Japan Work Visa for Malaysians : A Step-by-Step Guide  | Visa Kerja Jepun Untuk Rakyat Malaysia

Processing Time to Get Your Japan Work Visa from Malaysia 

You can apply for your Japanese Work Visa 1-3 months before your departure date.

All International talents looking to work in Japan for more than 90 days (3 months) need a Japan Work Visa before entering Japan. ^[1] Within the 1-3 months time frame, you will be able to process all the requirements needed to apply for a visa, apply for a visa, and receive your approved visa. This time frame, however, does not include the amount of time you need to secure a job offer which is essential for a Japanese Work Visa. You can find out more about that from our complete guide on how to look for a job in Japan as an Malaysian. 

Take Into Account Possible Delays When Applying for Your Japan Work Visa

The Japanese Embassy from Malaysia recommends starting the application process 2-3 months before your departure date as some special cases take longer to process. The embassy does not have an expedited process option so it’s important to keep your timeline in mind. 

Although it can take a minimum of just 5 days to get your Japanese work Visa upon submitting to the embassy, it can take some time to wait for your scheduled appointment, and the decision can be delayed if upon processing, they request more documents from you. It’s also important to note not to apply earlier than 3 months before your departure date as many of your documents will expire 3 months after issuance. ^[2] 

Now, let’s drill down into everything you need to know about Japanese Work Visas step-by-step! This comprehensive guide will walk you through start to finish—and beyond. We’ll also touch on vital visa-related actions you need to do upon landing in Japan, renewing your visa, and key factors to know as early as possible if you’re interested in a permanent residence in Japan.  

Without further ado, here’s a step-by-step guide on how to obtain a work visa for Japan: 

Step 1: The Main Japanese Work Visa Requirement for Malaysians: Secure a Job Offer 

The first requirement to securing a work visa for Japan is to prove that you have signed an offer with a Japanese company. Your company will be acting as your sponsor guaranteeing that you will be able to afford living in Japan. You can learn more about getting a job in Japan as a Malaysian in our comprehensive guide.  

Some Japanese companies already experienced with taking in foreign talents might do the whole process for you.  If not, the job agency (such as FAST OFFER International) you worked with may assist you with the visa application process.  

Typically, after signing your contract with the Japanese company, the HR department will guide you through the process. Your company will also help you get the visa that best fits your job description. There are 16 kinds of Japanese Working Visas based on job type and qualifications.^[3] 

Different kinds of work visas in Japan:  

• Professor (Examples: university professor, assistant professor, assistant, etc.)  
• Artist (Examples: composers, songwriters, artists, sculptors, craftspeople, photographers, etc.)  
• Religious activities (Examples: religious people such as monks, bishops, missionaries, etc.)  
• Journalist (Examples: newspaper journalists, magazine journalists, editors, news camera operators, announcers, etc.)  
• Business manager (Examples: company presidents, directors, etc.)  
• Legal/Accounting services (Examples: attorneys, judicial scriveners, public accountants, tax accountants, etc. certified in Japan)  
• Medical services (Examples: physicians, dentists, pharmacists, nurses, etc. certified in Japan)  
• Researcher (Examples: researchers, investigators, etc. at research institutes, etc.)  
• Instructor (Examples: teachers, etc. at elementary schools, intermediate schools, and high schools)  
• Engineer/Specialist in humanities/International services (Examples: scientific engineers, IT engineers, foreign language teachers, interpreters, copywriters, designers, etc.)  
• Intra-company transferee (Examples: people transferred to the Japanese branch (head office of the same company, etc.)  
• Nursing care (Example: certified care worker)  
• Entertainers (Examples: musicians, actors, singers, dancers, sportspeople, models, etc.)  
• Skilled labor (Examples: chefs specializing in the food of a foreign country, animal trainers, pilots, sports trainers, sommeliers, etc.)  
• Specified skilled worker (Work-ready foreign nationals possessing certain expertise and skills in certain industrial fields.)  
• Technical intern training (Examples: Technical intern)  

Step 2: Get Your Certificate of Eligibility (COE) for your Japan Work Visa as a Malaysian 

Processing time: 1-2 months.  

