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Chef Work Visa Abroad: What the Chef Must Prepare in Japan

The documents a chef in Japan gathers for a work visa abroad, how long each takes, and the Japan side steps before departure, worked back from the flight date.

Updated September 27, 2026 WashokuJob

Whatever the country, the chef prepares much the same set in Japan: a passport with enough validity, employment and school certificates in English, a police certificate for most routes, and an English test and medical for some. Several take two to four weeks to issue, so start them all in the week you make the offer. Before leaving, the chef resigns, files a moving abroad notice and settles pension and resident tax; after arriving, registers with the Japanese consulate.

For the overseas restaurant or the Japanese head office HR team managing a chef's move out of Japan: the chef's documents, the Japan side procedures and a schedule worked back from the departure date. Which countries allow a restaurant to sponsor a chef, the salary floors, fees and processing times are compared in can a restaurant sponsor a chef visa.

On this page

  1. Who prepares what
  2. Documents the chef gathers in Japan
  3. Extra steps by country
  4. Procedures in Japan before and after departure
  5. Working back from the departure date
  6. Message to send the chef
  7. What to do this week
  8. Questions employers ask

1. Who prepares what

A work visa application is judged on the employer's papers and the chef's papers separately. The most common delay is the chef's side, so split the work on day one.

WhoWhat they prepare
Overseas employerOffer letter, employment contract, the employer side filings (sponsorship, job ads), company documents
The chefPassport, proof of work history and training, police certificate, English test and medical where required, photos
Japanese company (secondments)Secondment order, employment certificate, decisions on social insurance and tax

Some documents cannot be requested without the employer's papers; the police certificate is one. Send the chef a signed offer letter as a PDF first.

2. Documents the chef gathers in Japan

DocumentWhere fromTypical timeWatch for
PassportPrefectural passport office (online application also possible)About 2 weeks in Japan; 3 weeks to a month possible since July 2026Remaining validity limits the visa. A Singapore S Pass cannot run past one month before the passport expires
Employment certificates (in English or translated)Current and past employersDepends on employerDates, weekly hours, positions over time and duties. Under Labour Standards Act Article 22, a former employer must issue one on request
School certificate and cook's licence (translated)Culinary school; the licence is held by the chefDepends on schoolNone of the six main markets requires the 調理師免許, but it supports the training record
Police certificate (犯罪経歴証明書)Prefectural police headquarters where the chef is registered (not a local police station)About 2 weeks at the Tokyo policeThe chef attends in person for fingerprints and must show why it is needed (an offer letter, for example). No fee
English test resultThe test providerSeveral weeks from booking to resultNeeded for Australia's 482; scores on the Australia page
Photos, old passportsThe chefSame dayA US E-2 interview asks for passports from the past 10 years

Formats and translation rules differ by country. See translating employment and school certificates, translating the cook's licence and getting a Japanese police certificate.

3. Extra steps by country

This is not a route comparison, only the extra work for a chef who is still in Japan.

4. Procedures in Japan before and after departure

ProcedureTimingNotes
Resignation (or secondment order)On an open ended contract, two weeks' notice under the Civil CodeKitchens usually expect a month. Fix the last day once the visa outcome is clear
Moving abroad notice (海外転出届)For stays of a year or more; accepted from 14 days before departure (Chuo City example)The My Number card lapses unless the continued use procedure is done
Pension and health insuranceBefore departureA secondee may stay in Japanese social insurance; a local hire can join the national pension voluntarily. See pension and health insurance and social security agreements
Resident tax and income taxBefore departureResident tax is charged on last year's income by the municipality of residence on 1 January. A posting of a year or more generally makes the chef a non-resident for income tax. See tax for chefs working abroad
Overseas residence registration (在留届)After arrival, once the address is setRequired by Passport Act Article 16 for stays of three months or more; file with the local Japanese embassy or consulate, online via ORRnet

5. Working back from the departure date

A guide built on the published issuing times. Visa processing itself varies widely by country, so add the lead time from the country comparison.

