What is a Registered Support Organization? A Comprehensive Guide to Accepting Specific Skilled Non-Japanese Workers

※This column was translated using AI.

Are you considering hiring a specific skilled foreign worker? If so, it's crucial to understand the necessary conditions and support obligations involved.
Have you heard of a Registered Support Organization (RSO)?
In recent years, there has been growing attention on accepting specific skilled foreign workers. However, accepting such workers comes with the obligation to create and implement a support plan. A Registered Support Organization is an entity to which companies can outsource this support.
By entrusting support to an RSO and providing proper assistance, companies can not only address labor shortages but also focus on educating their newly hired foreign workers and conducting regular business operations.

1）Accepting Organizations
An accepting organization (specific skills affiliated organization) refers to a company that accepts foreign workers under the specified skilled worker system. This organization is obligated to create and implement a "support plan" for specific skilled foreign workers, providing assistance in various aspects such as remuneration and daily life. To ensure that specific skilled foreign workers can engage in their activities safely and smoothly, the organization must create and execute a plan that encompasses all mandatory support items.

（Reference）「Key points for accepting specific skilled foreign workers」｜ Immigration Services Agency of Japan

For more information on specific skills, please click here.

■Conditions for accepting organizations to accept foreign workers
To accept foreign workers, an accepting organization must meet four criteria. These criteria ensure that the organization can provide appropriate support for the foreign workers. The four criteria are as follows.

1. The employment contract with the foreign worker must be appropriate.
2. The organization itself must be suitable.
3. The organization must have a system in place to support the foreign worker.
4. The support plan for the foreign worker must be appropriate.

（Reference）「Key points for accepting specific skilled foreign workers」｜ Immigration Services Agency of Japan

■Obligations of accepting organizations
In addition to meeting the four acceptance criteria, an accepting organization has the following three obligations.

1. To ensure that the employment contract with the foreign worker is fully performed.
2. To provide appropriate support to the foreign worker.
　※The organization may entrust a registered support organization to provide support. If all support is entrusted, 1 and 3 will also be satisfied.
3. To submit various notifications to the Immigration Services Agency of Japan.

（Reference）「Key points for accepting specific skilled foreign workers」｜ Immigration Services Agency of Japan

An accepting organization may entrust all or part of the implementation of the support plan to a registered support organization.
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2）Registered Support Organizations
A registered support organization is an entity that creates and implements support plans for Specific Skills No. (i) foreign workers on behalf of accepting organizations.

■Differences between Specific Skills No. (i) and No. (ii)
There are two categories of the "Specific Skills" status of residence: Category 1 and Category 2. Accepting organizations and registered support organizations are required to provide support for Specific Skills No. (i) workers, but no support plan is required for those with Specific Skills No. (ii) status.

As a general rule, obtaining Specific Skills No. (i) status is necessary, and to change to Specific Skills No. (ii) status, one must pass a high-level skills test.Therefore, foreign workers with Specific Skills No. (ii) status possess a high level of knowledge and skills

3）Relationship diagram of Registered Support Organizations
The relationship between foreign workers under the Specific Skills program, registered support organizations, and accepting organizations is as follows. The support obligations imposed on accepting organizations are often highly specialized, making it difficult for companies to handle all aspects in-house. When it is challenging to internalize the creation and implementation of support plans, companies may outsource these tasks to a registered support organization.

（Citation）「About Registered Support Organizations」｜Ministry of Foreign Affairs of Japan
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4）Support for Specific Skilled Foreign Workers
There are two types of support for foreign workers under the Specific Skills program: mandatory support and optional support. All mandatory support must be provided, and the support plan must include all mandatory support items. Optional support is provided at the discretion of the accepting organization. However, if optional support is included in the support plan, it becomes a mandatory obligation. There are 10 types of mandatory support, and some support plans may only include mandatory support, while others may include both mandatory and optional support.

■Conducting pre-arrival guidance
It is necessary to include details regarding the specific duties, employment conditions, and scope of activities in Japan for Specific Skills No. (i) foreign workers.

Mandatory Support
Details of information that must be provided in pre-departure orientation: Specific information that must be provided to foreign workers before their departure must be included.
Details of support costs: Details of the costs associated with supporting Specific Skills No. (i) foreign workers, including payments to sending organizations in their home countries, must be included.

