- Introduction: A New Approach to Supporting Foreign Residents
- Oita Prefecture’s New System: Foreign Nationals as Regional Revitalization Cooperation Volunteers
- Challenges Foreign Residents Face: Insights from Administrative Scrivener Practice
- What Companies Can Learn: A Fresh Perspective on Managing Foreign Talent
- Collaboration Among Government, Communities, Companies, and Specialists
- Multicultural Coexistence Initiatives Spreading Nationwide
- What We as Administrative Scriveners Can Do
- Conclusion: The Path Forward Shown by Oita Prefecture
Introduction: A New Approach to Supporting Foreign Residents
In fiscal year 2026, Oita Prefecture is planning a relatively rare initiative: appointing foreign residents with a certain level of Japanese proficiency as regional revitalization volunteers to help support other foreign residents living in the prefecture.
According to related reporting, the number of foreign residents in Oita Prefecture had reached a record high by the end of 2024. Oita Prefecture already operates a prefectural foreign residents’ consultation center with multilingual support, but access to information and consultation opportunities remains uneven depending on where people live and what language they speak.
In this article, as an administrative scrivener (gyoseishoshi) specializing in visa applications and residence status procedures, I will explain the significance of Oita Prefecture’s initiative and what companies and communities can learn from it.
Oita Prefecture’s New System: Foreign Nationals as Regional Revitalization Cooperation Volunteers
Overview of the System
This system, included in Oita Prefecture’s initial budget proposal for fiscal year 2026, includes the following elements:
Deployment Locations Five regional bureaus: Eastern (Kunisaki City), Southern (Saiki City), Hohi (Taketa City), Western (Hita City), and Northern (Usa City)
Activities
- Visiting companies within their jurisdictions
- Hearing concerns from foreign workers
- Providing consultation on communication in Japanese and job searching
- Acting as a bridge between the community and foreign residents
Budget Approximately 58 million yen (including related expenses)
Start Date Scheduled for October 2026
Why Is This System Needed Now?
In Oita Prefecture’s 2025 survey of 1,026 foreign residents, many respondents reported difficulty accessing information in languages they could understand, and awareness of the prefectural foreign residents’ consultation center was also found to be low.
This challenge is not unique to Oita Prefecture. As the number of foreign workers increases nationwide, many face difficulties accessing administrative services and daily life information.
The Value of Peer-Based Support by Foreign Residents
The particularly noteworthy aspect of this system is that it employs foreign residents who have already acquired Japanese language skills and experience living in Japan.
Why is this approach effective?
Shared Experience of Living in Japan as a Foreign Resident As fellow foreign residents, they understand the challenges of adapting to life in a new country
Practical Advice Based on Personal Experience Having navigated Japanese language learning and daily life adaptation themselves, they can offer concrete, realistic guidance
Lower Psychological Barriers People are often more comfortable consulting someone who has been in a similar situation
Multilingual Communication Potential Many can communicate not only in Japanese but also in their native language and possibly English
When these elements combine, the result is genuine empathetic support that goes well beyond simple information provision.
Challenges Foreign Residents Face: Insights from Administrative Scrivener Practice
Common Issues Related to Visas and Residence Status
In our practice as administrative scriveners, we encounter various concerns from foreign residents on a regular basis.
Typical Consultation Cases
Last-Minute Consultations Before Residence Period Expiration Many people come to us in a panic after suddenly realizing their residence period is about to expire. Renewal procedures should ideally begin well in advance, but lack of information often leaves people unaware until it’s almost too late.
Mismatch Between Residence Status and Actual Job Duties We see cases where individuals who entered Japan under the “Engineer/Specialist in Humanities/International Services” status of residence are in fact being assigned to simple labor. This poses serious legal risks for both the foreign national and the employer.
Misunderstandings About Bringing Family Members to Japan Common misconceptions include thinking that permanent resident status automatically extends to family members, or applications being denied due to incomplete documentation.
