Why are work visas denied, and what can you do about it?

Foreigners Employment Support Organization (FESO)　／　Published 25 April 2025　／　Last updated 21 August 2026

This article is a translation of the Japanese original. Where the two differ, the Japanese version prevails. Read the Japanese original（日本語版を読む）

Answer

There are 5 broad reasons for denial. (1) Defects in or missing application documents (2) A mismatch between the duties and your education or work experience (3) Problems on the employer's side (4) The applicant's conduct or purpose of entry (5) Insufficient Japanese-language ability. Understanding these reasons in advance and preparing for them reduces the risk of denial.

When do problems with the documents lead to a denial?

Missing entries, missing documents, poor translation, and expired documents.

If there are gaps in the application form, or documents that are required are missing, the papers may be returned without being examined, or the application may be denied.

Gaps, typos and omissions in the application form
A photograph that does not meet the specifications (size, background and so on)
Missing attachments (graduation certificate, employment contract and so on)
A document that needs a translation submitted without one, or with a poor translation
Submitting a document that has expired

What to do: Check against a checklist before you submit, and check the current list of required documents on the website of the 出入国在留管理庁 (Immigration Services Agency of Japan). If you are having documents in your own language translated, check that the Japanese is accurate. A certificate of translation is needed in some cases.

When does education or work experience lead to a denial?

Where the duties are not connected to your education or your practical experience.

Applying for a job that has nothing at all to do with the field you majored in at university
Not meeting the number of years of practical experience required
The duties go beyond the range of activities permitted under that status of residence

What to do: Check your own education and work experience, and consider carefully which status of residence you meet the requirements for. Work with your employer to make the specific duties clear, and explain in the application form and in a 理由書 (written explanation), in specific terms, how your education and work experience relate to the duties.

Can problems on the employer's side lead to a denial?

They can. The company's financial position and any past breaches of the law are also examined.

The company's financial position is markedly unstable
The company has committed a wrongful act in the past in connection with accepting foreign workers
The foreign worker's pay is not at the same level as, or higher than, that of a Japanese national
The reality of the company's business activities is unclear

What to do: Look into the company that plans to employ you in advance, and check that the working conditions comply with the 労働基準法 (Labor Standards Act) and other laws. Ask the company to prepare material showing its financial position and the reality of its business activities.

Does a past record of violations lead to a denial?

It has an effect. What matters is to declare it honestly rather than hide it.

A criminal record in the past
A past breach of the 入管法 (Immigration Control and Refugee Recognition Act), such as overstaying or illegal work
The purpose of entry is suspected to be something other than work

What to do: Declare any past criminal record or record of violations honestly, and do not hide it. Explain clearly and specifically why you want to work in Japan. You may be asked to submit a document proving that you have no criminal record.

Can Japanese-language ability be a reason?

It can. There are statuses of residence, such as 「特定技能」, that require a certain level of Japanese.

Not reaching the level of Japanese-language ability required
Not being able to submit a document proving your Japanese-language ability

What to do: Study to a plan so that you gain the Japanese-language ability you need. Sit a Japanese-language test (such as the JLPT) and obtain a pass certificate.

This article is based on information as at April 2025 (2025年4月). Please check the official website of the 出入国在留管理庁 for the latest information.

Frequently Asked Questions

If I am denied, can I never apply again?

You can. What matters is to analyse the reason for the denial, take steps to deal with it, and then apply again.

If the job differs from my university major, am I always denied?

Not always, but a job with no connection at all is a reason for denial. Explain in a 理由書, in specific terms, how your education and work experience relate to the duties.

Should I hide a past overstay?

Please do not hide it. Declaring it honestly is itself the right step to take.

Is Japanese-language ability needed for every status of residence?

Not necessarily. There are statuses of residence, such as 「特定技能」, that require a certain level of Japanese.

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This article provides general information. Immigration rules change, and outcomes depend on individual circumstances. Please check the Immigration Services Agency website or consult a qualified specialist.
This page is a translation of the Japanese original. Where the two differ, the Japanese version prevails.