Intra-Company Transferee Visa in Japan: Guide for Corporate Transfers
Moving talent between global offices? This guide explains who qualifies for Japanโs Intra-Company Transferee (ICT) status, the one-year rule, periods of stay, documents, timelines, fees after April 2025, family options, and practical HR checklists so transfers land smoothly.
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What the Intra-Company Transferee status is
Japanโs Intra-Company Transferee (ICT, ไผๆฅญๅ ่ปขๅค) is a work status for employees who are moved within the same corporate groupโfor example, from an overseas headquarters/branch/subsidiary/affiliate to a Japanese office for a set period. The activities you do in Japan must match the professional work covered by Engineer/Specialist in Humanities/International Services (E/H/I).
The periods of stay the visa sticker shows at the consulate are typically 5 years, 3 years, 1 year, or 3 months (issued after your COE or direct filing).
Explore related hubs: Visa and Immigration ยท Study and Work.
Who qualifies and the one-year rule
To qualify, the assignee must have been employed outside Japan for at least one continuous year right before the transfer, doing work equivalent to the E/H/I category (e.g., software engineer, business analyst, translator, project manager). A university degree is not the core requirement here; the one-year overseas service in a qualifying role is.
Two more pillars apply in practice:
- Same corporate group: your sending and receiving entities must be the same company or in a parentโsubsidiary/affiliate relationship (youโll document this).
- Salary equivalence: remuneration must be equivalent to or greater than a Japanese national in a similar role/level.
For new HR readers, see an overview of status types under Study and Work.
ICT vs Engineer/Specialist in Humanities/International Services
Both ICT and E/H/I cover white-collar professional work. The main difference is how you qualify and your corporate relationship:
| Topic | Intra-Company Transferee | Engineer/Specialist in Humanities/International Services |
|---|---|---|
| Core eligibility | 1+ year overseas work in E/H/I-type duties immediately before transfer | Degree or relevant professional background; no prior overseas year needed |
| Corporate relationship | Within same group (HQ, branch, subsidiary/affiliate) | Direct contract with Japanese entity (group link not required) |
| Typical use | Rotational assignments, knowledge transfer, project deployments | New hires in Japan, long-term roles |
| Degree required | Not the key test (focus is the one-year rule + duties) | Degree/experience thresholds apply |
| Changing to non-group employer in Japan | Generally not permitted under ICT; would require Change of Status to E/H/I first | You already contract directly with the Japan entity |
(Practitioner summaries and MOFA/ISA pages reflect these practical distinctions.)
Related deep dive: Using a Visa Agency vs. DIY.
Periods of stay, COE, and where the visa is issued
Outside Japan: your Japan office (or agent) applies to the Immigration Services Agency (ISA) for a Certificate of Eligibility (COE). With the COE, the assignee applies for the visa sticker at a Japanese embassy/consulate and then lands in Japan. MOFA explains the COEโs role and the ICT periods of stay (5/3/1 years or 3 months).
Inside Japan (rare for ICT but possible): when criteria are met, companies may file a Change of Status for someone already in Japan (e.g., converting from student or another status). ISA provides the online procedures and user registration manual for eligible online filings.
Learn more about entry steps in Visa and Immigration.
2025 fee update at a glance
From April 1, 2025, Japan raised certain immigration filing fees. For Change of Status or Extension, the counter fee is ยฅ6,000 and the online fee is ยฅ5,500; Permanent Residence is ยฅ10,000. (These amounts are reported by global immigration publishers and Japan-focused legal advisories, summarizing ISAโs fee notice.)
Tip for HR: if your company uses the online residence application when available, budget the online rate for relevant procedures. See ISAโs online user manual for setup.
Budgeting and payroll in Japan? Visit Money and Finance.
Standard timeline and expectations
Processing times vary by regional bureau and season. As practical planning ranges:
- COE issuance: about 1โ3 months in many cases.
- Change of Status (in-country): about 1โ2 months.
- Extension of period of stay: often several weeks to ~1 month.
Japan also publishes average processing trends via JETRO/ISA channels for reference, but local caseloads vary. Plan buffers for document requests.
Document checklist for ICT (COE/Change/Extension)
Your exact list depends on the procedure (COE, Change of Status, Extension) and your entity category (e.g., listed company, large with high withholding tax totals, etc., which can simplify some exhibits). ISAโs status page provides the application types and document checklists. Below is a practical composite to help you prepare:
Company side (Japan and sending entity)
- Group relationship proof: corporate registry, shareholder chart, group org chart, annual report pages.
- Assignment letter/order stating role, duties, location, period, and remuneration.
- Job description mapping duties to E/H/I-type work (not simple/manual work).
- Company profile(s): brochures, websites, business license/registration extracts.
