The POEA requires that the employment contract be verified before issuing an OEC to an OFW. To ensure that Filipino migrant workers’ employment rights, benefits, and welfare are appropriately protected and respected at the worksite/place of employment, the Labor Attaché uses a contract verification method. The OFWs’ work contracts must comply with the most recent employment laws, regulations, and practices in both the Philippines and the host country.
Employers of Filipinos who are based in Tokyo, Japan and need to verify their employment contracts can process this at 5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Philippine Embassy, Philippine Overseas Labor Office.
When visiting the POLO Tokyo, Japan, it is advised to wear a facemask and maintain a social distance. In this article, you’ll learn about the procedures, requirements, and guidelines for acquiring an Employment Contract Verification in Tokyo.
- How to Verify Employment Contract in Tokyo, Japan
- Important Reminders
- Frequently Asked Questions
- 1. What is Employment Contract Verification?
- 2. Is it possible to get OEC without a verified contract?
- 3. Can I skip getting employment contract verification?
- 4. Can I go to the POLO Tokyo, Japan office directly to verify my employment contract?
- 5. What is the POLO Tokyo, Japan’s office hour?
- 6. What is the POLO Tokyo, Japan’s address?
- 7. What is the POLO Tokyo, Japan’s hotline number?
- 8. What is the email address of POLO Tokyo, Japan?
- 9. Can I verify my employment contract instead of my employer?
- Contact Information
- Google Map Location
- Filipino workers that have changed jobs onsite and are registered with POEA.
- Filipinos working in Tokyo, 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 Tokyo, 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.
The qualified Filipinos’ employers will process the verification of their employment contracts. Each required documents must have one (1) original and one (1) photocopy.
Employment Contract Verification General Requirements for all Types of OFWs
- Original Employment Contract (Signed by the worker and the employer)
- Photocopy of your passport that is valid for travel for at least six (6) months
- Photocopy of valid Work Visa
- Recent pay slip
- Colored Passport copy or any valid government-issued ID of the Employer or Company Representative
Additional Requirements for Professional and Skilled Workers – Direct Employer
- POLO Application Form – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/08/PROFESSIONAL-SKILLED-FORM-01-APPLICATION-FORM-1.doc
- Manpower Request addressed to PRA – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/04/PROFESSIONAL-SKILLED-FORM-02-MANPOWER-REQUEST.doc
- Master Employment Contract (All pages must include the authorized Representatives of the Company and PRA’s original signatures and hanko)
- Link for Direct Employer & Dispatch Company: https://polotokyo.dole.gov.ph/wp-content/uploads/2022/01/Revised-PROFESSIONAL-SKILLED-FORM-03-MASTER-EMPLOYMENT-CONTRACT-with-Salary-Breakdown-List-of-Duties-Criteria-1.doc
- Link for Placement Company: https://polotokyo.dole.gov.ph/wp-content/uploads/2022/01/Revised-PROFESSIONAL-SKILLED-PLACEMENT-FORM-02-MASTER-EMPLOYMENT-CONTRACT-1.doc
- Recruitment Agreement with evidence of direct communication between the PRA and the Company (e.g., a screenshot of a zoom or Skype conversation) (ALL pages must have the authorized Representatives of the Company and PRA’s original signatures and hanko, as well as be notarized in Japan (kosho yakuba) – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/04/SAMPLE-FORM-04-RECRUITMENT-AGREEMENT.pdf
- Colored Passport copy or any valid government-issued ID of the Official Representative of the PRA
- Colored copy of the valid/renewed POEA license of the PRA
- Company Profile – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/04/PROFESSIONAL-SKILLED-FORM-05-COMPANY-PROFILE.doc
- Full Company Registration/Tokibo Tohoun (Provide original English translations bearing the translator’s name, signature, and/or inkan.)