Failure to Complete Required Procedures When Changing Jobs Some residence statuses require notification to immigration or even a change of status when switching employers, but many people unknowingly neglect these procedures.
Problems Created by Language Barriers
Insufficient Japanese communication ability can lead to serious problems:
- Misunderstandings about employment terms (salary, holidays, overtime)
- Inadequate understanding of health insurance and pension systems
- Disputes over housing contracts
- Communication difficulties with children’s schools
- Inability to access critical information during disasters
These are not mere inconveniences—they can sometimes threaten people’s safety, livelihood, and well-being.
The Information Access Gap
As Oita Prefecture’s survey demonstrates, many foreign residents struggle to obtain information in languages they can understand.
Even in our internet-connected age, information gaps persist due to:
- Insufficient multilingual government information
- Difficulty identifying trustworthy information sources
- Spread of misinformation through social media
- Absence of supportive communities
- Not knowing where to turn or whom to ask
Oita Prefecture’s new system represents an important step toward closing this information gap.
What Companies Can Learn: A Fresh Perspective on Managing Foreign Talent
Creating an Environment Where Foreign Employees Are Not Isolated
What can companies learn from Oita Prefecture’s approach?
Establish Internal Consultation Services Set up multilingual consultation within HR or introduce peer mentoring among foreign employees
Conduct Regular Check-Ins Create opportunities to discuss not only work issues but also challenges in daily life
Provide Information in Multiple Languages Prepare key documents—work rules, safety manuals, benefits guides—in multiple languages
Connect with Community Resources Partner with local international exchange associations and government consultation services, referring employees as needed
Show Cultural Awareness Understand and flexibly accommodate religious practices (prayer times, dietary restrictions) and cultural differences
Managing Residence Status Is a Corporate Responsibility
For companies employing foreign nationals, proper management of residence status is both a legal requirement and a critical aspect of risk management.
Key Points Companies Should Understand
Verify Residence Status Before Hiring Always check the residence card to confirm the status of residence and any work restrictions
Track Residence Period Expiration Dates Notify employees several months before expiration and support the renewal process
Understand Notification Requirements Companies should understand and comply with any required notifications related to foreign employment, including employment-related notifications under labor and employment rules, and should also confirm whether any immigration-related notifications are necessary depending on the employee’s status of residence
Ensure Consistency Between Residence Status and Job Duties Regularly verify that the duties outlined in the employment contract and the actual work performed fall within the scope of the employee’s status of residence
Collaborate with Specialists Establish an advisory relationship with specialists such as administrative scriveners to build a preventive support system
Improving Retention of Foreign Talent
In practice, many employers report that retention can become a challenge where communication, career visibility, and daily-life support are insufficient.
Common reasons for turnover include:
- Communication difficulties
- Unclear career paths
- Lack of support in daily life
- Cultural isolation
In other words, it’s often not about skills or ability, but about environment.
Just as Oita Prefecture’s Regional Revitalization Cooperation Volunteers create a supportive environment for foreign residents, companies that establish environments where foreign employees can seek help with confidence will see significantly improved retention.
Multicultural Integration Enhances Corporate Value
There is a fundamental difference between viewing foreign talent as “an unavoidable response to labor shortages” and seeing them as “a source of organizational strength through diversity.”
Companies actively engaged in multicultural integration:
- Attract high-quality foreign talent
- Generate fresh ideas through workforce diversity
- Gain competitive advantages in global expansion
- Improve corporate image and brand value
- Earn trust from local communities
In other words, supporting foreign talent appropriately is not a cost—it’s an investment.
Collaboration Among Government, Communities, Companies, and Specialists
Multicultural Coexistence Cannot Be Built by Any Single Actor
Governor Sato of Oita Prefecture stated in the prefectural assembly: “We aim to realize a multicultural coexistence society where foreign residents and local people can live with peace of mind.”
Can this “multicultural coexistence society” be created by government alone? The answer is no.
