New Filing Required from April 15, 2026: “Declaration Regarding the Representative of the Affiliated Organization” — Background and Practical Impact

From April 15, 2026, the Immigration Services Agency of Japan has begun requiring an additional document called the “Declaration Regarding the Representative of the Affiliated Organization” for certain visa applications. This change is especially important for Category 3 and Category 4 organizations, particularly in cases involving Engineer / Specialist in Humanities / International Services and Business Manager.

What has changed?

As of April 15, 2026, the Immigration Services Agency’s application pages now show that the “Declaration Regarding the Representative of the Affiliated Organization” must be submitted in certain cases.

At least on the official website, this additional document can be seen in connection with categories such as:

• Engineer / Specialist in Humanities / International Services
• Business Manager
• Researcher
• Nursing Care
• Skilled Labor
• Some Designated Activities categories

In practice, the biggest impact will likely be on applications for Engineer / Specialist in Humanities / International Services and Business Manager, especially where the sponsoring organization falls under Category 3 or Category 4.

This is more than just one more form

This new declaration should not be viewed as a minor supplemental document. It appears designed to make the sponsoring organization more clearly responsible for the truthfulness and consistency of the application.

The reference form itself includes a warning to the effect that if the submitted information is not true, the case may be regarded as a false application. It also requires the name of the person preparing the declaration. In other words, this change points toward a system in which the company side is expected to understand and stand behind the contents of the application more directly.

Why was this introduced now?

The Immigration Services Agency has not published a single simple notice fully explaining the policy reason behind this new declaration. However, when we look at the materials released around the same date, this change appears to be part of a broader tightening of review regarding the actual work content, the accepting organization, and the credibility of the explanation provided by the employer.

On the same date, April 15, 2026, the Agency also released a new appendix in its clarification materials for Engineer / Specialist in Humanities / International Services. That appendix addresses cases involving customer-facing work requiring language ability, such as work at hotels and ryokan. Related materials also indicate that, in such cases, documents proving language ability at approximately CEFR B2 level may be required.

This strongly suggests a more detailed review of questions such as: What work will the foreign national actually perform? Does that work really match the status of residence being applied for? Does the organization genuinely understand the role? And does the applicant have the language ability necessary for that role?

In addition, publicly available Agency materials note that among foreign nationals staying in Japan under Engineer / Specialist in Humanities / International Services, a certain number are working through labor dispatch arrangements, and that this number appears to be increasing. Seen in that context, the new declaration is reasonably understood as part of an effort to reduce mismatches between what is written in the application and what happens in reality.

Why Category 3 and Category 4 organizations should pay special attention

For statuses such as Engineer / Specialist in Humanities / International Services and Business Manager, the required supporting documents differ depending on the organization’s category. Broadly speaking, Categories 1 and 2 tend to cover listed companies and certain larger or more established entities, while Categories 3 and 4 include many ordinary private companies, small businesses, and newly established corporations.

That means this change is particularly important for smaller companies, newer businesses, and organizations whose internal compliance or documentation systems are still developing.

Practical points to check before filing

Going forward, immigration review is likely to focus not only on the applicant’s own background, education, work history, and language ability, but also on the internal consistency of the company-side explanation. In particular, the following points deserve careful attention:

• Whether the representative genuinely understands the applicant’s actual duties
• Whether the employment contract, notice of working conditions, job description, and explanation letter are consistent with each other
• Whether the actual work truly falls within the scope of the intended status of residence
• Whether customer-facing language-based work is supported by sufficient language evidence
• Whether dispatch, secondment, or on-site placement arrangements are accurately explained

In short, this is not the kind of change that can safely be handled by “just adding one more form.” It is now more important than ever to prepare a coherent and credible set of documents from the employer side before filing.

Our view

In our view, this is not merely a formal paperwork revision. It signals a stronger expectation that the receiving organization itself will take responsibility for explaining the position, the work content, and the reality of the employment arrangement.

For companies in Category 3 or 4 applying for work-related or business-related statuses, it is wise to review job descriptions, company materials, business explanations, contracts, and the representative’s understanding before submission.

At Tommy’s Legal Service, we do not only prepare the application forms themselves. We also place strong emphasis on checking the overall consistency of the employer-side documents in light of regulatory and practical changes like this one. If you are planning a work visa or business-related visa application, please feel free to contact us.

投稿者プロフィール

Daisuike Tominaga行政書士 (Immigration Lawyer)

日系理化学機器輸入商社、日系センサーメーカー、外資系真空機器メーカー、外資系化学装置メーカーでの国内外業務を経て、令和2年度行政書士試験に合格。令和3年4月、トミーズリーガルサービス行政書士事務所を開業。

現在は入管業務（VISA・在留資格）を中心とした専門事務所として、外国人の雇用・受け入れ、企業の国際人材戦略、在留手続のオンライン申請支援を行う。
企業・個人いずれのクライアントにも寄り添い、迅速・丁寧で負担の少ない手続きをモットーとする。

また、国際業務の経験を生かし、英語での各種案内・申請支援にも対応。

趣味： バイク（CB1300SB）、ツーリング、テニス、ゴルフ

English:
After working in Japanese and foreign-affiliated companies in the fields of scientific instruments, sensors, vacuum equipment, and chemical processing machinery, I passed the national Administrative Scrivener examination in 2020 and founded Tommy’s Legal Service Administrative Scrivener Office in April 2021.

My practice is specialized in immigration procedures—visa applications, extensions, changes of status, and online filings for both companies and individuals. I support employers and foreign nationals with fast, accurate, and stress-free application processes.
English guidance and bilingual documentation are also available.

Hobbies: Motorcycles (Honda CB1300SB), touring, tennis, golf

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