As soon as you sign with your company, their HR department will also give you a list of requirements for the Certificate of Eligibility (COE). Your employer in Japan typically applies for the COE on your behalf. The Certificate of Eligibility (COE) is issued by the Japanese Immigration Bureau.^[4] It confirms that you meet the entry requirements to land and work in Japan and are not taking part in any fraudulent activity. Your Certificate of Eligibility will expire three months after issuance, so it is imperative to fly to Japan before then. 

It is important to submit your COE requirements as soon as possible. You need at least an e-mailed copy of this document by your scheduled visa appointment. ^[5]   

Required documents you need to submit to your company for your Certificate of Eligibility (COE):   

• A completed COE application form. There are different COE forms depending on your purpose. You can download a form for your category from the Japan Immigration Services Agency website. 
• A scanned copy of your passport. (Make sure your passport is valid!) 
• 3×4 cm photo taken within the past three months. Make sure you are not wearing glasses!  
• Signed Work Contract with your Japanese Company indicating  salary, position, contract length 
• Additional documents on a case-to-case basis: 
• Academic credentials (Transcript of Record, diplomas, and additional certificates mentioned in your resume) 
• For Mid-career applicants, Certificate of Eligibility from all former employers to prove resume-cited work experience. It’s recommended that after you leave an employer, you get a copy of your COE right away.  

Step 3: Book Your Japan Work Visa Application from Malaysia 

• Processing Time:  You’ll get a confirmation of your appointment slot within 5-7 days of your e-mail booking  

Email the Japanese Embassy of Malaysia to Book Your Appointment 

Once you have your COE, you can book your appointment with the Japanese Embassy in Malaysia. The only way to book your appointment is through e-mailing the Japanese Embassy in Malaysia. Upon e-mailing them, they will confirm your timeslot within 5 work days (not including public holiday and weekend) through an appointment e-mail.^[6] Do not e-mail the embassy multiple times . If the requested slot is not available upon receiving your request, we will give you the next available slot. You may choose a slot from Monday to Friday, every half an hour from 9am to 11:30am. ^[7] 

No online applications and no walk-ins allowed ^[8] 

There is no option for an online application. The embassy also does not accept requirements via courier. The only way to process your visa application is to book an appointment and to submit your requirements in person via the visa counter. No walk-ins allowed. 

Do not purchase your flight tickets before getting your visa. ^[9] 

Only book your ticket once you have secured your visa. In case of visa rejection, the embassy cannot help you with refunds for tickets you purchased.

Rescheduling Your Appointment ^[10] 

If you missed your visa submission/visa collection appointment, you can reschedule your appointment to a later date by email and waiting for confirmation on the new date and time. You need to confirm change schedule details at least two working days before the date of the appointment. In case you requested for changes during the weekend, the embassy will reply the next working day.

Email Format to Book Your Appointment ^[11] 

To book your appointment, you can copy and paste the template from the Malaysian Embassy’s Website here. 

• Some information you will need for the e-mail: 
• Three preferred date and 30-minute timeslot from Monday to Friday, every half an hour from 9am to 11:30am. 
• Passport information 
• Contact number 
• Purpose of visit  
• Intended date of travel and length of stay 
• Current address in Malaysia 
• A digital copy of your COE 

Step 4: Collecting Your Required Documents for your Japanese Work Visa as a Malaysian^[12] 

Your COE is the most important document that you should have by this time. There are other requirements though that you also need in order. Make sure all your requirements are ready and arranged properly before your appointment. Incomplete applications may lead to delays, or worse, rejections. It’s important to note you cannot photocopy documents at the embassy or consulate.  

H3-Ordered List of Required Documents for you Japanese Work Visa as a Malaysian 

1. Original valid passport  
2. Will be kept in the Embassy during the visa processing period 
3. Visa application form (Original) ^[13] 
4. One 4.5 cm x 3.5 cm color photo with white background taken within 6 months, glued on the visa application form (do not staple your photo) 
   • Do not reprint/reuse old photograph which you have used for any visa applications (for any countries) or renewal of passport which is more than 6 months
   • The photograph must be full faced, front-facing with head straight, unedited, sharp with white background (no shadow or object shown in background)
   • Avoid wearing bright/white color hijab, bright/white color tops 
   • Do not use photo enhancement tools such as filter or photoshop 
5. Original Certificate of Eligibility (COE) (if you have the original) and Copy of Certificate of Eligibility (COE) or bring a printed copy of digital COE received from the Immigration Services Agency of Japan. 
6. For permanent resident of Malaysia, please submit a copy of your My PR ID card (front and back) 

