Japan New Hire Checklist: From Pre-Arrival Paperwork to Your First 90 Days

Okay, I’ll admit it—I messed up.
I had always dreamed of working in the U.S., and when I finally made it, I was thrilled. But my English was still shaky, and I struggled to understand what people were saying around me. My job was in HR operations. Although I was proud to be part of the team, my first three months were hellish.

So believe me when I say—I know how overwhelming Day 1 in a foreign country can be. I've been there. And I want to help you navigate and overcome those challenges.

Now, as a former HR head who’s seen both sides of the hiring table, I’ve helped many expats get started smoothly. This guide shares practical tips to help you navigate your paperwork, expectations, and mindset—from the moment you receive the offer until your first 90 days on the job.

You’ve already taken a courageous first step. I’ve got your back.

 What this blog covers:

1. Before Day One: Submitting Your Paperwork

2. Key Documents for Expat Onboarding in Japan

3. Day One Orientation: What to Expect

4. 30-60-90 Day Expectations

5. Emotional Side of Starting a Job Abroad

6. Company Size: Adjustment tips

Wrap-up

1.     Before Day One: Submitting Your Paperwork

Actually, your onboarding starts before Day 1. HR professionals often say:

“How someone submits their paperwork tells you how they’ll perform on the job.”

If you submit your documents promptly, completely, and without errors, it creates a strong first impression. Many employees who struggle during probation had delays or mistakes at this very first step. So, take it seriously—your work style is already being observed.

2.     Key Documents for Expat Onboarding in Japan

(Requirements may vary depending on the company.)

• Employee Application Form (legal name(s), current address, phone number, personal e-mail address, dependents, emergency contact, etc.)

✅ Tip: In Japan, emergency contact information is important—because your safety always comes first. If an employee can't be reached after a major earthquake or typhoon, the company will contact the listed emergency person to make sure you’re safe. If reaching family abroad is difficult, a local friend or landlord is fine. As you build connections, don’t hesitate to update your emergency contact

• Pledge Form (誓約書): A document where you pledge to comply with company rules and conditions. Some companies require a guarantor. If you lack one, ask HR; they may act as guarantor or suggest services like guarantor agencies.

• Personal Information Protection Agreement: You pledge not to disclose confidential information, and the company pledges to protect your personal data.

• Passport or Certificate of Eligibility-在留資格認定証明書: After you accept an offer, HR often works with immigration service providers to help secure your work visa.

• Residence card (Zairyū card): Once your visa application is approved, you will receive your Residence Card upon arrival at a major airport in Japan.

• MyNumber card: After receiving your Residence Card and securing your local address, you must complete resident registration (住民登録) at your local municipal office (city office or ward office) within 14 days of moving into your address.
  Once you complete your registration, you can apply for and receive your MyNumber Card.

After you apply, it typically takes around 3 to 5 weeks for your physical MyNumber Card to  be issued. The municipal office will send you a postcard when your card is ready for pickup. Until then, your MyNumber itself (the number) will already exist and can still be used if needed.

✅ Tip: Both Residence card and MyNumber card are essential for tax and social insurance registration, which directly impact your payroll calculations. Ask HR for your first salary payment timing.

• Bank account information: Japan doesn’t use checks, and you’ll need a local address to open a bank account. Your first salary may be paid in cash if your account isn't ready, as labor laws prohibit delaying payment beyond one month.

✅ Tip: SMBC(Bank) is often recommended for foreigners. Otherwise, it's a good idea to practice writing your address in Japanese—you’ll likely need it when opening your account.)

• Tax withholding forms (源泉徴収票) : If you are transferring from another employer, you’ll need to submit your tax withholding slip from your previous employer. Your previous HR will send it to you. Be sure to keep it safe—you’ll need it for future tax filings or verifications!

• Reference check consent or background check agreement: This is common at foreign companies in Japan. Your reference can usually be your former boss or manager from your home country.

• Commuting route form: This form is used to claim transportation reimbursement. If there are multiple routes to your office, or if you are assigned to multiple office locations, be sure to ask HR how to correctly fill out the information.

Companies usually reimburse the most economical route, not necessarily the fastest. It's important to confirm and agree with your employer on which route will be used for reimbursement.

In Japan, most employees use IC cards like Suica or PASMO for commuting. After your route is approved by your employer, you’ll usually be expected to purchase a commuter pass (定期券 / teikiken) for the approved route.
Companies reimburse the cost of this pass, typically on a monthly or three-month basis.

• iDeCo/401k: If transferring from another employer, include iDeCo/401k carryover or pension records.