- Payroll and remuneration basis: tables explaining salary equivalence with Japanese staff.
Assignee side
- Application form, photo, passport (and residence card if in Japan).
- Proof of overseas service: employment certificate / HR records evidencing 1+ year in E/H/I-type work immediately prior to transfer.
- Resume/CV and qualifications (helpful even if not determinative for ICT).
- COE (if applying for a visa abroad) or Change/Extension forms (if in Japan).
ISAโs ICT status page (Japanese) lists application types and document links; follow those official lists at the time you file.
See also: Study and Work.
Step-by-step: how HR can run an ICT transfer
1) Confirm eligibility early
- Check one-year overseas service in an E/H/I-type role and plan remuneration at or above Japanese peers.
- Verify group relationship documents exist and can be issued fast.
2) Choose the filing route
- From abroad: COE โ consular visa โ land in Japan.
- In Japan: consider Change of Status if the assignee is already here and criteria fit; check online filing eligibility.
3) Prepare a clean evidence set
- Assignment order, JD mapping to E/H/I work, HR records proving 1+ year overseas work, salary tables/comments showing equivalence.
4) File, respond, receive
- Submit COE/Change/Extension with the right entity category exhibits (listed, large with high withholding totals, etc.).
- Monitor for additional document requests.
- Receive result and issue onboarding.
5) Post-arrival housekeeping
- Ensure address registration at city hall and collection/validation of the Residence Card details.
- Arrange social insurance and payroll.
- If the assignee will travel, note the Special Re-Entry Permit rule (see below).
Before you start, browse our onboarding checklists in Housing and Living and Money and Finance.
Special re-entry and business travel
Most mid- to long-term residents can exit and re-enter Japan using the Special Re-Entry Permit as long as they return within one year (or before the status expires, whichever is earlier). You declare this at departure; a separate re-entry application is not needed in most cases.
Travel policies are company-specific, but aligning trip dates with period of stay helps avoid issues at the border. See our travel basics under Housing and Living.
Reporting obligations during and after the assignment
If an ICT assignee leaves or joins a contracting/affiliated organization in Japan (e.g., transfer ends, company name/address changes, merger, resignation), they must submit a Notification regarding the Organization of Affiliation to ISA within 14 days. This can be done online, by post, or at the counter; universities and government sites reinforce the 14-day rule and link to the e-Notification System.
Explore our related compliance notes: Visa and Immigration.
Family members and work options for dependents
Spouses and children can usually enter under Dependent (ๅฎถๆๆปๅจ). Work is not allowed by default, but dependents may apply for Permission to Engage in Activity Other Than That Permitted (่ณๆ ผๅคๆดปๅ่จฑๅฏ), which typically allows up to 28 hours/week of paid work. JETRO and other government/academic sources explain this limit clearly.
If your assignee plans to bring family, start their Dependent visa timeline in parallel with the main case. See our family guide in Housing and Living and Study and Work.
ICT vs E/H/I vs Business Manager at a glance
| Topic | Intra-Company Transferee | Engineer/Specialist in Humanities/International Services | Business Manager |
|---|---|---|---|
| Typical purpose | Internal transfer within a group | Direct hire or continued pro role in Japan | Launch/manage a business |
| Entry path | COE โ visa sticker, or Change of Status in-country | COE โ visa sticker, or Change | COE โ visa sticker, or Change |
| Key eligibility | 1+ year overseas in E/H/I-type role | Degree or experience | Business plan, capital, office |
| Periods of stay | 5y / 3y / 1y / 3m | 5y / 3y / 1y / 3m | 5y / 3y / 1y / 4m |
| Changing employers | Within group only; to move outside group, change status first | Can change employer if duties fit status (with required notifications) | N/A (itโs tied to business operations) |
(Periods and COE flow per MOFA; category logic per ISA/industry guidance.)
Fees and cost planning (2025โ2026)
| Procedure | Government fee (from Apr 1, 2025) | Notes |
|---|---|---|
| Change of Status | ยฅ6,000 counter / ยฅ5,500 online | Paid when permission is issued |
| Extension of Period of Stay | ยฅ6,000 counter / ยฅ5,500 online | As above |
| Permanent Residence | ยฅ10,000 | Flat amount |
| Re-entry (standard permit, if needed) | Updated amounts apply; many travelers use Special Re-Entry within one year instead | See re-entry policy notes |
(Fees summarized from multiple reputable updates that reflect ISAโs notice; confirm exact amounts on the month you file.)
For broader relocation budgeting, check Money and Finance.
Clean, compliant filing: HR documentation tips
- Tell the story in the JD: clearly map duties to E/H/I-type activities; avoid any โsimple/manualโ task emphasis.
