Hiring international students for part-time work has become common across many industries in Japan. However, misunderstandings about the rules governing part-time work for foreign students can expose both employers and employees to serious legal risks. This article outlines what employers need to check at every stage — from recruitment to post-hiring management.

1. Points to Note When Recruiting

The most important point during recruitment is not to give the impression that the position is open to anyone. Whether a foreign national can work in Japan depends on their status of residence. For those with statuses such as “Student” or “Dependent,” where employment is not permitted in principle, holding a valid permission for activities outside their status is a prerequisite for part-time work.

It is advisable to clearly state legal requirements in the job posting, such as:

• “Applicants must have a valid permission to engage in activities other than those permitted by their status of residence”
• “Maximum 28 hours per week”

Under the Immigration Control Act, employers who allow foreign nationals to engage in illegal employment — even unknowingly — may face imprisonment of up to 3 years, a fine of up to 3 million yen, or both. Claiming ignorance does not exempt an employer from criminal charges.

2. Points to Check During Screening and Interviews

During the hiring process, always verify the applicant’s residence card in person — do not rely solely on the résumé. Essential items to check include:

• Type of status of residence
• Expiration date of the period of stay
• Whether any work restrictions apply
• Whether the residence card shows the permission stamp for engaging in other activities

If the applicant holds multiple part-time jobs, do not rely only on self-reporting. Specifically confirm their current total weekly working hours across all workplaces. When necessary, contact other employers directly to verify this.

During the interview, also confirm that the proposed shift schedule is compatible with the applicant’s academic commitments, and clearly explain the rule:

“You may not work more than 28 hours per week, including hours worked at other part-time jobs.”

■ Creating a Written Pledge

To establish a clear compliance record, employers are strongly advised to prepare a written pledge to be signed alongside the employment contract. The pledge should include:

• Employer’s name (e.g., ○○ Co., Ltd.)
• Employee’s name and address
• Date
• Maximum 28 working hours per week
• The 28-hour limit applies to the combined total of all workplaces
• Prohibition on working at businesses falling under adult entertainment categories
• Obligation to immediately report withdrawal, dismissal, leave of absence, or graduation from their educational institution
• Obligation to report immediately when the residence card is renewed or changed, along with the updated card information

3. Post-Hiring: Work-Hour Management and Ongoing Support

After hiring, managing working hours is the top priority. Use a shift management system or attendance tracking tool to monitor weekly hours. Regularly check whether the employee is working multiple jobs and ensure their combined hours do not exceed the legal limit.

It is also important to provide clear explanations of job responsibilities and workplace rules so that international employees can settle in smoothly. When communication in Japanese is difficult, use simple language or prepare easy-to-understand manuals. Creating an environment where employees feel comfortable asking for help can prevent problems such as unexplained absences or workplace conflicts.

Hiring foreign part-time workers is an effective way to address labor shortages — but it also requires strict compliance with immigration laws. Proper verification and management at every stage protects both the employer and the employee.

Need guidance on hiring foreign employees or setting up a compliance system? We are happy to help.