Employment Contract in Japan: Checklist for Engineers (2026)
Before you start a job in Japan, your employer must give you your main working conditions in writing. This document is usually called a working conditions notice (労働条件通知書, rōdō jōken tsūchisho) and is often combined with the employment contract. Read it carefully before you resign from your current job or sign anything.
This guide explains which items Japanese law requires in writing, what changed in April 2024, and what to check in a dispatch (haken) contract, where an agency employs you and you work at a client site. It is general information based on official sources as of October 2026. It is not legal advice.
Key takeaways
Under the Labour Standards Act, your employer must give you key conditions in writing, such as contract period, workplace, duties, hours, pay and rules on leaving. Email is allowed if you ask for it.
Since April 2024, the notice must also show the scope of possible changes to your workplace and duties, and any upper limit on renewals for a fixed-term contract.
For dispatch work, the agency is your employer. You also receive a separate notice of the dispatch conditions at each client.
Short renewal periods do not remove your legal protections. For example, if a contract has been renewed three or more times, or you have worked over one year, the employer must give at least 30 days' notice of non-renewal.
If something is unclear, ask before you sign. Free help in English is available from MHLW hotlines.
What document should you receive when you are hired in Japan?
You should receive a written statement of your working conditions at the time of hiring. Article 15 of the Labour Standards Act requires employers to state working conditions, and certain items must be given in writing. Your employer may send it by email or another electronic method only if you request it, and you must be able to print it.
It may be called 労働条件通知書, 雇用契約書, or both combined. The name does not matter; what matters is that all required items are there.
Which items must be in writing?
The Ministry of Health, Labour and Welfare (MHLW) lists six groups of items that must be in writing for every employee.
# | Item | What to check |
|---|---|---|
1 | Contract period | Fixed term (with dates) or no fixed term |
2 | Renewal criteria (fixed-term only) | Whether renewal is possible, how it is decided, and any upper limit |
3 | Workplace and duties | Where you work and what you do first, and the scope of possible changes |
4 | Working hours | Start and end times, overtime (yes/no), breaks, days off, leave, shift system |
5 | Wages | How pay is decided and calculated, payment method, closing date and payment date |
6 | Leaving the job | Rules on resignation and retirement, including grounds for dismissal |
If your employer has rules on other matters, such as bonuses, retirement allowances or training, those must also be stated. For part-time and fixed-term employees, the employer must also state whether there are pay raises, retirement allowances and bonuses.
MHLW explains these items on its Check Working Conditions site (Japanese).
What changed in April 2024?
From 1 April 2024, Japan added new items that must be stated when a contract is made or renewed. These changes help you see how your job may change in the future.
New item (from April 2024) | Who it applies to | What it means for you |
|---|---|---|
Scope of changes to workplace and duties | All employees, at hiring and at each fixed-term renewal | You can see whether you may be moved to another site or another type of work |
Upper limit on renewals or total contract period | Fixed-term contracts | You can see if there is a maximum number of renewals or years. If the employer adds or shortens a limit later, it must explain the reason in advance |
Opportunity to apply for indefinite employment | Fixed-term employees who gain the right to convert | You are told that you can apply for an open-ended contract |
Working conditions after conversion | Same as above | You are told what your conditions will be after conversion |
The "conversion" right in simple words
If your fixed-term contracts with the same employer add up to more than five years, you can apply to change to a contract with no fixed term (無期転換, muki tenkan). The change takes effect when the current contract ends.
What should you check in a dispatch (haken) contract?
In dispatch work, the agency employs you, pays your salary and enrols you in social insurance, and you work under the instructions of a client company. You will usually receive two documents: your employment conditions from the agency, and a notice of dispatch conditions (就業条件明示書) for each assignment.
Notice of dispatch conditions
Item in the dispatch notice | Why it matters |
|---|---|
Work content | Should match what you agreed; vague text can cause problems later |
Workplace and organisational unit | The client site and the team or section |
Person who gives you instructions | Who your daily supervisor is at the client |
Dispatch period and working days | Start and end dates of this assignment |
Working hours and breaks | Shifts, overtime, holiday work |
Complaint handling | Contact people at both the agency and the client |
Date the period limit is reached | The first day the dispatch would exceed the legal period limit |
The three-year rule
As a rule, the same dispatched worker can work in the same organisational unit (for example, the same section) at a client for up to three years. Exceptions include workers employed by the agency on an indefinite contract and workers aged 60 or over.