• Resignation certificate from your previous company (退職証明書): From your last employer, if applicable.

• Health Check Results: Valid if within three months from a prior job.

• Notice regarding resident tax (住民税): If you didn’t have taxable income in Japan last year, you won’t owe resident tax the first year—but you will starting the second year.

✅ Real Story:
One foreign employee listed a CISCO certificate on his CV, but it was later discovered to be a forgery. Employment is usually conditional upon successfully passing a background check. Providing false information—even a small exaggeration—can result in immediate termination. Always be honest on your resume and during the hiring process.

✅ Real Story:
Another employee changed her address three months after joining but didn't update HR. She kept receiving a higher commuting allowance based on her old address. This was classified as embezzlement.  Always report changes like your address, commuting route, dependent(s) immediately.

3. Day One Orientation: What to Expect

Day 1 is a whirlwind of forms, introductions, and information. Most companies in Japan host a structured orientation to set expectations. Here’s what’s typically covered.

Day 1 will usually include:

• Final paperwork handover: Submit any pending documents (e.g., signed pledge form).

• Company policies and Rules of Employment (就業規則) — read them carefully to protect you and understand what is available such as Speak Up.

• Statutory Social insurance Overview:

o   Health Insurance: Enrollment in health insurance is mandatory if you work 30 hours or more per week. Coverage is effective from Day 1of your employment, even if you haven't received your MyNumber card or health insurance card yet.

However, without a physical card at the time of medical treatment, you’ll typically need to pay the full amount out of pocket. You can later submit a claim for reimbursement once your card is issued.

✅ Tip: Keep all medical receipts if you visit a doctor before receiving your health insurance card. You'll need them for reimbursement.

o   Welfare Pension (厚生年金): Enrollment in the Welfare Pension system is mandatory for all residents in Japan aged 20 to 60. Contributions are split 50/50 between the employer and the employee.

Expats who leave Japan may be eligible to claim a lump-sum withdrawal (脱退一時金) if they meet certain conditions, such as contributing for at least 6 months and having no registered address in Japan after departure.

✅ Tip: Social Security Agreements (社会保障協定): Japan has Social Security Agreements with several countries (including the U.S., Germany, Australia, UK, France, South Korea, India, Spain and others) to prevent double pension contributions.

Cross-border pension issues can be complex—it's highly recommended to consult a pension office or social insurance expert if you have questions.

o   Long-Term Care Insurance: Mandatory for those 40+; supports senior or critical care.

o   Unemployment Insurance: Deducted monthly; payable after meeting eligibility (e.g., post-termination).

o   Workers’ Compensation: 100% employer-funded for work-related injuries.

• Compensation Structure: Your compensation package in Japan typically includes:

o   Salary

o   Bonus:

o   Incentive

✅ Tip: Bonuses are not legally mandatory in Japan unless they are explicitly stated as guaranteed in your employment contract or company rules.If the contract says bonuses are “at company discretion,” they may vary or not be paid depending on business performance.

• Payroll: Pay frequency (typically monthly in Japan), pay dates, salary deposit methods (usually direct deposit into your bank account), and overtime payment rules if applicable.

• Benefits overview: Beyond mandatory social security programs, many companies also offer additional benefits. These typically include:

✅ Tip: The availability and details of benefits vary significantly by company size, industry, and corporate culture. Always review the Rules of Employment carefully—and don’t hesitate to ask HR for clarification during onboarding if something isn’t clear. If you don’t know the details, you might miss out on important benefits that you're entitled to.

For more details about salary, bonuses, and other contract terms, check out:
👉 Employment Contracts in Japan – What You Need to Know

• Organizational Overview: Learn the company’s structure, culture, and mission to acclimate.

You’ll also receive:

• Office Keycard / Timecard Login:
  In Japan, companies are legally required to track employee working hours to monitor workload and protect employee health.

• Laptop, Mobile Phone, Business Cards (and other equipment as needed):
  These will be issued to support your daily work activities. Be sure to follow company rules for their use, especially for mobile devices and confidential information. At startups or smaller companies, a BYOD (Bring Your Own Device) policy may apply, where you are expected to use your personal laptop or mobile phone for work purposes.

4. 30-60-90 Day Expectations

The first 30, 60, and 90 days are still often considered the honeymoon period. Managers and colleagues generally understand that new hires are adjusting. Even local employees use this time to acclimate to a new environment. Having clear 30-60-90 day action points often helps both sides stay aligned and catch any small gaps early.

Use this period wisely: ask questions, build relationships, and quietly observe the company's "unspoken rules"—small steps now can make a big difference later.

