire document checklist. Do not assume based on company size or age. Category assignment depends on tax filing history, not headcount. The conversation takes five minutes and can save weeks of back-and-forth over missing documents.

*See also: Engineer/Humanities Visa Category 3 and 4 Guide for a detailed document checklist.*

*Use the Visa and PR Navigator to track your full immigration timeline.*

*Preparing for a job change? Resume Maker is optimized for foreign workers in Japan.*