Reminders for your Document Requirements  ^[14] 

Here are a few technical things to remember when gathering the required documents for visa application:   

• All documents should be printed or photocopied on A4-sized paper. Photocopy and photo-taking services are NOT available in our office and we DO NOT accept application with insufficient documents. 
• Arrange all visa application documents in the order according to the checklist. 
• Additional documentation may be requested with your application, depending on your status or circumstances.  
• Visa is subjected to approval and the Consul has the right to ask for additional documents or call the applicant for an interview whenever it deems necessary. 
• If you were instructed in the email to submit the documents by hand to the guard house, do not post or send any documents by courier. Embassy do not accept visa application documents by post/ courier as it will complicate the whole visa procedure and it is also risky where the documents might go missing during the delivery process. 
• Confirmed flight tickets and hotel bookings are not compulsory during visa submission but Consul might request for tentative flight or hotel booking after submission of application. Do not purchase confirmed tickets, we are not responsible for flight tickets or hotel booking which may become unusable due to the delay or denial of a visa. 
• NO staples/pins/paper clips used on documents  
• Documents submitted will not be returned (except for your passport after decision has been made) 
• If there are more than one applicants, please arrange all visa application documents into individual sets together with each applicant’s passport. 
• Visa validity is 3 months from the date of issuance. There is NO urgent visa processing service, you may apply for your visa 3 months prior to entering Japan. 
• We cannot inform the reason of rejection. If your application was rejected, you can only apply again after six months from the date of rejection. 

Step 5: Submit Your Requirements During Your Scheduled Appointment ^[15] 

Processing Time: Usually, 5 working days after submitting all requirements. Add 3-5 days upon submission of additional requirements. 

Go to the Assigned Japanese Embassy /Consulate According to Your Malaysian Residential Address 

For Japanese Work Visa COE Holder applicants, there are three locations in charge of receiving and processing your application.  

You must go to the one according to their residential jurisdiction. Be punctual! Arrive at least 15 minutes early your scheduled appointment. Upon arriving, Press A button on the numbering machine and wait for your number to be called once you enter the Visa Hall. Make sure you have all your supporting documents with you. There is no visa Fee for Malaysian nationals. ^[16] 

Japanese Embassy/Consulates That Process Japanese Work Visas^[17] 

• Embassy of Japan in Malaysia (Kuala Lumpur) 
  • Cover Area: Kuala Lumpur, Selangor, Negeri Sembilan, Malacca, Pahang, Johor 
• Consulate-General of Japan (Penang) 
  • Cover Area: Penang, Kedah, Perlis,Perak, Kelantan, Terengganu 
• Consular Office of Japan (Kota Kinabalu) 
  • Cover Area: Sabah, Sarawak, Labuan 

Submitting and Collecting Visa Via Proxy ^[18] 

If there are more than one Japanese work visa applicants from the same company, then it is allowable for only one of the visa applicants to come for visa submission and collection. 

Collecting Your Visa and Passport^[19] 

Your visa and passport collection appointment date and time is printed on your receipt. Bring your receipt and government ID to the embassy/consulate between 2:00-3:30 pm to collect your passport and visa.  

This is typically after 5 working days. If you apply on Monday, you can collect your passport on Friday afternoon (between 2:00pm to 3:30pm). Embassy holidays are not counted as working days. If you cannot make it to the scheduled appointment or miss your appointment, you may reschedule to a later date via email ([email protected]) and wait reconfirmation of a new appointment date.  

If the collection date is not stated on your receipt, the Consul will e-mail you the outcome of your visa application through email. It will take longer than the standard 5 working days to process if the consul requests for additional information/documents after you have submitted your visa application documents at the visa counter. 