Optional Support
An explanation of information that may be provided in pre-departure orientation should be included. This includes information on Japan's climate, appropriate clothing, items to bring or not to bring, necessary expenses after arrival, and any allowances or subsidies provided by the designated organization.

■Providing immigration and departure transportation support
Providing transportation for Specific Skills No. (i) workers upon their arrival in and departure from Japan is essential to prevent them from disappearing.

Mandatory Support
For mandatory transportation support, an accepting organization must transport the worker from the port or airport of arrival to the organization's business establishment, or to their residence if they are going there first.

Upon departure, the organization must transport the worker to the port or airport and accompany them to the security checkpoint to ensure they have entered.

■Assisting with housing and necessary contracts
Providing support for housing and necessary contracts is essential for specific skilled foreign workers entering Japan from overseas. Consequently, this support is not required for those already residing in Japan who have no need to relocate.

Mandatory Support
Real estate agents must provide information on properties and, if necessary, accompany foreign workers to search for housing. If a suitable guarantor cannot be found, the agent may act as the guarantor or the accepting organization may be listed as an emergency contact.

Optional Support
It is advisable to offer support for securing housing, if needed, following the termination of the specific skilled employment contract.
By providing such support, an accepting organization can help ensure that specific skilled foreign workers can establish a stable life in Japan.

■Conducting orientation for daily life
A living orientation is designed to assist specific skilled foreign workers in smoothly adapting to daily life in Japan by providing information on Japanese rules, etiquette, and the use of public facilities.

Mandatory Support
Mandatory topics for the orientation include financial institutions, medical facilities, traffic regulations, public transportation, and purchasing daily necessities.
To ensure effective understanding, the orientation should be conducted in a language that the participants are proficient in and should last a minimum of 8 hours.

■Accompanying workers to government offices for procedures
Support is provided to specific skilled foreign workers who are unable to complete public procedures independently due to language barriers or a lack of understanding of Japanese regulations.

Mandatory Support
Mandatory support includes accompanying individuals to procedures related to residency, social security, and taxes, and assisting with the preparation of necessary documents.

■Supporting opportunities for Japanese language learning
An accepting organization provide support to help specific skilled foreign workers improve their Japanese language proficiency, which is essential for their work and life in Japan. This includes offering information on Japanese language classes and materials.

Mandatory Support
As part of our mandatory support, the accepting organization provide information on Japanese language classes, schools, online courses, and learning materials. They also assist with enrollment procedures and the signing of necessary contracts.

Optional Support
They offer optional support such as providing one-on-one Japanese language instruction and assisting with preparations for the Japanese Language Proficiency Test.
To encourage language learning, the accepting organization may provide incentives such as preferential treatment for those who have passed the test or financial support, such as tuition fee subsidies.

■Addressing consultations and complaints
An accepting organization will address consultations and complaints related to work and daily life. It is essential to communicate in a language that the specific skilled foreign worker understands. Protecting personal information is also a crucial obligation.

Mandatory Support
Upon receiving consultations or complaints from foreign workers, the accepting organization will provide appropriate guidance and advice.
If required, the accepting organization will refer them to relevant government agencies and assist with accompanying them and completing necessary procedures.
Furthermore, the accepting organization must communicate in a language that the individual can understand and ensure the protection of their personal information.

Optional Support
In the event of injury, illness, or death of a Specific Skills No. (i) foreign worker during work or commuting, the accepting organization may provide support such as informing their family about the workers' compensation insurance system and assisting with related procedures.
Additionally, the accepting organization can create and distribute a list of consultation desks in advance.

■Promoting interaction with Japanese people
It is essential to provide information about local festivals and events, assist with participation, and facilitate interactions with local residents through community associations.

Mandatory Support
To promote interaction between specific skilled foreign workers and Japanese people, an accepting organization will, as needed, provide information on opportunities for interaction with local residents, such as those organized by local governments or volunteer groups, as well as guidance on community associations and support with procedures for participating in various events. Additionally, the accepting organization may accompany the foreign worker and provide explanations about event guidelines and procedures.

Optional Support
If a specific skilled foreign worker wishes to participate in events, the accepting organization should consider granting paid leave or adjusting work hours to minimize any impact on their work.

■Job placement support (in case of termination of employment due to the accepting organization's circumstances)
In the event of termination of the employment contract due to circumstances attributable to the accepting organization, the accepting organization shall provide support for finding new employment, such as creating recommendation letters and granting paid leave for job-seeking activities.

