2.57 Million Foreign Workers Has Arrived | A Comprehensive Guide by Administrative Scriveners on Status of Residence Management That Companies and Foreign Workers Need to Know

Introduction: The Record High of 2.57 Million – A Turning Point in Japan’s Labor Market
1. Current Situation in Japan as Seen Through the Breakdown of 2.57 Million Foreign Workers
2. Status of Residence Management Risks Faced by Business Owners and HR Managers
3. Correctly Understanding the Types and Selection Criteria of Status of Residence
4. Basic Knowledge of Status of Residence Management That Foreign Residents Should Know
5. Practical Aspects of Status of Residence Application: Points for Smooth Application
6. What Companies Should Work on for Future Foreign Worker Employment
7. Toward a Multicultural Society in the Era of 2.57 Million
Summary: “Correct Knowledge” and “Early Consultation” Required in the Era of 2.57 Million

Introduction: The Record High of 2.57 Million – A Turning Point in Japan’s Labor Market

On January 30, 2026, the Ministry of Health, Labour and Welfare released statistics marking a historic turning point in Japan’s labor market. As of the end of October 2025, the number of foreign workers in Japan reached a record high of 2,571,037, an increase of 268,450 from the same period the previous year. This marks the 13th consecutive year of record-breaking numbers.

This figure is not merely a statistic. It signifies that Japanese society is facing structural labor shortages and has entered an era where economic activities cannot be sustained without foreign workers.

In this article, drawing from my experience as an administrative scrivener (gyoseishoshi) working at the forefront of visa applications and status of residence applications, I will provide a thorough explanation of the important points that business owners, HR managers, and foreign residents in Japan need to know.

Article Reference: Yomiuri Shimbun Online – Foreign Workers Increase for 13th Consecutive Year

1. Current Situation in Japan as Seen Through the Breakdown of 2.57 Million Foreign Workers

1-1. Changes in Recruitment Trends Shown by Nationality Data

The breakdown by nationality revealed in this announcement is as follows:

Vietnam: 605,906 people (23.6%)
China: 431,949 people (16.8%)
Philippines: 260,869 people (10.1%)

The background to Vietnam becoming the largest group includes the active acceptance of technical intern trainees and specified skilled workers. Meanwhile, China, which was once the largest group, has been decreasing proportionally, indicating increasing diversification in the nationalities being recruited.

1-2. “Shift to Specialized Human Resources” Seen in Status of Residence Data

The following points are particularly noteworthy in the breakdown by status of residence:

Status of residence in specialized and technical fields: 865,588 people (the largest group)
- Includes Specified Skilled Worker, Engineer/Specialist in Humanities/International Services, Highly Skilled Professional, etc.
Status of residence based on status: 645,590 people
- Includes Permanent Resident, Spouse of Japanese National, Long-Term Resident, etc.
Technical Intern Training: 499,394 people

An important point that can be read from these figures is that the shift from “simple labor” to “specialized human resources” has become clear. The type of human resources companies seek has changed, and accordingly, the selection of status of residence has become more sophisticated and complex.

1-3. The Meaning of Small Businesses Accounting for 60% of Foreign Worker Employment

The number of business establishments employing foreign workers reached a record high of 371,215, with small establishments with fewer than 30 employees accounting for approximately 60%. The average number of foreign workers per establishment is 6.9 people.

What does this mean?

The perception that “foreign worker employment is only for large companies” has become completely outdated.

Even small and medium-sized enterprises and sole proprietorships are now regularly hiring foreign workers, and with this comes the need for knowledge of status of residence management and labor management across a wider range of business operators.

2. Status of Residence Management Risks Faced by Business Owners and HR Managers

2-1. Risk of Mismatch Between Status of Residence and Job Duties

When hiring foreign workers, the most common problem is “the status of residence and the actual job duties do not match.”

Typical failure examples:

Hired with “Engineer/Specialist in Humanities/International Services” status of residence but actually assigned simple tasks
Had someone work more than 28 hours per week with “Student” status of residence permission for activities other than that permitted
The business category of “Specified Skilled Worker” was different from the actual work content

Each status of residence has strictly defined “activities that can be engaged in.” Failure to comply with these rules may result in the company being charged with the crime of facilitating illegal employment, and the foreign national may also face risks of cancellation of status of residence or deportation.

2-2. Inability to Work Due to Lax Renewal Management of Period of Stay

Another frequent problem is delays or oversights in renewal procedures for the period of stay.

Each status of residence always has a “period of stay” set, and renewal applications must be made before the deadline. During the renewal application period, work is possible until the deadline stated on the residence card, but if the deadline passes, it becomes illegal stay and immediate inability to work occurs.

As a company, it is important to establish a system that manages the residence deadlines of all employed foreign workers in a list and begins renewal preparations three months in advance.