Embassy Holidays to Look Out For^[20] 

Possible Work Visa Challenges  

Reasons for Visa Rejection  

In case your application was rejected, the Embassy cannot inform you the specific reason. You can apply again after six months from the date of rejection.^[21] Here are some of the possible reasons why a visa application can be rejected according to the Ministry of Foreign Affairs of Japan: ^[22]  

• Applications from persons holding Japanese nationality  
• The application is made to the Japanese Embassy / Consulate General outside your country (region) of birth or country (region) of residence.  
• You currently hold a valid visa or re-entry permit.  
• Your previous visa application to visit Japan for a specific purpose was rejected and you reapplied to visit Japan for the same purpose within six months of the rejection.  
• The visa application is already being processed at a different Japanese Embassy / Consulate General.  
• There are some errors or omissions in the submitted documents.  
• The period of validity or the visa attachment space of your passport is insufficient.  
• The application is made by a person without the qualifications to make a proxy application.  
• An application for issuance of a Certificate of Eligibility is still pending.  
• The applicant does not qualify for the status of residence due to insufficient income to live independently in Japan.  
• Documents failed verification of the applicant’s identity and the validity of his/ her passport.  
• Certificate of Eligibility was issued based on mistaken or fraudulent information.  
• No university degree or lack of work experience  
• Criminal records that fall within certain categories  
• Report incorrect information  

How to avoid a work visa rejection  

Could you imagine failing at the very last step? After all the effort of securing a job and sending in your requirements, you can still fail to get a visa due to factors out of your hands. There is a way though to lessen that risk dramatically.   

Before securing a job through FAST OFFER International, one of our talents was accepted as a teacher at a language school in Japan. However, the school was unable to help her secure a visa due to some technicalities outside of the talent’s control.   

Smaller companies often need to prove the need for foreign workers more rigorously than established companies. Bigger, more established companies have a better chance of securing a work visa. Working with an experienced agency to find a well-vetted Japanese company can make all the difference.  

Step 4: Travel to Japan & Get Your Residence Card ^[23]  

• Processing Time: same day, or a few weeks   

When and how to get your Japanese residence card  

After obtaining your visa, you can travel to Japan. Upon arrival, present your visa and COE at immigration, where you’ll receive a Residence Card. It is issued at the airport upon arrival.   

If you do not receive the card at your port of entry, it will be mailed to your permanent address later. 

Reminders About your Residence Card  

The Residence Card serves as your identification in Japan and must always be with you. Failure to present your residency card if asked to be seen by security, police, or immigration officers can lead to a 200,000 yen fine.^[24]  

Step 5: Register at Your Local City/Ward/Town Office ^[25]  

Registration deadlines and penalties  

Failing to register your local Japanese address in time can have big ramifications. Make sure you secure an address and register as soon as possible. City or ward offices are typically open from 9:00-17:00, Monday through Friday. No appointment is needed.  

Within 14 days (2 weeks) of arriving in Japan, you must register your address at the local ward or city office. Failing to submit your fixed residential address within two weeks can lead to a fine of up to 200,000 yen. Going beyond 90 days (about 3 months) without a valid reason may lead to the revocation of your residence status.   

A fixed address will also help you acquire your social security, SIM card, and bank account.  

Updating your registered details and requesting a new residence card  

You can notify your local immigration office if after registering you have a change of name, date of birth, gender, nationality/religion. This is also where you get your residence card renewed or reissued in case it is lost, stolen, destroyed, severely damaged, or defaced.  

Insurance registration (for those not covered by an employer)  

You can get your insurance registration at the same immigration office. If you are not covered by your employer’s insurance, after getting your residency card, you will also be registering for National Health Insurance. There is no joining fee. The insurance card and charges will be sent to your home later.   

Additional Visa Information You’ll Want to Know: Renewing or Upgrading Your Japanese Work Visa 

After completing the necessary registrations, you can legally start working in Japan. Following these steps will help Malaysians successfully obtain a work visa and embark on their careers in Japan.  

Renewing Japanese Work Visas ^[26]  

Work Visa Validity  

Work visas are valid for 3 months, 1, 3, or 5 years, and can be renewed.  

2-3 months before your work visa expires, you might get a notification from your company that your residence card is about to expire. To extend your stay in Japan by three or five years, you’ll need to renew your visa. If employed at a Japanese company, your employer or a company representative can apply on your behalf.  

When do you renew your Visa?   

You need to renew your work visa before it expires. You can start the renewal process as early as 2 months before your visa expires.  