Equal treatment
Since April 2020, a dispatch agency must use one of two methods to set your pay and conditions: equal or balanced treatment with the client's regular employees, or a labour–management agreement that sets pay at least equal to the average pay for similar work in the same area. From 1 October 2026, the documents given to you at hiring or dispatch must also state that you can ask the agency to explain the differences in treatment and the reasons. See MHLW's page on equal pay for dispatched workers (Japanese).
Visa note for dispatch workers
If you hold Engineer/Specialist in Humanities/International Services, your "contracting organisation" for immigration is the agency, not the client. ISA says you do not need to notify it when only the client changes. You must notify ISA within 14 days when you sign or end a contract with an agency. See Notify immigration within 14 days.
Does a 3-month renewal mean you can be dropped easily?
No. A short renewal period is a unit of the contract, not a planned end date, and Japanese law gives you protections. Renewal still depends on the client project, so you should understand both the risk and the rules.
Protections that apply
Notice of non-renewal: if a fixed-term contract has been renewed three or more times, or you have worked continuously for over one year, the employer must give notice at least 30 days before the contract ends if it will not renew. You can ask for a written reason.
Reasonable expectation of renewal: if you had a reasonable expectation that the contract would be renewed, non-renewal needs an objectively reasonable reason (Labour Contract Act, Article 19).
Dismissal during a contract: ending a fixed-term contract early requires an unavoidable reason. Any dismissal needs at least 30 days' notice or pay in place of notice.
Shutdown allowance: if you are ready to work but your employer makes you stop work for reasons on the employer's side, the employer must pay at least 60% of your average wage. MHLW says this applies to dispatched workers, including when a dispatch contract ends early and the agency cannot find you new work.
Social insurance continues while you are employed by the agency.
Questions to ask before you sign
How long is the first contract, and how have renewals worked for this role so far?
Is there an upper limit on renewals?
What happens if the client project ends early?
Is there a path to direct hire? (Ask, but do not expect a promise.)
What should you check about pay and hours?
Check that every number is clear and that you understand how overtime is paid.
Point | What to look for |
|---|---|
Base pay | Monthly or hourly amount before deductions |
Fixed overtime pay (固定残業代) | If included, the notice should show the amount, the hours it covers, and that extra hours are paid on top |
Overtime limits | The legal limit is 45 hours a month and 360 hours a year, unless special temporary conditions apply under a labour–management agreement |
Allowances | Commuting, housing, shift, or other allowances, and their conditions |
Paid leave | By law, 10 days after 6 months of continuous work with at least 80% attendance, increasing with service |
Deductions | Health insurance, Employees' Pension, employment insurance, income tax and resident tax |
For a full explanation of deductions, see Take-home pay in Japan explained.
How do you check your social insurance?
Japan's social insurance laws apply to you in the same way as to Japanese employees.
Payslip: look for deductions for health insurance, Employees' Pension and employment insurance.
Pension record: check online with Nenkin Net.
Employment insurance: your employer should give you an insured person's card or confirmation notice.
How do you leave a job properly?
For a contract with no fixed term, you can resign by giving notice; under the Civil Code the contract ends about two weeks after your notice. Your company's rules may ask for longer notice, and following them politely helps you leave on good terms.
For a fixed-term contract, resigning before the end date generally needs an unavoidable reason. Check your contract and talk with your employer early.
Red flags and where to get help
Do not sign if important items are missing or unclear. Ask for the missing information in writing first.
Red flag | What to do |
|---|---|
No written conditions before your start date | Ask for the working conditions notice before resigning from your current job |
Workplace or duties written only as "as instructed" | Ask for the first workplace, duties and the scope of changes |
"Outsourcing" contract but fixed hours and daily instructions | Ask why; consult the Labour Standards Inspection Office if unsure |
Fees charged to you for getting the job | Ask the agency to explain; in principle, licensed agencies do not charge job seekers |
Free help in English (as of October 2026):
MHLW consultation line for foreign workers (English): 0570-001-701, Monday–Friday 10:00–15:00 (closed 12:00–13:00). Details are on the MHLW consultation page.