WhenThe chefEmployer and Japanese company
Week of the offerChecks passport validity and renews if needed, requests employment and school certificates, books the English test (Australia)Sends the signed offer letter, starts employer filings or job ads
Weeks 2 to 4Applies for the police certificate, arranges translationsReceives and checks the chef's documents
Weeks 4 to 6Sends the full set to the employer; medical and biometrics where requiredLodges the visa application, including the chef's part
Once the visa outcome is clearFixes the last working day (about a month's notice)Books the flight and first housing
Two weeks before departureMoving abroad notice, pension, insurance and resident taxSocial insurance and tax steps for a secondee
After arrivalFiles the overseas residence registrationLocal start of work formalities

6. Message to send the chef

Send this with the offer. Fill in the brackets. The Japanese version is the one to send; the English is for your file.

［氏名］様
このたびは［店名・国］での勤務をお引き受けいただき、ありがとうございます。就労ビザの申請に向けて、次の書類の準備をお願いします。発行に2〜4週間かかるものがあるため、今週中の着手をお願いいたします。
1. パスポート：残存期間が［　］年以上あるか確認し、不足していれば更新申請をしてください。
2. 在職証明書：これまでの勤務先から、在籍期間、週の労働時間、役職、担当業務が入ったものを取得してください（英文が望ましい）。
3. 卒業証明書と調理師免許のコピー（お持ちの場合）。
4. 犯罪経歴証明書：住民登録のある都道府県の警察本部で申請してください。添付のオファーレターを持参してください。
5. ［英語試験・健康診断など、国ごとの追加書類］
書類がそろったら［担当者名・メールアドレス］までPDFでお送りください。退職日は、ビザの見通しが立った段階で一緒に決めましょう。

Dear [name],
Thank you for accepting the position at [restaurant, country]. For the work visa, please start preparing the following this week, as some take two to four weeks to issue.
1. Passport: check it has at least [ ] years of validity left and renew it if not.
2. Employment certificates from each employer, showing dates, weekly hours, positions and duties (in English if possible).
3. Your school certificate and a copy of your cook's licence, if you hold one.
4. Police certificate: apply at the prefectural police headquarters where you are registered, and take the attached offer letter.
5. [Country specific items: English test, medical]
Please send everything as PDFs to [contact name and email]. We will agree your resignation date once the visa outlook is clear.

7. What to do this week

  1. Send the chef the signed offer letter as a PDF.
  2. Send the message above and ask the chef to check passport validity.
  3. Decide secondment or local hire, and confirm how social insurance and tax will be handled.
  4. Check the employer side steps and lead time for your country in the country comparison, and pencil in a departure date.

Last reviewed 27 September 2026. Items that change: passport issuing time (MOFA warns of congestion since July 2026), the Tokyo police certificate turnaround, Canada's C$85 biometrics fee, and US interview practice (in force since 2 September 2025). Check each authority's current notice before relying on them.

Questions employers ask

Does a chef need a Japanese cook's licence to get a work visa abroad?

We found no requirement for the 調理師免許 in the official rules of Australia, Canada, Singapore, Malaysia, the US or the UK. They look at occupation code, years of experience and salary. A translated licence is still useful evidence of training.

Can the chef get the police certificate before we make an offer?

No. The police ask for a document showing why it is needed, such as an offer letter or contract. Send the offer letter as soon as you decide.

A former employer has closed and cannot issue a certificate. What now?

Chefs use a statement from the former owner, payslips or withholding tax slips, or a colleague's statement. Whether these are accepted is the receiving authority's call, so have the chef explain the gap in writing and check their instructions.

When should the chef file the moving abroad notice?

It is needed for a stay of a year or more, and many municipalities accept it from 14 days before departure. To keep using the My Number card abroad, the chef completes the continued use procedure at the same time.

Is the overseas residence registration done before leaving?

No. It is filed after arrival, once the address is known, with the Japanese embassy or consulate for that area. The Passport Act requires it for stays of three months or more, and it can be filed online through ORRnet.

General information checked against official sources on 27 September 2026, not legal, immigration or tax advice. Document requirements vary by country and by case. Check the receiving authority's current instructions and take professional advice where needed.

Sources

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