2-3. Overlooking Status Change Procedures During Job Changes and Reassignments

When a foreign worker changes jobs or when there is a significant change in job type within the company, it may be necessary to change the status of residence.

For example:

Transition from “Technical Intern Training” to “Specified Skilled Worker”
Job type change under “Engineer/Specialist in Humanities/International Services” (interpreter → engineer, etc.)
Change from “Designated Activities” to “Engineer/Specialist in Humanities/International Services”

Failure to complete these change procedures may result in illegal employment status.

3. Correctly Understanding the Types and Selection Criteria of Status of Residence

3-1. What is the Specified Skilled Worker System? Why Companies Should Utilize It

The “Specified Skilled Worker” system, established in 2019, is a framework for accepting foreign workers with certain expertise and skills in industrial sectors with serious labor shortages.

Currently, acceptance is permitted in the following fields, with further expansion planned:

Nursing care, building cleaning, industrial machinery manufacturing, electrical/electronic information-related industries, construction, shipbuilding/marine machinery, automobile maintenance, aviation, accommodation, agriculture, fisheries, food and beverage manufacturing, food service, automobile transportation, railways, forestry

Advantages of Specified Skilled Worker:

Unlike technical internship, job changes are possible
Maximum of 5 years (for Specified Skilled Worker No. 2, renewable with family accompaniment possible)
Can secure human resources expected to be immediately productive

When companies employ specified skilled workers, they bear certain obligations as accepting organizations (creation and implementation of support plans, etc.), so understanding the system and establishing appropriate management structures is essential.

3-2. Scope of Application for Engineer/Specialist in Humanities/International Services Visa

The representative “work visa” is “Engineer/Specialist in Humanities/International Services.”

Examples of applicable occupations:

Engineer, programmer, design engineer (technical)
Planning, sales, accounting, general affairs, human resources, legal affairs (humanities knowledge)
Interpreter, translator, language teacher, overseas trading business (international services)

To obtain this status of residence, in principle, university graduation or Japanese vocational school graduation (specialist diploma), or practical experience (10 years or more, 3 years or more for interpreting/translating) is required.

Note: Simple tasks or field work are generally not permitted. Cases such as “hired as office staff but actually doing only warehouse work” constitute activities other than those permitted.

3-3. Current Status and Future Direction of the Technical Intern Training System

The technical intern training system is a system aimed at technology transfer to developing countries, but it has also been utilized in reality as a means to supplement labor shortages.

In this latest statistics, technical intern trainees numbered approximately 500,000, but it is expected that transitions to specified skilled workers will progress in the future. In 2027, the technical intern training system is scheduled to change to a training employment system, and a shift to a new framework that better reflects reality is being considered.

For companies currently accepting technical intern trainees, it is important to consider the transition route to specified skilled workers.

4. Basic Knowledge of Status of Residence Management That Foreign Residents Should Know

4-1. What You Can and Cannot Do with Your Status of Residence

Your residence card contains information about your status of residence, period of stay, and whether there are work restrictions.

Points you must check:

Type of status of residence
Residence deadline (date when renewal is required)
Presence or absence of work restrictions (“Not permitted to work,” “No restriction on work,” etc.)

If you have “Student” status of residence with “permission for activities other than those permitted under the status of residence previously granted,” you can work part-time within 28 hours per week, but exceeding this constitutes illegal employment.

4-2. Procedures Required When Changing Jobs or Starting a Business

When changing jobs:

Depending on the status of residence, obtaining a “Certificate of Authorized Employment” is recommended
Confirm whether the job duties at the new employer are within the scope permitted by your current status of residence
Submit a “Notification of Change of Affiliated Organization” to immigration within 14 days after changing jobs

When starting a business:

Change of status of residence from “Engineer/Specialist in Humanities/International Services” to “Business Manager” is required
Business plan, capital (in principle 30 million yen or more), securing of office space, etc. are examined

4-3. Conditions and Precautions for Family Invitation (Dependent)

Once you have established a stable living foundation in Japan, many people want to invite their spouse and children.

Conditions for Dependent Visa:

The principal (supporter) must have a certain status of residence (work-related, student, etc.)
Must have the ability to support (income proof required)
Targets are spouses and minor children

Family members who come to Japan on a dependent visa can also work within 28 hours per week if they obtain permission for activities other than those permitted.

5. Practical Aspects of Status of Residence Application: Points for Smooth Application

5-1. Preparation of Required Documents and Application Timing

Applications for status of residence require numerous documents. While they vary depending on the type of application and status of residence, generally required items include:

Common documents:

Application form (immigration-designated format)
Passport and residence card
Facial photograph
Fee (4,000 yen for renewal)

Additional documents required depending on content:

Employment contract, labor condition notification
Company registration certificate, financial statements
Graduation certificate, transcript
Job description
Tax payment certificate, taxation certificate

Application timing:

Renewal of period of stay: Applications can be made from 3 months before the deadline
Change of status of residence: Promptly after job change/duty change is decided

Early preparation and application are the golden rules for avoiding problems.