And remember: You were hired for a reason.

First 30 Days:

• Getting on the Same Page: It’s critical to align your expectations with the company's expectations.  Sometimes, things may not be exactly what you anticipated. If that happens, talk with your manager or HR early. Don't wait—issues usually don’t resolve themselves naturally. If you’re working at a school as an English teacher and there's no HR department, a mentor or coordinator is usually assigned to help you.

✅ Tip: When raising concerns, try not to sound like you're just complaining. Bring solution ideas to the table—this shows maturity and builds trust.

• Cultural differences and everyday habits can be surprising. Welcome to a new world !
  Example:

o   A coworker mumbles next to you all the time.

o   Coordinated greetings during morning assemblies, often followed by company radio exercises

o   Long moments of silence during meetings – Most likely we are thinking…

These are all typical and traditional aspects of working life in Japan.
Some may feel unusual at first, but many are not a big deal once you get used to them. Everyone’s adjustment curve is different—don't hesitate to ask for help if something feels overwhelming!

• Health Check: A health check is required for full-time employees, and HR will usually schedule it within your first month. Your health insurance covers the cost of the standard checkup. If you choose to add optional tests or additional items beyond the basic package, those extra costs may be out-of-pocket.

✅ Tip: Take advantage of this early opportunity—once you settle into your work routine, it can be hard to find time for health appointments later.

First 60 Days – Relax! The hardest part is over!

• Midway Performance Check-In: You’ll typically have a midway check-in with your manager or HR. Go through your action points and 30-60-90 day goals together.

• Understand Key Workflows: Learn processes like expense reimbursement (the "Ringi" approval process).

• Prioritize Wisely: Don’t try to tackle everything at once. Focus on key tasks.

First 90 Days – You Survived the First 90 Days!

• Probation Period Evaluation: HR and/or your manager will assess both your job performance and how well you fit into the team and company culture. Whatever feedback you receive—don’t take it personally. It’s business. Think of it as a chance to adjust your priorities, refocus your energy, and develop new skills. This is just one step toward building a stronger career in Japan.

• Keep Learning Japanese: Language barriers are real—and tough.
  We have AI translation apps and interpretation devices now, and they’re incredibly helpful.
  But still—smooth communication will take you much farther, both professionally and personally. Even small efforts to improve your Japanese can open new doors, earn trust, and make your daily life a lot easier.

 5. Emotional Side of Starting a Job Abroad

It’s not just about paperwork—it’s about resilience.

Invest in yourself:

• Keep improving your Japanese

• Celebrate small wins (For me, it was buying a big packet of shrimp at Sam’s Club every Friday—no matter what happened that week!)

• Keep your purpose in mind: Remind yourself why you made this move. It will help you stay grounded and motivated through the ups and downs.

✅ Real Story:

In my case, I was super shy—and on top of that, there was the language barrier.
Imagine it: a shy Japanese person dropped into a cheerful, extroverted American organization.
It was like throwing a goldfish into a shark tank... but with more office pizza parties.
Rest assured, I was completely overwhelmed.

One day, when I was feeling totally defeated and walking back to my desk, a kind soul suddenly said to me, "Smile !!"  That small kindness—that simple word—lifted my heart. It’s something I will never forget.

✅Real Story:
A foreign employee worked with U.S. military clients in Japan and wasn't required to come into the office regularly. His boss was based in the U.S., so he had almost no chance to connect with local colleagues at first. However, he discovered that one of the Japanese staff members shared his love of baseball. They went to a ball game together—and that simple connection made him happy.  He gradually became more comfortable, started visiting the office more often (even when it wasn’t required), and built a much stronger network at work.

Success abroad isn’t built overnight—but every small step counts!

6. Company Size: Adjustment tips

• Large Corporations: Structured and stable, with good training programs.
  However, they can sometimes be rigid, with departmental silos, too many layers of management, and veryconservative atmosphere.

• Small to Medium-Sized Companies: Offer broader roles and closer-knit teams, but typically have fewer resources and less structured systems.

• Startups: Tend to be innovative, flat, and fast-paced, more casual, and flexible, but can also be chaotic with rapidly changing priorities and fewer established processes.

Wrap-up

Again—you were hired for a reason.
And you came to Japan for a reason.

 Understanding what’s ahead and preparing for it can help you avoid unnecessary challenges and build confidence. When I first made the leap, I thought I was ready—I had worked at an American company, after all! But the truth was... I wasn’t ready.

Still, there’s always a way.

💬 Questions or stories to share about your first day in Japan? I’d love to hear them!