Required Documents to renew your visa  

• A completed Extension of the Period of Stay Application Form (you can download it from the website of the Japan Immigration Services Agency) or get it here.  
• Your passport  
• Your Residence Card  
• Passport-size picture of yourself, with the following specifications:  
• Dimensions: 4cm x 3cm  
• Taken within the last three months  
• Plain and light-colored background, without any patterns and shadows  
• You must be staring straight ahead, with a neutral facial expression.  
• Your face must be fully visible.  
• The picture must be good quality (focused, clear, and sharp)  
• Proof you meet the financial requirements to continue living in Japan.  
• Proof of continued employment which states the details of your employment, such as the salary, position, and duration   
• The company’s registration documents   
• Proof of the annual income and tax payment  

Update related documents before they expire  

When you renew your visa, a new residence card is issued. Avoid getting your bank account locked by updating your details with your bank branch before your old residence card expires. As soon as you get a new residence card, update your bank branch with your new residence card in person.  

Qualifying for Permanent Residency  

Want to work in Japan indefinitely? You might qualify for permanent residency. ^[27]  

Types of visas who can apply for permanent residency:  

• Visa for highly skilled professional sub-categories  
• Visa for the spouse of a Japanese national   
• Long-term visa, or10 years of continuous residency in Japan  

PR Calculator for highly skilled professionals  

For highly skilled professionals, you can use this PR calculator to check if you qualify.   

You’ll be scored based on your age range, academic background, work experience, the organization you work for, annual salary, Japanese language ability, research achievements, and Japanese national qualifications.   

• For those who have worked in Japan for 3 years, you need to score at least 70 points.   
• For those who’ve only worked for a year in Japan, you need to score 80 points.  

You’re all set to go! Start your journey today by learning Japanese or signing up with FAST OFFER International and getting that job offer!   

REFERENCES 

1. Embassy of Japan in Malaysia. “Visa Information FAQ.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/visainfo_faq.html#visa. Accessed 6 Dec. 2024. 
2. ^1 
3. English Lawyers Japan. “Types of Visas for Foreigners in Japan.” English Lawyers Japan, englishlawyersjapan.com/types-of-visas-for-foreigners-in-japan/. Accessed 11 Sept. 2024.   
4. Ministry of Foreign Affairs of Japan. “Frequently Asked Questions about Visas.” Ministry of Foreign Affairs, www.mofa.go.jp/j_info/visit/visa/faq.html. Accessed 12 Sept. 2024.  
5. Ministry of Justice of Japan. “Immigration Services Agency Applications.” Ministry of Justice, www.moj.go.jp/isa/applications/index.html. Accessed 11 Sept. 2024.   
6. ^1 
7. Embassy of Japan in Malaysia. “Visa Appointment Information.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/visainfo_appt.html. Accessed 6 Dec. 2024.
8. ^7 
9. ^7 
10. Embassy of Japan in Malaysia. “Visiting the Embassy: Appointment Timings.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/visit.html#time. Accessed 6 Dec. 2024. 
11. ^7 
12. Embassy of Japan in Malaysia. “Visiting the Embassy: Required Documents.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/visit.html#documents. Accessed 6 Dec. 2024. 
13. Ministry of Foreign Affairs of Japan. “Visa Application Form (Sample).” Ministry of Foreign Affairs, www.mofa.go.jp/mofaj/files/000124525.pdf. Accessed 6 Dec. 2024. 
14. ^12 
15. ^7 
16. Embassy of Japan in Malaysia. “Visiting the Embassy.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/visit.html. Accessed 6 Dec. 2024. 
17. Embassy of Japan in Malaysia. “Visa Application Requirements.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/files/100759938.pdf. Accessed 6 Dec. 2024. 
18. ^7 
19. ^10 
20. Embassy of Japan in Malaysia. “About Us.” Embassy of Japan in Malaysia, www.my.emb-japan.go.jp/itpr_en/about_us.html. Accessed 14 Oct. 2024. 
21. ^1 
22. ^4  
23. Ministry of Justice of Japan. “Immigration Services Agency Procedures.” Ministry of Justice, www.moj.go.jp/isa/applications/procedures/index.html#midashi03. Accessed 11 Sept. 2024.    
24. Kyoto University of Foreign Studies. “Overseas Study Procedure.” KUFS, www.kufs.ac.jp/en/faculties/overseas/procedure.html. Accessed 11 Sept. 2024.   
25. ^23 
26. Ministry of Justice. “Application Procedures for Status of Residence in Japan.” Ministry of Justice, www.moj.go.jp/isa/applications/procedures/nyuukokukanri10_00011.html. Accessed 12 Sept. 2024.  
27. Juridique. “New Visa Information.” Juridique, www.juridique.jp/visa/new.php. Accessed 12 Sept. 2024.