5-2. Main Reasons for Non-Approval and Countermeasures

The main reasons for non-approval of status of residence applications are as follows:

Cannot prove the relationship between academic/work history and job duties → Clearly demonstrate the relationship with a detailed job description
There are doubts about the company’s stability and continuity → Prove business condition with financial statements and business plans
There are problems with past residence status → Fulfillment of tax obligations, presence or absence of overstay, etc. are examined
Deficiencies in submitted documents or insufficient explanation → Have documents checked by a specialist

Non-approval requires reapplication, which costs time and money. It is important to make complete preparations for the initial application.

5-3. Benefits and Costs of Hiring an Administrative Scrivener

While you can apply for status of residence yourself, there are significant benefits to hiring an administrative scrivener as a specialist.

Benefits of hiring an administrative scrivener:

Accurate judgment of complex requirements
Accurate selection of necessary documents and creation support
Improved approval rate through increased accuracy of application documents
Significant reduction in time and effort
Minimization of non-approval risk

General cost guidelines:

Renewal of period of stay: 50,000-80,000 yen
Change of status of residence: 80,000-100,000 yen
Application for certificate of eligibility: 80,000-150,000 yen
Permanent residence permit application: 100,000-200,000 yen

While there are costs involved, hiring a specialist is a rational choice when considering the losses from non-approval and the trouble of reapplication.

6. What Companies Should Work on for Future Foreign Worker Employment

6-1. Building a Compliance System

As the number of foreign workers increases, companies are required to establish the following systems:

Introduction of status of residence management system
- Centralized management of residence deadlines for all employees
- Automatic alert function for renewal times
Establishment of status of residence verification flow at the time of hiring
- Visual confirmation of residence card
- Verification of residence card number authenticity (using immigration online system)
Regular in-house training
- Basic status of residence training for HR staff
- Proper employment management training for frontline managers

6-2. Creating a Workplace Environment Where Foreign Workers Stay

Not only status of residence management, but also creating an environment where foreign workers want to work for a long time is important.

Examples of specific initiatives:

Provision of company information in multiple languages (employment regulations, pay statements, etc.)
Consideration for culture and religion (prayer rooms, meal options, etc.)
Clarification of career paths
Introduction of mentor system
Japanese language learning support

6-3. Building a Specialist Network

It is difficult for companies to handle all issues alone. Build collaborative relationships with the following specialists:

Administrative Scrivener: Status of residence application, visa consultation
Certified Social Insurance Labor Consultant: Labor management, social insurance procedures
Tax Accountant: Tax processing, withholding tax
Lawyer: Labor disputes, contractual relationships

Having a specialist network enables early detection of problems and prompt response.

7. Toward a Multicultural Society in the Era of 2.57 Million

7-1. Foreign Workers Are Not “Temporary Labor” but “Members of Society”

The figure of 2.57 million indicates that foreign workers have become not an “option” but an “indispensable presence” for Japanese society.

In the future, what Japan should aim for is a “multicultural society” that accepts foreign workers not merely as labor power, but as members of society, growing together.

7-2. Rights and Responsibilities of Both Companies and Foreign Workers

Company responsibilities:

Provision of proper working conditions
Provision of duties that match the status of residence
Establishment of a workplace environment free from discrimination

Foreign worker responsibilities:

Compliance with status of residence rules
Understanding and compliance with laws and company regulations
Active communication

Healthy employment relationships are built when both sides fulfill their responsibilities.

7-3. What We Can Do as Administrative Scriveners

We at Niseko Visa Application Support Center provide the following support as a bridge between companies and foreign workers:

Status of residence application agency and consulting
Support for building foreign worker employment management systems for companies
Status of residence seminars for foreign workers
Initial response advice when problems occur

If you have any questions or concerns about foreign worker employment, please feel free to consult us about even the smallest matters.

Summary: “Correct Knowledge” and “Early Consultation” Required in the Era of 2.57 Million

Now that the number of foreign workers has reached a record high of 2.57 million, both companies and foreign workers are required to have more accurate status of residence management than ever before.

To business owners and HR managers:

Always confirm the compatibility of status of residence and job duties
Thoroughly manage residence deadlines
Build collaborative relationships with specialists

To foreign residents in Japan:

Accurately understand the content of your status of residence
Always confirm in advance when changing jobs or starting a business
Prepare renewal procedures early

“I didn’t know” or “I put it off because I was busy” can lead to major problems.

If you have even the slightest anxiety or doubt, we recommend consulting a specialist. Appropriate advice leads to your peace of mind, healthy company growth, and career development for foreign workers.

In the Japan of the 2.57 million era, we administrative scriveners will provide full support to aim for a society where both companies and foreign workers can grow together.