How to Set Up Business in JapanSection 4. Human Resource Management
4.6 Rules of Employment

Work rules are specific rules for the workplace containing working conditions such as working hours and wages, as well as rules that employees must comply with when working for business reasons. Employers with 10 or more regular employees must draw up the work rules and submit these to the local Labor Standards Inspection Office.
Establishments with fewer than 10 workers are also encouraged to draw up work rules. Where work rules are established, they have the same legal force as labor contracts insofar as they are reasonable in content.

4.6.1 Items to be included in Rules of Employment

Work rules must at a minimum contain the following items.

  1. Start and finish times, breaks, days off, leave of absence (including childcare and family care leave), and work shift arrangements where work is to be performed by two or more teams of workers.
  2. Methods of determining, calculating and paying wages (excluding special bonuses and other pay), wage closing day of pay roll and pay day, as well as matters pertaining to wage raise.
  3. Matters pertaining to resignation or dismissal (including grounds for dismissal).

Any arrangements established regarding the following matters must be included in the work rules:

  1. Retirement allowances
  2. Extraordinary wages, etc.
  3. Responsibility for meal expenses, etc.
  4. Safety and hygiene
  5. Job training
  6. Workers' accident compensation
  7. Awards and disciplinary measures
  8. Other matters

4.6.2 Obligation to inform

Employers are required to inform workers of the work rules or any labor-management agreements as provided for in the Labor Standards Act.

Section4: Table of Contents


Section4: Samples of documents businesses are required to submit to authorities

No. Section Documents Japanese The competent authorities relating to the document
21 4-3a Notice of EmploymentPDF file(742KB) JapanesePDF file(742KB) Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
22 4-3b Employment Agreement (sample)PDF file(227KB) JapanesePDF file(171KB)
23 4-5 Notification of Agreement on Overtime work Working on HolidaysPDF file(893KB)
ExamplePDF file(712KB)
JapanesePDF file(817KB)
ExamplePDF file(911KB)
Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
24 4-6 Rules of Employment (sample)PDF file(1.9MB) JapanesePDF file(2.0MB) Ministry of Health, Labour and WelfareExternal site: a new window will open
25 4-9a Notification of Acquisition of Employment Insurance QualificationPDF file(1.1MB) JapanesePDF file(614KB)
ExamplePDF file(402KB)
Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
26 4-9b Notification of the Acquisition of Health insurance Qualification Employees' Pension Insurance QualificationPDF file(245KB)
ExamplePDF file(1.1MB)
JapanesePDF file(606KB)
ExamplePDF file(1.1MB)
Japan Pension ServiceExternal site: a new window will open
27 4-9c Labor insurance Estimated insurance premiums / Increased estimated insurance premiums / Final insurance premiums DeclarationPDF file(919KB)
ExamplePDF file(639KB)
JapanesePDF file(1.0MB)
ExamplePDF file(1.6KB)
Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
For Electronic application, please click here.External site: a new window will open
(Japanese only)
28 4-9d Basic amount for calculation of monthly remuneration of person insured Health insurance Employees' pension insurancePDF file(216KB)
ExamplePDF file(486KB)
JapanesePDF file(564KB)
ExamplePDF file(784KB)
Japan Pension ServiceExternal site: a new window will open
(Japanese only)
29 4-9e Notification of Dependent Under Health Insurance (Change)PDF file(731KB)
ExamplePDF file(751KB)
JapanesePDF file(570KB)
ExamplePDF file(661KB)
Japan Pension ServiceExternal site: a new window will open
(Japanese only)
30 4-9f Notification of the Establishment of a Labor Insurance RelationshipPDF file(1.1MB)
ExamplePDF file(793KB)
JapanesePDF file(1.0MB)
ExamplePDF file(1.1MB)
Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
For Electronic application, please click here.External site: a new window will open
(Japanese only)
31 4-9g Notice of establishment of the business place to which employment insurance is appliedPDF file(520KB) JapanesePDF file(523KB)
ExamplePDF file(401KB)
Ministry of Health, Labour and WelfareExternal site: a new window will open
(Japanese only)
For Electronic application, please click here.External site: a new window will open
(Japanese only)
32 4-9h Notice of New Application Health insurance Welfare pension insurancePDF file(273KB)
ExamplePDF file(320KB)
JapanesePDF file(542KB)
ExamplePDF file(637KB)
Japan Pension ServiceExternal site: a new window will open
(Japanese only)
33 4-9i Declaration of Tax Exemption for Salaried Employees (Change)PDF file(230KB)
ExamplePDF file(262KB)
JapanesePDF file(591KB)
ExamplePDF file(2.7MB)
National Tax AgencyExternal site: a new window will open
(Japanese only)
34 4-10 Income Tax Withholding CertificatePDF file(309KB) JapanesePDF file(718KB) National Tax AgencyExternal site: a new window will open
(Japanese only)

These materials contain samples of documents regarding registration, visa, taxation, personnel and labor matters that are necessary when a foreign company establishes a corporation or other entity in Japan as well as descriptive examples of how to fill them out. A portion of the English content has been updated through a provisional translation. These documents are not published by competent authorities and therefore are not official. For those who are going through the official procedures, please download the latest official documents from the competent authorities and related bodies or consult a person who specializes in advising on such information and procedures.

The information contained in this documents should be used at the reader’s independent discretion. While JETRO makes every effort to ensure the accuracy of the information it provides, no responsibility is accepted by JETRO for any loss or damage incurred as a result of actions based on the information provided in these documents or provided by the external links listed on these pages.