Section 4. Human Resource Management

4.7 Safety and hygiene

Employers are obliged to pay due consideration to safety and hygiene matters so as to avoid illness or injury to workers in the course of work.

4.7.1 Health check-up upon hiring

When hiring a regular employee, employers must have the new employee undergo a predetermined health check-up before hiring him/her.

4.7.2 Health Officer appoint

The employer must appoint a Health Officer when the workplace regularly employs 50 workers or more, and have said health officer take charge of technical matters related to health.

4.7.3 Industrial Physician check-up

The workplaces regularly employing 50 workers or more, the employers must have appoint an industrial physician from among medical doctors, and have the said person provide health care for workers and carryout other matters.

4.7.4 Education at the Time of Employment

The employer shall, when a new worker is employed, educate said worker on safety and/or sanitation concerning work operations in which the worker is to be engaged.

4.7.5 Medical Examination at the Time of Employment

The employer shall, when employing a worker as a regular employee, provide said worker with a predetermined medical examination.

4.7.6 Periodical Medical Examination

The employer shall provide a regularly employed worker with a medical examination by a physician annually (biannually in the case of night shifts and specific types of work that might cause health problems, such as being exposed to X-rays).

4.7.7 Stress check system

For workplaces regularly employing 50 workers or more, the employer shall provide a regularly employed worker with a stress check and interview instruction based on the results annually.

4.7.8 Presentation duty reports of worker casualties

The employer shall, when a worker is killed or suspended from work due to an industrial accident or injury, submit a report to the chief of the competent labor standards inspection office.

4.7.9 Prevention of harassment (sexual harassment/harassment related to pregnancy, childbirth, child care leave/abuse of authority)

Employers are obliged to take measures in the workplace to prevent sexual harassment, harassment related to pregnancy, childbirth, childcare leave, family care leave, etc., and power harassment.

"Sexual harassment" means giving disadvantageous working conditions to a worker because of the worker’s response to undesired sexual words or actions in the workplace, or damaging the work environment by sexual words or actions.

"Harassment related to pregnancy, childbirth, childcare leave, etc." means harming the working environment of female workers who have become pregnant or given birth or who have applied for or taken child-care leave, etc., by words and actions of superiors or colleagues (words and actions related to pregnancy, childbirth, use of child-care leave, etc.) at the workplace.

"Abuse of authority (or, power harassment)" refers to words and deeds conducted in the workplace that meet all of the followings: ① taking advantage of a person’s superior position, ② exceeding the scope necessary and reasonable in the course of work, and ③ harmful to workers’ working environment. Providing proper work instructions and guidance, which are objectively considered necessary and appropriate for business purposes, are not applicable.

Section4: Table of Contents


Section4: Documents businesses are required to submit to authorities

Section Documents Where documents are listed within the URL Reference The competent
authorities's URL
4-3a Notice of EmploymentExternal site: a new window will open See 全体版pdf Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-3b Employment Agreement ReferencePDF File(227KB)
4-5 Notification of Agreement on Overtime work Working on Holidays Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-6 Rules of Employment ReferencePDF File(1.9MB) Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-9a Notification of Acquisition of Employment Insurance Qualification ReferencePDF File(1.1MB) Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-9b Notification of the Acquisition of Health insurance Qualification Employees' Pension Insurance Qualification ReferencePDF File(245KB) Japan Pension ServicesExternal site: a new window will open
4-9c Labor insurance Estimated insurance premiums / Increased estimated insurance premiums / Final insurance premiums Declaration ReferencePDF File(919KB) Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-9d Basic amount for calculation of monthly remuneration of person insured Health insurance Employees' pension insurance ReferencePDF File(216KB) Japan Pension ServicesExternal site: a new window will open
4-9e Notification of Dependent Under Health Insurance (Change) ReferencePDF File(731KB) Japan Pension ServicesExternal site: a new window will open
4-9f Notification of the Establishment of a Labor Insurance Relationship ReferencePDF File(1.1MB) Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-9g Notice of establishment of the business place to which employment insurance is applied ReferencePDF File(520KB) Ministry of Health,
Labour and WelfareExternal site: a new window will open
4-9h Notice of New Application Health insurance Welfare pension insurance ReferencePDF File(273KB) Japan Pension ServicesExternal site: a new window will open
4-9i Declaration of Tax Exemption for Salaried Employees (Change)External site: a new window will open See the format National Tax AgencyExternal site: a new window will open
4-10 Income Tax Withholding Certificate ReferencePDF File(309KB) National Tax AgencyExternal site: a new window will open

Materials listed as ‘Reference’ 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. These documents are not published by competent authorities and therefore are not official. For those who are going through the official procedures, please obtain 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.

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