Practical Points to Keep in Mind for SMEs in the Manufacturing Industry Hiring Foreigners via Vietnamese Recruitment Agencies

This column, from the perspective of an administrative scrivener firm specializing in applications for status of residence, organizes the practical points to keep in mind when hiring a foreigner via a Vietnamese recruitment agency (hereinafter referred to as "Vietnamese recruitment agency") in chronological order: pre-recruitment → contract → application for status of residence → after employment. The main points are concisely summarized so that they can be shared within the company and used as a practical checklist.

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Introduction: Assumptions to be checked first

Direct Hiring or Temporary Employment: Hiring through a Vietnamese recruitment agency is basicallyEmployment placement (including introduction schedule)" = Direct employment between your company and the individual is a prerequisite. When accepting dispatched workers, it is necessary to confirm the permission and acceptance restrictions of the dispatching agency on the Japanese side (if mixed, it is illegal to supply workers).(The risk that the product may fall under the category of)

Looking at applicable status of residence: The most common in the manufacturing industry are (1) specified skills (No.1/No.2), (2) technical, humanities, and international services (design, quality control, production technology, and other specialized jobs), and (3) assumed future transition path from training employment (during the transition to the system). Confirming the compatibility of the job image and residence status requirements at the beginning will reduce the number of backtracking.

Overall picture of recruitment (governance): How do you procure overseas talent?Recruitment (introduction/selection), application for residence, support for acceptance (living/labor)The three pillars of the project are Clarify the line between costs and responsibilities and information collaboration, both internally and externally.

1. pre-recruitment (recruiting firm, job design, credit)

1-1. due diligence on the eligibility of Vietnam placement agencies

Japanese partner: Confirm whether the fee-charging employment agency is a fee-charging employment agency that interacts directly with the job seeker (your company) in Japan (license number, name of the agency, validity period). Number notation (e.g., fee-charging employment placement permit 00-Yu-1234)Evidence (permit notice and site description)Acquisition of the

Licenses and approvals on the Vietnamese side: Confirm government approval (MOLISA, etc.) for outbound business, fee structure, and any past administrative penalties or complaints in writing. We also obtain Japanese/English fee schedules and contract templates.

Basic Transaction Agreement: The three parties (your company/Japanese placement agency/Vietnamese side) will stipulate the avoidance of illegal intermediate exploitation and double dispatch, protection of personal information, confidentiality, handling of complaints/accidents, and governing law/jurisdiction.

1-2. job design (awareness of residency status)

Specify the job description: Define requirements such as only line work or technical skills, equipment operation, quality control, reading drawings, etc. Reflecting the essential requirements such as educational background, practical experience, and passing examinations in the job application in light of the status of residence (specified technical skills/technical skills nationality).

Work location and reassignment: whether or not the employee is stationed at multiple plants or customer sites, and the treatment of secondment or support (designed not to be misunderstood as a dispatch).

Japanese language requirement: Specify a guideline such as N4/N3/N2, etc., calculated backward from the reading level of the health and safety/procedure manuals at the place of assignment.

1-3. principles of compliance and cost sharing

Prohibited areas of job applicant burden:Referral fees, penalties, expensive "education fees" and "travel packages"Designed not to burden the job seeker with the following (deposits, deposits, penalties, and passport storage are not acceptable).

Visualization of costs: Clarify who bears the costs for recruitment advertising, selection travel expenses, residence application, travel, initial costs for housing at the time of entry, and post-entry support (including costs for support plan for specified skill #1).

2 At the time of contract (clarification of employment contract and working conditions)

2-1. essential points of the employment contract

Employer is your company (not dispatched or contracted). Please provide the following information: job duties, place of employment, working hours, breaks and holidays, wages (basic salary + breakdown of each benefit), salary increase and bonus, probationary period, retirement and termination, company housing rules, etc.Japanese/English (bilingual)Prepared by.

Equal treatment and minimum wage: Specify regional minimum wage, overtime premiums, late-night and holiday premiums, and company insurance coverage. Deductions (company housing, utilities, etc.) must be equivalent to actual costs and itemized.

Health and safety/training: presence of hazardous/toxic work, protective equipment,Safety training (including native language assistance)The implementation of the project is specified.