Mandatory Support
In the event of termination of the specific skilled worker employment contract due to the bankruptcy of the accepting organization or other circumstances attributable to the company, the accepting organization shall provide assistance in finding a new accepting organization.

■Regular meetings and reporting to administrative agencies
The support person in charge is required to hold regular meetings with foreign workers and their supervisors to confirm their working conditions and living environment. If any violations of labor laws are found, the support person shall report the matter to the relevant administrative agency.

Mandatory Support
The support person in charge shall conduct regular meetings with specific skilled foreign workers and their supervisors at least once every three months. The purpose of these meetings is to confirm the content of the orientation and the working environment. If it is considered that there is a violation of labor laws, the support person shall report the matter to the relevant administrative agency.
Furthermore, if any unauthorized activities or issues such as the confiscation of residence cards are discovered, the support person shall report the matter to the Immigration Services Agency of Japan.

Optional Support
It is desirable that the accepting organization provide a list of contact information for relevant administrative agencies in advance, so that specific skilled foreign workers can report any problems themselves if they arise.
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5）Outsourcing to Registered Support Organizations
The accepting organization is required to create and implement these support plans, but it may outsource some or all of them to a registered support organization. There are cases where all support must be outsourced, and cases where the organization can choose whether to conduct it in-house or outsource it.

■Cases where full outsourcing is necessary
Mandatory outsourcing is required when the accepting organization has no record of accepting foreign workers within the past two years or when there are no executives or employees with experience in providing support services for daily life.

Accepting organizations must have the capability to provide all mandatory support services. Therefore, companies accepting foreign workers for the first time must outsource support services to a registered support organization.

Given the complexity of providing mandatory support services, such as support in the foreign workers' native languages, it is realistically challenging for many companies to establish the necessary internal environment to handle these tasks.

■Cases where outsourcing can be selected
Companies that meet the requirements for creating and implementing support plans may choose to conduct the support in-house.
Companies that meet the following conditions can choose whether to outsource or conduct the support in-house.

・The company has a track record of hiring foreign workers.
・The company can appoint a support manager and support staff.
・The company is capable of creating and implementing a suitable support plan.

Even if a company meets these conditions, it may choose to fully outsource the support to a registered support organization, considering the cost-effectiveness, or it may choose to outsource only the parts where the company lacks manpower.

However, if outsourcing only a portion of the support, it is important to clearly specify the outsourced scope within the support plan to ensure there are no gaps in the support provided in-house.

■Cases where full in-house support is possible
To internalize the implementation of a support plan, a company must have a track record of accepting foreign workers within the past two years. Even so, there are several challenges to internalizing support.

・It takes time to prepare.
・It is necessary to secure personnel who can communicate in the native language of the foreign workers.
・There is a risk of violating laws and regulations when providing mandatory support, as it must be implemented in accordance with the law.

Given these challenges, it is difficult for companies with little experience in accepting foreign workers or limited human resources to fully internalize support.
It is recommended that companies without a track record of accepting foreign workers or without adequate preparations for ongoing support outsource their support to a registered support organization.

6）Benefits of Outsourcing to Registered Support Organizations
There are three main advantages of entrusting support services to a registered support organization.

1.Dedicated focus on training: Companies can concentrate on training employees without being burdened by support tasks.
2.Reduced employee workload: By outsourcing support services, companies can reduce the workload of their employees, as less time will be spent on providing support.
3.Enhanced employee relations: Outsourcing to a third-party organization can create a more confidential environment for foreign workers, making it easier for them to seek help and potentially preventing workplace disputes.

By reducing the time spent on creating and implementing support plans, companies can allocate more time to the core business of both foreign and Japanese employees, leading to increased efficiency and productivity. Additionally, involving a third-party registered support organization can provide foreign workers with a more objective and confidential environment to seek support, ultimately leading to better outcomes.
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7）How to Choose a Registered Support Organization and Precautions
When selecting a registered support organization, it is recommended to consider the following four key points.

1.Whether the contracted fee is reasonable or not.
2.Whether the location is conveniently accessible or not.
3.Whether they can provide support in the native language of the foreign workers they accept.
4.Whether support services are provided properly.

■Costs required for outsourcing
Outsourcing costs can vary widely between different registered support organizations. Fees can range from ¥25,000 to ¥50,000 per person. To ensure you're getting a fair deal, it's recommended to obtain quotes from several organizations. Remember, while cost is a consideration, it's more important to choose an organization that adheres to all relevant laws and regulations.