- Prove the one-year rule: attach employment certificates / HR logs covering the immediate past year overseas.
- Show salary equivalence: include tables demonstrating pay at or above a comparable Japanese role.
- Show group ties: registry extracts, shareholder lists, org charts linking sending and receiving entities.
- Use online where possible: ISAโs online system and e-notification improve speed and auditability.
Bookmark helpful how-tos under Study and Work.
Practical timeline you can share with stakeholders
| Phase | Owner | Typical duration | What success looks like |
|---|---|---|---|
| Eligibility & role design | HR + Dept | 1โ2 weeks | JD aligns to E/H/I; salary equivalence confirmed |
| Evidence compilation | HR + Legal | 1โ3 weeks | One-year overseas proof; group docs; assignment order |
| COE or Change filing | HR/agent | Submission day | Receipt issued; clear contact window |
| Review by ISA | ISA | ~1โ3 months for COE; ~1โ2 months for Change | Approval notice; minimal rework |
| Visa issuance abroad | Assignee | 1โ2 weeks typical | Visa sticker issued; itinerary set |
| Landing & onboarding | HR + Assignee | 1 week | Residence card verified; city hall steps; payroll/insurances live |
| Reporting changes | Assignee | Within 14 days | e-Notification or counter/mail complete |
(Adjust for peak seasons and local bureau workloads.)
Frequently asked questions
Do we need a university degree for ICT?
Not as the main test. ICT centers on one year of overseas service in E/H/I-type duties immediately before the transfer, plus group relationship and salary equivalence.
Can we transfer to an unrelated company after arrival?
Not under ICT. That would require a Change of Status (commonly to E/H/I) before starting at the non-group employer, followed by the usual 14-day notifications.
How long is the period of stay?
Consulates list 5, 3, 1 years or 3 months for ICT. Extensions are possible in Japan when the assignment continues.
What about quick business trips after landing?
Most residents can use the Special Re-Entry Permit if they return within one year (or before their status expires).
Can dependents work?
Not by default. With Permission to Engage in Other Activities, dependents can usually work up to 28 hours/week.
What are the fees in 2025โ2026?
Change/Extension permissions: ยฅ6,000 counter / ยฅ5,500 online; PR ยฅ10,000. Verify the exact figures before filing.
Find starter checklists under Visa and Immigration ยท Housing and Living.
Table: ICT decision checklist for HR
| Question | If โYesโ | Action |
|---|---|---|
| Has the assignee worked 1+ year overseas in E/H/I-type duties right before transfer? | Yes | Proceed with ICT; collect HR proof of duties and tenure. |
| Are sending/receiving entities in the same corporate group? | Yes | Prepare registry/shareholder/organization documents. |
| Will pay be equivalent to or higher than a Japanese national in a similar role? | Yes | Attach salary tables/explanations. |
| Is the role clearly professional (E/H/I-type), not simple labor? | Yes | Ensure JD shows specialized duties. |
| Are we on a tight timeline? | Yes | Consider online systems where eligible and ensure a full, clean packet. |
Common pitfalls and how to avoid them
- Thin proof of the โ1-yearโ: submit employment certificates and HR logs that explicitly show dates, role, and duties; avoid vague letters.
- Duties look like simple labor: rewrite the JD to emphasize specialized tasks and outcomes.
- Salary below peers: include remuneration equivalence evidence and assignment allowances if needed.
- Group link unclear: add registry extracts, shareholder lists, and a group chart.
- Missed notifications: log the 14-day organization of affiliation notifications for any change (leaving/joining/merger/name change) and use the e-Notification System.
For role design and payroll compliance, check: Study and Work and Money and Finance.
Sample wording for your internal approval memo
We confirm [Assignee Name] meets ICT criteria: 1+ year in E/H/I-type duties at [Sending Entity] immediately before transfer; [Receiving Entity] is in the same corporate group; remuneration in Japan is not less than that of a comparable Japanese employee. JD and salary tables attached. Filing route: COE at ISA โ visa at the [Consulate]; expected processing ~1โ3 months for COE, subject to bureau load. Post-arrival weโll ensure city hall, insurance, payroll, and set up e-Notification tracking for the 14-day rule.
Final word
For corporate transfers, Japanโs ICT status is a predictable path when you prove four things: the one-year overseas service, E/H/I-type duties, group relationship, and salary equivalence. Plan documents early, use online systems where available, and keep an eye on the 14-day reporting rule through the assignment. With a clean packet and clear timelines, your assignee can hit the ground running in Japan.
Explore related guides across Japan Handbook:
Visa and Immigration ยท Study and Work ยท Housing and Living ยท Money and Finance ยท Health and Medical
Disclaimer
This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.