2-2. additional notes by status of residence

Specified Technical Skills (No. 1): As a host institution, establish a system to implement a support plan (lifestyle guidance, Japanese language study, consultation service, accompanying support, etc.). Obtain documents confirming that the applicant has passed the examination in the field or completed a good level of technical internship No. 2.

Technical, humanities, and international work: Proof of expertise (relevance to education and duties) and reasonable remuneration. Be careful with job design, as field line work-centered is difficult to fit.

(Transition System) Training Work: Currently, detailed operation is being released in stages. Human resource development plan with an eye to future transfers, career paths, and transition to specific skills.

3 Application for status of residence (documents and schedule)

Estimated timeline (approximate): Job offer confirmed → candidate selected → employment contract → application for Certificate of Eligibility (COE) → issuance → visa at consulate abroad → entry into Japan → issuance of resident card → entry into company. Expect 2-3 months or more during peak season.

Main substantiating documents: company profile, financial statements, payroll ledger, employment regulations, employment contract, job description, assignment chart, support plan (specific skills 1), the applicant's resume, degree/training certificates, test certificates, language certificates, identity documents, etc.

Typical risks of inadmissibility: Inconsistency between job and status of residence, dispatch/contract work in reality, lack of equivalence in wage level, lack of consistency in submitted documents, false educational background/qualifications (building a system for original inquiry and overseas confirmation).

4 Post-entry (acceptance system and retention support)

4-1. labor and livelihood support

Orientation: Work rules, attendance, contact in case of work-related accidents, harassment contact, commuting and disaster prevention in multiple languages.

Housing and Lifeline: Name of contract, key money for security deposit, assistance in arranging home appliances and telecommunications. Passport and residence card to be kept by the applicant.

Consultation system: Clearly indicate a reporting and consultation service in native language/English. No confiscation of personal belongings, excessive forcing to relocate, penalties, fines, etc.

4-2. health, safety and training

Japanese + illustrated work procedures, introduction of KYT (hazard prediction), use of interpreters and pictograms. Once the employee has been hired, motivation is maintained through the visualization of skill grade x wage.

4-3. operation of residence and status procedures

Residency management and renewal, annual social insurance and taxation services, and family member availability (depending on residency status). In the event of frequent transfers and reassignments, the applicability of status of residence is checked as needed.

5 Risks and Red Flags (avoid such transactions)

Schemes that collect hefty "placement fees," "education fees," or deposits from job seekers.

Clauses that impose penalties or excessive expense charges when an offer is declined or a resignation is made.

Office custody of passports and residence cards and private sanctions.

Unclear employer (contracting in name only / dispatching in substance) and double dispatching.

Discrepancy between the job description and the actual situation (duties, wages, work location).

6 Frequently Asked Questions (FAQ)

Q1: I was introduced to a candidate by a Vietnam recruitment agency. Can the introduction fee be deducted from the candidate?
A. Not allowed. In principle, companies are required to bear the cost of introduction fees and penalties, as there is a high risk of trouble and illegality if the individual bears the cost of such fees.

Q2: Is it possible to be assigned to a manufacturing line for "technical, humanities, or international work"?
A. The risk of nonconformity is high for field line centers, and consideration of specific skills is realistic. Specialized jobs (design, quality, production engineering, etc.) may be possible to apply after sorting out the requirements.

Q3. what about employment from apprenticeship?
A. The system is in the process of transitioning to training employment. Since there are some changes, such as making transfers more flexible and introducing Japanese language requirements, please check the latest operation and design the system with a view to transitioning to a specific skill.

7 Our Support

Compatibility Assessment of Residency Status (Job Review)

Legality inspection of referral scheme (contract, cost sharing, identification of red flags)

Residence application package (Specified Technical Skills, Technician Country, etc.)

Development of post-acceptance labor and support system (operation of support plan for specified skill 1)

Free initial consultation. Online and English speaking service available. If you have a specific case, please prepare a job offer, proposed employment contract, and information on the placement agency (permit number and fee schedule).

disclaimer

This column is for general information only and does not constitute legal advice for individual cases. The contents of this column are subject to change due to systemic amendments and operational changes. For the latest information, please refer to the documents published by the competent authorities.