Whether you’re a designer, engineer or IT professional, doing the paperwork to start freelancing in Japan can be tricky. After all, this is a country that loves its paperwork. With that said, this article will guide you in terms of:
- Paperwork for starting freelancing in Japan
- Paperwork for national medical and pension schemes when freelancing in Japan
- Visa-related paperwork for freelancers in Japan
- Banking paperwork for freelancers in Japan
- Other paperwork for freelancing in Japan
Important Dates to Remember
Be sure not to forget the following:
- It’s important to submit your initial documents to your nearest ward office within 14 days of starting your sole proprietorship.
- All tax returns should be submitted by March 15th every year.
1. Paperwork for Starting Freelancing in Japan
As a self-employed freelancer in Japan, the first two documents you’ll need will be:
- Notification of Opening a Sole Proprietorship
- Application for Approval of the Blue Tax Return
Notification of Opening a Sole Proprietorship
The notification of opening a sole proprietorship (kojinjigyou no kaigyou, haigyou nado todokede sho 個人事業の開業・廃業等届出書) can be submitted online, via email, or in person at your local tax office. Its purpose is to notify the tax office that you’re starting your own business. You can find the application form here and find information about where to submit your documents here.
Application for Approval of the Blue Tax Return
The other document you’ll want to get is the application for approval of the blue tax return (aoiro shinkoku shounin shinsei sho 青色申告承認申請書). Although it takes a bit longer to file, we recommended it as you will get significant tax breaks. You can go here for the application form.
2. Paperwork for National Medical and Pension Schemes When Freelancing in Japan
When living in Japan, by law, you need to contribute to:
- The national health insurance scheme, as well as,
- The national pension scheme
The National Health Insurance Scheme
Once entering Japan or leaving a full-time position, you should go to your nearest ward office within 14 days to register for national health insurance (kokumin kenkou hoken 国民健康保険). As a freelancer, you don’t have a company paying into your health insurance, so this is important to make sure you’re covered.
The National Pension Scheme
Likewise, you need to be enrolled in the national pension scheme (Kokumin nenkin no tetsudzuki 国民年金の手続き). You can also do this at your local ward office, and rates are determined by your income for the previous year.
3. Visa-Related Paperwork for Freelancing in Japan
If you are freelancing within the specifications of your current visa, this isn’t something you need to worry about until you need to renew your visa..
However, if you are moving into a completely different category, you would have to apply for a Work Permit Outside of Your Current Visa Category (Shikaku gaikatsudō kyoka shinsei 資格外活動許可申請). You can find the application form here. Next, simply submit it to your nearest immigration office, along with your visa, passport, and a document explaining the activities you plan to partake in.
If you’re looking for more general information, check out our article on how to get a visa as a freelance engineer in Japan.
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- Fully remote options – Work anywhere you want.
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4. Banking Paperwork for Freelancers in Japan
Keeping your business and personal finances separate not only helps you keep on top of your finances, but is also useful during tax season (Our article on how to do your taxes as a freelancer in Japan goes into further detail). Thus, it would be useful for you to have:
- A dedicated business address
- A bank account for business purposes
- A business-specific credit card
A Dedicated Business Adress
Having separate private and business addresses is not mandatory, but can help ensure your privacy. A virtual office is a great way to do this without actually setting up a brick-and-mortar office.
A Bank Account for Business Purposes
Once again, a separate business account helps maintain your privacy and simplifies things when tax season comes along.
A Business-Specific Credit Card
Likewise, a credit card dedicated to work can help you keep track of your finances. If you’re thinking of switching from freelancing from a full-time position, it’s best to apply for a credit card beforehand, as it’ll be easier to get.
5. Other Paperwork for Freelancing in Japan
Other than your taxes and visa, there are other kinds of paperwork that might be more useful on a day-to-day basis, like:
- Business cards
- Portfolio
- Resume
- Official stamp
Business Cards
These are still very important in Japan, and are often exchanged at networking events or meetings. When exchanging business cards, use both hands, and do not write on or fold the card.
Portfolio
Keeping your portfolio up to date is crucial for any freelancer – after all, you want to be able to share your most recent work with potential clients. Although most things are digital in today’s work, if you are dealing with a very traditional client, you might want printed examples of your work.
Resume
Likewise, you want to make sure your resume is up to date. Traditional companies prefer a particular resume format (rirekisho 履歴書)– check out our article for a guide on how to write one correctly.
Official Stamp
Although not compulsory, having an official stamp (hanko 判子) to put on paperwork can make your life in Japan easier. Although there are plans to phase the hanko out, it is still widely used, and there are many options for having your own made.
Want to know more about freelancing in Japan? Check out our ultimate guide.
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