Working Conditions Hotline: 0120-531-401, weekday evenings and weekends, with English support.
Your local Labour Standards Inspection Office.
How AGG can help
For dispatch jobs, AGG (Awaji Global Gateway, a division of Fukuyoshi Inc.) is your employer, licensed for worker dispatch (派28-301944) and employment placement (28-ユ-300660). As your employer, we must give you your written conditions, and you can ask us any question about the renewal period, the work content or the scope of changes before you decide. Employees are enrolled in social insurance. We also support the visa change paperwork when needed. Some roles may move to direct hire later, but we do not promise this. AGG charges no agency fees.
Frequently asked questions
Q. What must be written in an employment contract in Japan?
Under the Labour Standards Act, the employer must give you in writing: the contract period; renewal criteria for fixed-term contracts, including any upper limit; your workplace and duties, including the scope of possible changes; working hours, overtime, breaks, days off and leave; how wages are calculated and paid; and rules on resignation, retirement and dismissal. You can receive it by email if you ask. It must be printable.
Q. What changed in Japanese employment contracts in April 2024?
From 1 April 2024, employers must also state the scope of possible changes to your workplace and duties, at hiring and at every fixed-term renewal. For fixed-term contracts, they must state any upper limit on renewals or total period. When you gain the right to convert to an indefinite contract, they must tell you that you can apply and what your conditions will be after conversion.
Q. Can my dispatch contract end after 3 months?
It can, because renewal depends on the client project. However, legal protections apply. If your contract has been renewed three or more times, or you have worked over one year, the employer must give at least 30 days' notice of non-renewal. If you are kept off work for reasons on the employer's side, you must receive at least 60% of your average wage. Social insurance continues while you are employed.
Q. What is a notice of dispatch conditions (shūgyō jōken meijisho)?
It is a document that a dispatch agency gives you for each assignment. It shows your work content, the client workplace and organisational unit, the person who gives you instructions, the dispatch period and working days, hours and breaks, complaint handling contacts, and the date when the legal period limit would be reached. Check that the work content matches what you agreed before you start.
Q. Can a dispatch worker ask why their pay is different from client employees?
Yes. Since April 2020, agencies must set dispatched workers' conditions through equal or balanced treatment, or through a labour–management agreement. From 1 October 2026, the documents you receive at hiring or dispatch must also state that you can ask the agency to explain the differences in treatment and the reasons. The agency must not treat you unfavourably for asking.
Q. How much notice do I need to give to resign in Japan?
For a contract with no fixed term, the Civil Code says the contract ends about two weeks after you give notice, even if the company does not agree. Many companies ask for one month or more in their rules, and following them helps you leave on good terms. For a fixed-term contract, leaving before the end date generally needs an unavoidable reason. Visa holders must also notify ISA within 14 days.
Q. What should I do if my employer did not give me written conditions?
Ask your employer or agency for the working conditions notice in writing, and do not resign from your current job until you have it. If the employer refuses, you can consult the Labour Standards Inspection Office or call the MHLW consultation line for foreign workers in English. Keep copies of job adverts, emails and messages that describe your conditions, because they can help show what was promised.
Summary
Japanese law requires key working conditions in writing; email is allowed if you request it.
Since April 2024, the notice must show the scope of changes to workplace and duties and any renewal limit.
In dispatch work, the agency is your employer, and you also get a dispatch conditions notice for each client.
Short renewal periods still come with protections, such as 30 days' notice of non-renewal in many cases and a 60% shutdown allowance.
From 1 October 2026, dispatched workers must be told they can ask for an explanation of treatment differences.
Looking for an engineering role with clear written conditions? See our open engineering jobs and apply here. AGG charges no agency fees.
Reviewed by
Naoya Mitani — Head of Business Operations, Awaji Global Gateway (Fukuyoshi Inc.). Supports foreign engineers moving into jobs in Japan, including visa changes and onboarding.
