How to Verify Employment Contract in Osaka, Japan

One of the main functions of the Philippine Overseas Labor Office (POLO) is contract verification. The Labor Attaché will make sure that the contract terms of the Overseas Filipino Worker (OFW) are legal in the host country. The Philippines’ POEA BM Centers will get the validated contract as a requirement for OECs.

Employers of Filipinos who are based in Osaka, Japan and need to verify their employment contracts can process this at Philippine Overseas Labor Office (POLO), 7/F FPG Links Midosuji, 4-3-5 Awaji-machi, Chuo-ku, Osaka, Japan 〒541-0047.

There are outreach missions for Filipinos in Japan, so regularly check on the Philippine Consulate General in Osaka and Polo Osaka’s Facebook page and website to see where they’re doing outreach.

Also Read:

Due to the pandemic it is advisable to always wear face mask and keep your distance when visiting the POLO Korea office. The process and requirements for obtaining an Employment Contract Verification in Korea are discussed in the article.

employment contract verification in osaka japan

Qualifications

  • Filipino workers that have changed jobs onsite and are registered with POEA.
  • Filipinos working in Osaka, Japan without a POEA record.
  • Filipino nationals who have been authorized for an employment visa by the Immigration Department.
  • Change of employer and/or name of employer for the first time in Osaka, Japan (for example, from a tourist or from another nation).
  • Others on a fixed-term contract (this needs contract verified every renewal).

Note: OFWs who have already had their contracts verified with their present employer do not need to have their renewal contracts verified again. They can just show their old verified contract and their renewed contract when applying for BM, as long as the Employer remains the same.

Requirements

The qualified Filipinos’ employers will process the verification of their employment contracts. Each required documents must have one (1) original and one (1) photocopy.

Professional/Highly Skilled deployment track

Agency-Hire (Accreditation of the Employer thru licensed PRA)

  • POLO-Skilled Application Form
  • Recruitment Agreement (Duly notarized in Japan and jointly signed by both parties on all pages) – Link: https://poloosaka.dole.gov.ph/wp-content/uploads/2022/04/Recruitment-Agreement-JP.pdf
  • Manpower request/job order (Including the title of the position, the number of positions needed, and the salary per position)
  • Copy of Business/License Permit (Issued by the respective Ministry of the appropriate Japanese regulatory office having jurisdiction or authority over the occupational category and accompanied by an English translation officially confirmed as to its accuracy and signed by the translator.)
  • Original Company Registration (tokibo tohon) (Must present documents from the MOJ that were issued within the last three months, or, in the case of a sole proprietorship, the most recent proof of tax payment issued by the relevant Japanese government agency with an English translation that has been duly certified as to its accuracy and signed by the translator.)
  • Master Employment Contract, (Signed on all pages by the principal or his/her authorized representative) – Link: https://poloosaka.dole.gov.ph/wp-content/uploads/2022/04/ANNEX-B-Employment-Contract-for-Specified-Skilled-Workers-JP.pdf
  • Copy of POEA License of PRA (If it does, POEA must certify that an application or renewal has been submitted; otherwise, it cannot expire within 60 days of filing.)
  • Copy of Passport of the PRA president/authorized representative
  • Copy of Passport/government issued ID of the principal/employer president/authorized  representative
  • Company profile with brochures/flyers
  • Contingency plan

Direct Hire

  • POLO-Skilled Application Form
  • POEA Standard Employment Contract – Link: https://poloosaka.dole.gov.ph/wp-content/uploads/2022/07/POLO-SKILLED-DirectHire-Form-01-2019v1-CONTRACT-with-SAL-BR-AND-LIST-OF-CRITERIA.pdf
  • Copy of the Imigration approval for employment (Certificate of Eligibility)
  • Original Company Registration (tokibo tohon) (Must present documents from the MOJ that were issued within the last three months, or, in the case of a sole proprietorship, the most recent proof of tax payment issued by the relevant Japanese government agency with an English translation that has been duly certified as to its accuracy and signed by the translator.)
  • A letter or certification from the employer or principal stating the number of Filipino employees hired
  • Copy of medical insurance provided to worker based on the Japan labor laws
  • A copy of the worker’s passport with at least six (6) months remaining on the expiration date
  • Copy of authorized/signatory valid passport/ID with english translation (An authorization letter signed by a member of the board of directors must be submitted if the authorized signatory is not listed in the company registration.)
  • Company profile
  • Contingency Plan
  • Other documents as may be required by POLO based on prevailing conditions or realities in Japan (previously verified documents, deployment list etc.)

Household Service Workers for National Strategic Special Zones

  • Individual Employment Contract (With complete signatures)
  • Approved Master Employment Contract
  • Completed POLO Application Form-NSS7-2019 v1
  • Original COE (Certificate of Eligibility) from Japanese immigration
  • Photocopy of the HSW’s passport
  • Partner PRA’s notarized affidavit certifying that the worker being deployed is qualified to carry out his or her obligations
  • Work-Readiness and Orientation Certificate from the Partner PRA
  • Copy of Accreditation
  • Other documents as may be required by POLO based on prevailing conditions or realities in Japan (previously verified documents, deployment list etc.)

Overseas Performing Artists (OPAs)

  • Individual Employment Contract
  • Worker’s COE (Certificate of Eligibility)
  • Other documents as may be required by POLO based on prevailing conditions or realities in Japan (previously verified documents, deployment list etc.)

Specified Skilled Workers (SSW) deployment track – Direct Employer

Technical Intern Training Program (TITP) deployment track

How to Process Contract Verification in Osaka, Japan

Check out the procedure below on how to process employment contract verification in Osaka, Japan.

Step 1: Send an email with the subject “Employment Contract Verification Appointment”, including your full name, phone number, address, and preferred time and date to:

  • poloosaka.professionalskilled@gmail.com (for Professional/Highly Skilled)
  • poloosaka.titp@gmail.com (for TITP deployment track)
  • poloosaka.ssw@gmail.com (for SSW deployment track)
  • poloosaka.oec@gmail.com (for OEC-related concerns)

Step 2: Print your confirmed appointment.

Step 3: Gather all of the necessary requirements.

Step 4: Go to POLO Osaka, Japan on your scheduled appointment day. Show your approved appointment letter and valid ID to the assigned security personnel.

Step 5: The assigned security personnel will check your name to the list of approved appointments for the day. To avoid long lines, bring the complete set of requirements.

Step 6: Get a token number from the assigned personnel.

Step 7: Go to the processing window and submit your documents.

Step 8: Pay for the employment contract verification fees.

Procedural Guidance

Here are some helpful tips and reminders to keep in mind during the contract verification process:

  • Check the Philippine Consulate General in Osaka and Polo Osaka website and Facebook Page since verification process may change due to the Covid-19 pandemic.
  • Make sure that the employment contract is dated and signed on all pages by both the employee and the employer.
  • All documentation should be submitted in two (2) sets or copies.
  • Incomplete document submissions, payments, or other deficiencies, such as missing signatures, will not be accepted.
  • If the employer completed the employment contract verification, the employer must give the original processed document to the employed worker or to the Philippine Recruitment Agency, which will then present it to POEA as part of the procedures for the issue of exit clearance.
  • All applicants must bring their own pens.
  • All applicants are encouraged to arrive at the POLO Osaka, Japan office well-dressed. Shorts, transparent clothing, or slippers are not permitted.
  • To avoid delays, employers should closely comply with all requirements.
  • Feel free to call +81 665 757 593; +8170 2275 6082 (hotline for labor documentation concerns); and +8170 2447 4016 (hotline for welfare concerns) Monday to Friday 9:00am to 5:00pm (Closed on Japanese and Philippines public holidays).

Frequently Asked Questions

If you have any further questions regarding “How to Verify Employment Contract in Osaka, Japan”, see the list of frequently asked questions and answers below.

1. What is Employment Contract Verification?

Employment Contract Verification verifies that the OFW has a job and an employer, and that the contract conditions match the POEA and host government’s minimum requirements.

2. Is it possible to get OEC without a verified contract?

A verified employment contract is the most important requirement for the issue of an OEC. Only the POLO or the POEA can provide verification services.

3. Can I skip getting employment contract verification?

No, you can’t skip getting your employment contract verification because it’s one of the first steps in getting your OEC.

4. Can I go to the POLO Osaka, Japan office directly to verify my employment contract?

No, you cannot go straight to the POLO Osaka, Japan office. Prior to visiting, the POLO Osaka, Japan office requires an appointment. You can book your appointment through email.

5. What is the POLO Osaka, Japan’s office hour?

The POLO Osaka, Japan is open from Monday to Friday 9:00am to 5:00pm (Closed on Japanese and Philippines public holidays).

6. What is the POLO Osaka, Japan’s address?

The POLO Osaka, Japan’s address is 7/F FPG Links Midosuji, 4-3-5 Awaji-machi, Chuo-ku, Osaka, Japan 〒541-0047.

7. What is the POLO Osaka, Japan’s hotline number?

You can reach the POLO Osaka, Japan office at +81 665 757 593; +8170 2275 6082 (hotline for labor documentation concerns); and +8170 2447 4016 (hotline for welfare concerns). You can also send a message to Philippine Consulate General in Osaka and Polo Osaka via messenger.

Link for Philippine Consulate General in Osaka: https://www.facebook.com/PHinOsaka

Link for Polo Osaka: https://www.facebook.com/POLO.Osaka

8.    What is the email address of POLO Osaka, Japan?

The email addresses of POLO Osaka are:

  • poloosaka.professionalskilled@gmail.com (for Professional/Highly Skilled)
  • poloosaka.titp@gmail.com (for TITP deployment track)
  • poloosaka.ssw@gmail.com (for SSW deployment track)
  • poloosaka.oec@gmail.com (for OEC-related concerns)

9. Can I verify my employment contract instead of my employer?

Yes, as long as you have all of the requirements, you can process your employment contract verification, although it is preferred that the employer perform it. Because foreign employers that hire Filipinos must work through a legally licensed Philippine recruitment agency and sign a recruiting agreement with them.

Summary

The Philippine Overseas Employment Administration (POEA) requires POLO contract verification in order to register a recruited or employed Filipino worker and process the Overseas Employment Certificate (OEC), thus we would like to remind all OFWs in Osaka, Japan of the importance of verifying employment contract.

Be sure to have your contract verified because Osaka, Japan authorities are constantly in search for illegal immigrants. You will have access to all of POLO’s advantages and services, as well as those offered by POLO’s partners in Japan, after your contract has been verified.

There are regular outreach mission for employment contract verification, OEC, and other services by the POLO Japan so make sure to keep updated on their Philippine Consulate General in Osaka and Polo Osaka website and Facebook page. This is an opportunity for you to process your employment contract verification in person.

Contact Information

POLO-OWWA Osaka
Main Address: 701 Floor Urban Center Midosuji, 4-3-5 Awaji-machi, Chuo-ku, Osaka, Japan
Telephone Number/s: +81 665 757 593; +8170 2275 6082 (hotline for labor documentation concerns), +8170 2447 4016 (hotline for welfare concerns
Email: osaka.laborsection@gmail.com, verfication2020@yahoo.com (for labor documentation concerns), laborsection.welfare@gmail.com (for welfare concerns)
Website: https://poloosaka.dole.gov.ph/
Facebook Page: https://www.facebook.com/PHinOsaka/

Google Map Location

Please see the map guide to the location of the POLO-OWWA Osaka office in Japan. The office is in the same building as the office of the Consulate General of the Philippines.

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