Each Actor Has a Role
Government’s Role
- Design systems and allocate budgets
- Disseminate information in multiple languages
- Establish consultation services
- Create mechanisms connecting communities and foreign residents
Companies’ Role
- Provide appropriate working environments
- Manage residence status properly
- Support employees’ daily lives
- Practice cultural awareness and understanding
Communities’ Role
- Host international exchange events
- Operate Japanese language classes
- Share information about daily life
- Welcome foreign nationals as community members
Specialists’ Role (Administrative Scriveners, etc.)
- Provide accurate legal information
- Support visa and residence status procedures
- Offer consulting services to companies
- Prevent and resolve problems
True multicultural coexistence can only be realized when these actors work together organically.
Oita Prefecture’s “Collaborative Model”
The Regional Revitalization Cooperation Volunteer system exemplifies this collaboration:
- Government provides the system and budget
- Volunteers visit companies (bridging government and business)
- Workers’ voices are heard directly (reflecting stakeholder input)
- Connections are made to community consultation services and specialists (linking to expert support)
When this cycle functions effectively, challenges faced by foreign residents can be identified and resolved early, making communities more livable for everyone.
Strengthening Multilingual Information Access
Alongside this initiative, the prefecture is also working to strengthen multilingual information access through the Oita International Plaza and related support services.
Expanding multilingual information is not just about translation. It means:
- Ensuring access to disaster prevention information (life-saving information)
- Helping people understand systems and services needed for daily life
- Preventing isolation (having information creates a sense of security)
- Encouraging community participation (information makes it easier to get involved)
This commitment to broad language support reflects the diversity of foreign residents in Oita Prefecture and demonstrates genuine consideration for people of many nationalities.
Multicultural Coexistence Initiatives Spreading Nationwide
Beyond Oita Prefecture, various regions are implementing initiatives toward multicultural coexistence.
Hamamatsu City, Shizuoka Prefecture A city with many foreign residents, offering long-standing multilingual life consultations and educational support for foreign children
Oizumi Town, Gunma Prefecture About 20% of the population is foreign. The town has developed a Multicultural Coexistence Promotion Plan and is advancing multilingual administrative services
Toyohashi City, Aichi Prefecture Established a Foreign Citizens’ Council to incorporate foreign residents’ voices directly into municipal administration
Shinjuku Ward, Tokyo Operates a Multicultural Coexistence Plaza providing consultation in 18 languages
What these regions share is not a passive stance of “accepting foreigners” but an active commitment to “building the community together.”
The national government has also been promoting policies since 2018 aimed at expanding acceptance of foreign talent and realizing a multicultural coexistence society, including establishing one-stop consultation centers, enhancing Japanese language education, and improving support for healthcare, disaster preparedness, and children’s education.
According to Ministry of Justice statistics, the number of foreign residents in Japan at the end of 2023 was approximately 3.41 million—a record high and about 1.6 times the number from a decade earlier. This trend is expected to continue, making multicultural coexistence a nationwide priority.
What We as Administrative Scriveners Can Do
As Specialists in Visa Applications and Residence Status Procedures
Administrative scriveners are immigration procedure specialists. We provide support including:
For Individuals
- Application for Certificate of Eligibility (sponsoring someone from overseas)
- Application for Change of Status of Residence
- Application for Extension of Period of Stay
- Application for Permanent Residence
- Application for Naturalization
- Procedures for bringing family members to Japan
For Companies
- Consulting on employing foreign nationals
- Determining eligibility for residence status
- Reviewing employment contracts
- Submitting required notifications
- Conducting in-house training
- Ongoing support through advisory contracts
The Importance of Preventive Legal Services
Rather than “consulting when trouble arises,” it’s better to “consult before trouble starts.”
By establishing an advisory relationship with an administrative scrivener:
- Get immediate answers to everyday questions
- Receive regular reminders about residence period renewals
- Stay informed about legal changes
- Prevent problems before they occur
- Respond swiftly in emergencies
Especially for companies employing multiple foreign nationals, an ongoing relationship with a specialist provides crucial risk management.
Contributing to a Multicultural Coexistence Society
Our role as administrative scriveners goes beyond creating documents. We aim to:
- Help foreign nationals live in Japan with confidence and security
- Enable companies to employ foreign talent with peace of mind
- Connect government, foreign residents, and employers
- Provide accurate information and resolve misunderstandings
In that sense, administrative scriveners also serve as a bridge between foreign residents, employers, and Japanese society—much like Oita Prefecture’s Regional Revitalization Cooperation Volunteers.
With specialized legal knowledge, we connect foreign residents with Japanese society. We consider this our mission.
Conclusion: The Path Forward Shown by Oita Prefecture
Oita Prefecture Has Taken an Important Step
The “Foreign Regional Revitalization Cooperation Volunteer” system that Oita Prefecture will launch in October 2026 is an advanced, nationally significant initiative.
What makes this system meaningful:
- Peer-based support: Foreign residents supporting other foreign residents
- Community-focused: Deployed across five regional bureaus for detailed, localized support
- Workplace engagement: Gathering real voices through company visits
- Information access: Strengthening multilingual communication channels
- Concrete action: Moving from ideals to actual systems
What We Can Learn
From Oita Prefecture’s initiative, we can learn:
View Foreign Residents as Active Participants, Not Passive Recipients See them not as people to be helped, but as partners in building communities and companies
Information Access Is a Fundamental Right Being cut off from information due to language barriers threatens safety and livelihoods
Collaboration Is the Key to Success Government, companies, communities, and specialists must each play their part and work together
Take a Preventive Approach Rather than reacting to problems, create environments that prevent them
Commit for the Long Term Build sustainable systems, not one-time events
Multicultural Coexistence Is Not “the Future”—It’s “Now”
The number of foreign residents in Japan continues to reach record highs. This is no longer a “future issue” but “the reality we face today.”
Multicultural coexistence is not “an ideal to pursue someday” but “a practical challenge requiring immediate action.”
The Step You Can Take
For Corporate Executives and HR Personnel
- Create environments where foreign employees can seek help comfortably
- Manage residence status rigorously and collaborate with specialists
- Foster a corporate culture that respects multiculturalism
For Community Members
- Greet foreign neighbors
- Participate in international exchange events
- If you see someone struggling, help them find consultation services
For Foreign Residents
- Don’t face challenges alone—reach out to consultation services and specialists
- Check residence deadlines and procedures early
- Actively participate in community life
For Us as Administrative Scriveners
- Reduce foreign residents’ anxieties through accurate information and procedural support
- Help companies employ foreign talent with confidence
- Collaborate with government and communities to realize multicultural coexistence
Governor Sato’s Vision
Governor Sato stated: “We aim to realize a multicultural coexistence society where foreign residents and local people can live with peace of mind.”
These words reflect a perspective that does not view “foreign residents” and “local people” as separate groups, but rather emphasizes “living together.”
Foreign residents are not “subjects to be accommodated” but “partners in building the community together.”
Oita Prefecture’s challenge has just begun. We hope this step becomes a model for the entire nation and illuminates the path toward a true multicultural coexistence society.
And to make this vision a reality, we as administrative scriveners will continue to fulfill our role as specialists.
If you have concerns about residence status or visa applications, please feel free to contact us.
We are committed to supporting foreign residents so they can live in Japan with peace of mind, and to helping companies grow together with foreign talent with confidence.
Reference Information
- Oita Prefecture Official Website
- Oita International Plaza
- Immigration Services Agency of Japan, Ministry of Justice
- Ministry of Health, Labour and Welfare
Contact For consultations regarding visa applications and residence status, please contact our office. Initial consultations are complimentary.
Original Article: https://news.yahoo.co.jp/articles/58ad3419e613adccf67ca1eb9b7c20aba59c2789