- Company pamphlets, brochures, and flyers
Additional Requirements for Specified Skilled Workers (SSW) – Direct Employer
- POLO Application Form – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/08/ANNEX-E-Application-Form-Initial-Accreditation-Renewal-of-Accreditation-SSW-Form-No.-06-2019v1-1-1.doc
- Business Permit or License
- Company Profile – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2019/11/ANNEX-D-Company-Profile-SSW-Form-No.-02-2019v1.doc
- Company Registration (Tokibo Tohoun) (For a small business or sole proprietorship: business permit; most recent tax payment receipt)
- Description of the profession that Filipinos with Specified Skills will perform – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2020/10/ANNEX-C2-List-of-Task-List-of-Criteria-SSW-Form-No.-01B-2019v1.doc
- Recruitment Agreement – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/07/RECRUITMENT-AGREEMENT-1-1.docx
- Copy of the Sending Organization’s current POEA license, the Sending Organization’s owner’s passport identification page, and the authorized representative of the Accepting Organization
- Manpower Request/Job Order – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/05/ANNEX-C-Manpower-Request-Job-Order-SSW-Form-No.-01-2019v1-3-Revised.doc
- Master Employment Contract – Link for Annex B: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/08/SSW-Employment-Contract-DIRECT.docx – Link for Annex B1: https://polotokyo.dole.gov.ph/wp-content/uploads/2019/11/ANNEX-B-Written-Employment-Conditions-Payment-of-Wages-and-Employment-Conditions-Statement.docx
- Salary Scheme – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2020/10/ANNEX-C1-Salary-Breakdown-SSW-Form-No.-01A-2019v1.doc
- Official Standard Salary Scale of the Company with Hanko
- Company pamphlets, brochures, and flyers
Additional Requirements for Household Service Workers (HSWs) for the National Strategic Special Zones (NSSZs) – Individual Employment Contracts
- Original COE (Certificate of Eligibility) issued by the Japanese Immigration Bureau
- Notarized affidavit from the partner PRA saying that the employee is competent and has the appropriate training and skills to carry out her duties
- Work-Readiness and Orientation Certificate from the Partner PRA
- Master Employment Contract
- Copy of the Accreditation
- POLO Application Form – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/08/Application-for-Verification-NSSZ-Individual-Contract.docx
Additional Requirements for Overseas Performing Artists/Entertainers (OPAS) – Individual Employment Contract
- POLO Tokyo Form – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/03/APPLICATION-FORM-INDIVIDUAL-CONTRACTS-for-OPA.docx
- Certificate of Eligibility (COE)
- Approved Master Employment Contract
- Manpower Request for the venue (with POLO and POEA stamp)
Additional Requirements for Trainees under the Technical Intern Training Program (TITP) – Initial / Renewal of Accreditation
- Business/License Permit (Must be issued to the Supervising Organization by the Ministries of Justice and Health, Labor, and Welfare, with an English translation containing the translator’s name and signature)
- Notification of the Supervising Organization’s License Term (Must be issued by the Ministries of Justice and Health, Labor, and Welfare, and include an English translation with the translator’s name and signature.)
- Job Category and Operation Criteria (Must be issued by the Ministries of Justice and Health, Labor, and Welfare, and include an English translation with the translator’s name and signature.)
- Company Registration (Must be issued by the Ministries of Justice and Health, Labor, and Welfare, and include an English translation with the translator’s name and signature.)
- Recruitment Agreement (Using the POEA template, which the Supervising Organization has duly notarized in Japan and issued to the Sending Organization)
- Draft Technical Training Plan (With an English translation that bears the translator’s name and signature)
- Technical Intern Offer (TIO) (Must specify the positions, the number needed, and the salary per position) – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2020/06/Technical-Intern-Offer-Form-No.-2018-01-Annex-A.doc
- Certification on the number of employees – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2020/06/CERTIFICATION-Form-No.-2018-01a.docx
- Addendum to the Master Employment Contract – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2021/12/ADDENDUM-Form-No.-2018-02-AnnexB-5.docx
- Employment Contract with Attachment on Wage Payment and Employment Terms and Conditions for Technical Intern – Link: https://polotokyo.dole.gov.ph/wp-content/uploads/2020/10/OTIT-Form-1-14.docx
Additional requirements for TITP-Care worker
- Company Registration (Must be issued to the Implementing Organization as proof that it has been active for at least three years, and include an English translation with the translator’s name and signature)
- Proof that the implementing organization or company falls under one of the facility categories, may take the form of images, brochures, or a description of the implementing organization or company. (Must be indicated in the DOLE D.O. Attachment A (Object Facilities) on page 188-B)
- Addendum to the Employment Contract (Must use DOLE D.O. 188-B Form No. 2018-01)
How to Verify Employment Contract in Tokyo, Japan
Check out the procedure below on how to process employment contract verification in Tokyo, 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 firstname.lastname@example.org.