■Distance between the location and the workplace
Outsourcing to a registered support organization located too far away can hinder timely support. For optimal service, it is recommended to choose an organization within the same ward, city, or prefecture.

■Languages supported by Registered Support Organizations
Registered support organizations offer support in various languages. When supporting Specific Skills No. (i), it is required to provide assistance in the worker's native language or a language they understand. Before selecting a support organization, make sure they can communicate in the language of the foreign workers you will hire.

■Whether support services are provided properly
The level of support services, including the creation and implementation of support plans, differs among registered support organizations. Some organizations may be registered but do not offer the full range of services. To ensure you receive the necessary support, it is recommended to choose an organization that is actually operational and has a structured service offering.

8）Requirements for Registration as a Registered Support Organization
To be registered as a support organization, an entity must meet the following two criteria.

1.The organization itself must be suitable: This includes having no history of violations of immigration or labor laws within the past five years.
2.The organization must have a system in place to support foreign workers: This includes the ability to provide support in languages that foreign workers can understand.

9）Obligations of Registered Support Organizations
Once registered as a support organization, there are two primary obligations that must be fulfilled.
Failure to fulfill these obligations may result in the revocation of registration.

1.Providing adequate support to foreign workers.
2.Submitting required notifications to the Immigration Services Agency of Japan.
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10）Reasons for Rejection of Registration
If an entity falls under any of the following 13 reasons for refusal, their application to become a registered support organization will be denied. Conversely, if an entity does not fall under any of these reasons, registration can be granted, not only to corporations but also to individuals.

1.You have been punished for violating relevant laws and five years have not passed since the completion or waiver of your punishment.
2.Due to a physical or mental impairment, you are unable to provide adequate support, or you have been declared bankrupt and have not been rehabilitated.
3.Your previous registration has been canceled within the past five years.
4.Within the past five years prior to the application date, you have committed fraudulent acts related to immigration or labor laws.
5.You are a member of an organized crime group or meet the criteria for exclusion based on organized crime prevention measures.
6.As a designated supervisor in the Technical Intern Training Program or similar programs, you have caused a foreign national to go missing within the past year due to your own negligence.
7.You have not appointed a support supervisor or support staff (concurrent appointment of both positions is allowed).
8.You do not meet any of the following criteria.
①A proven track record of appropriately accepting and managing mid-to-long-term stay residents for the past two years.
②Experience providing various consultation services for foreign residents with the aim of receiving remuneration for the past two years.
③A support supervisor or support staff with at least two years of experience in providing life consultation services for mid-to-long-term stay residents within the past five years.
④The ability to carry out support services equivalent to those in ① to ③ above.
9.You do not have a system in place to provide information and consultation support in languages that foreign nationals can adequately understand.
10.You create a document regarding the status of support services and does not keep it for more than one year after the termination of the employment contract.
11.A support supervisor or support staff has certain disqualifications, such as a criminal record.
12.You directly or indirectly make foreign nationals bear the costs required for support.
13.You fail to disclose the necessary costs and their breakdown to the accepting organization when concluding a support entrustment contract.

（Citation）「Reasons for Refusal of Registration for Registered Support Organizations」｜Ministry of Foreign Affairs of Japan

11）Application Procedure for Registration
Applications for registration as a Support Organization are accepted by the Ministry of Foreign Affairs of Japan.
Please refer to the following for required documents and submission destinations.

（Reference）「Application for Registration as a Registered Support Organization」｜ Immigration Services Agency of Japan 
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12）Summary: Registered Support Organizations are Support Organizations for Specific Skills No. (i) Foreign Workers
A Registered Support Organization (RSO) is an entrusted agency that creates and implements support plans on behalf of companies accepting foreign workers under the Specific Skills No. (i) visa. 
Given the mandatory and optional support obligations for accepting foreign workers under the Specific Skills No. (i) visa, it is often difficult for many companies to fully internalize all the necessary support functions.
To comprehensively cover the approximately ten types of mandatory support and ensure that support is provided appropriately, it is effective for companies accepting foreign workers under the Specific Skills No. (i) visa to outsource these tasks to a Registered Support Organization.

When applying for certification as a Registered Support Organization, there are various reasons for denial. Therefore, it is necessary to comprehensively understand these reasons, prepare the required documents, and submit an application to the  Immigration Services Agency of Japan.

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