Step 2: Print your confirmed appointment.
Step 3: Gather all of the necessary requirements.
Step 4: Go to POLO Tokyo, 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.
Note: The employer can submit the required documents to POLO Tokyo by postal mail. Company information should be written in romaji and English in the mail packet. A return letter pack (JP) or a completed chakubarai should be included (sagawa).
5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Philippine Embassy, Philippine Overseas Labor Office
- Check the Philippine Embassy in Japan and POLO Tokyo 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.
- Provide passport copies of both the company president and the person authorized to sign the documents if the contract is not signed by the company president.
- Non-Japanese Company Representatives are needed to provide a copy of their residence card.
- If a government-issued ID is being used, please translate it into English.
- Bond paper must be A4 SIZE only.
- You may only use a paper clip; do not staple the documents.
- The checklist should be followed when organizing the documents.
- ALL information must be typewritten or encoded (no ERASURES).
- Hanko and signatures must be original (E-signature is not acceptable)
- All Japanese documents must be translated into English. All translation must either be accompanied by a certificate of translation or at the very least bear the translator’s name, signature, and/or inkan.
- 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 Tokyo, 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 3-6441-0959, +81 3-6441-0428, +81 3-6441-0478 Monday to Thursday 09:00 AM – 05:00 PM and Friday 09:00 AM – 01:00 PM (Closed on Japanese and Philippines public holidays).
Frequently Asked Questions
If you have any further questions regarding “How to Verify Employment Contract in Tokyo, 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 Tokyo, Japan office directly to verify my employment contract?
No, you cannot go straight to the POLO Tokyo, Japan office. Prior to visiting, the POLO Tokyo, Japan office requires an appointment. You can book your appointment through email.
5. What is the POLO Tokyo, Japan’s office hour?
The POLO Tokyo, Japan is open from Monday to Thursday 09:00 AM – 05:00 PM and Friday 09:00 AM – 01:00 PM (Closed on Japanese and Philippines public holidays).
6. What is the POLO Tokyo, Japan’s address?
The POLO Tokyo, Japan’s address is 5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Philippine Embassy, Philippine Overseas Labor Office.
7. What is the POLO Tokyo, Japan’s hotline number?
You can reach the POLO Tokyo, Japan office at +81 3-6441-0959, +81 3-6441-0428, +81 3-6441-0478. You can also send a message to Polo-Owwa Tokyo via messenger.
Link for Polo-Owwa Tokyo: https://www.facebook.com/poloowwatokyo
8. What is the email address of POLO Tokyo, Japan?
The email addresses of POLO Tokyo, Japan are:
- email@example.com (For Labor and Employment Facilitation Services)
- firstname.lastname@example.org (For Welfare Services)
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.
May we remind all OFW’s in Tokyo, Japan that it is very important to verify your employment contract because 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).
POLO Tokyo, Japan will only verify employment contracts of workers who have not previously been registered with the Administration.
Make sure your contract is verified because authorities in Tokyo, Japan are on high alert for illegal immigrants. Once you’ve verified your contract, you’ll have access to all of POLO’s benefits and services as well as those provided by POLO’s partners in Tokyo, Japan.
Address: Embassy of the Republic of the Philippines 5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Japan
Telephone Number/s: OWWA: 03-6441-0428/0478/0959
Email: OWWA: email@example.com, Labor and Employment Facilitation Services: firstname.lastname@example.org, Welfare Services: email@example.com
Facebook Pages: facebook.com/poloowwatokyo/
Google Map Location
Please see the map guide to the location of the POLO-OWWA Tokyo office in Japan. The office is in the same location as the Embassy of the Philippines in Tokyo Japan: