Planning a business trip to Tokyo or a workation in Osaka? Here’s essential information to help you and your employees work safely and compliantly while traveling in Japan, including working conditions, safety, health regulations, tax treaties, social security, and more.
Capital city
Tokyo
Telephone code
+81
Official language
Japanese
Currency
Japanese Yen (JPY)
Time zone
UTC +9
Social security compliance
When working remotely abroad, your employees may become subject to the social security scheme of the destination country, which means you, as an employer, would need to pay social security premiums accordingly. Japan has entered into social security treaties with multiple countries to prevent the payment of double social security premiums or non-insurance, available here.
To ensure your employees remain compliant with these treaties, they must possess a valid Certificate of Coverage (CoC) obtained from the relevant local authorities. For WorkFlex users, the CoC is issued automatically after a trip request is submitted. Discover our solution for efficient social security risk mitigation here.
Tax compliance
As a member of the OECD, many of Japan's tax treaties are based on the OECD Model Tax Convention. This framework provides guidelines for structuring tax treaties and covers various types of income, including dividends, interest, royalties, and employment income. In addition to these guidelines, Japan has signed tax treaties with numerous countries, available here.
Despite the existence of many tax treaties and the adoption of the OECD Model Tax Convention, the issue of Permanent Establishment remains a significant compliance concern for employers with employees temporarily working in Japan, whether for a workation or a business trip. If a traveling employee is deemed to constitute a Permanent Establishment in the destination country, the employer may be required to register the company locally, allocate profits to the local business (branch), and file corporate taxes, leading to substantial administrative burdens.
To avoid this scenario, here are some key strategies:
If your employees are traveling for a workation, they should refrain from negotiating or signing sales contracts during the trip. Additionally, they should avoid visiting clients or any office, including the employer's local office in the destination country. Following these guidelines will help mitigate the important compliance risk for the employer related to permanent establishment.
If your employees travel for business, it may be impossible to refrain from the activities above. In this case, please make sure to inform your (tax) compliance department of this matter. If you and your organization are a WorkFlex user, this topic is covered through the WorkFlex platform.
Overriding local employment provisions
Employees traveling to Japan are expected to comply with some basic local employment provisions that may be qualified as overriding, such as minimum salary standards.
Visa
To work legally while in another country, employees generally need a valid work title. It's important to keep in mind that the consequences of entering without the proper documentation can be significant for both the employee and the employer.
For those planning work-from-anywhere trips to Japan, here's a quick overview:
- Digital Nomad Visa: Not currently available
- E-visa: Available for selected nationalities
- Visa on Arrival: Not available
- Visa-Free Entry: Available for many nationalities for stays up to 90 days
- Non-Digital Visa: Required for nationalities not eligible for visa-free entry
Need trip-specific visa information? Check out WorkFlex Visa Navigator.
For those planning business trips to Japan:
- E-visa: Not available
- ETA: Not available
- Non-Digital Visa: Business visa available through Japanese embassies/consulates
- Visa on Arrival: Not available
- Visa-Free Entry: Available for many nationalities for business meetings and networking (up to 90 days)
Need trip-specific visa information? Check out WorkFlex Visa Navigator.
Working hours
Most employees in Japan work from Monday to Friday, with a standard workweek consisting of 40 hours. The typical workday usually starts between 8:30 AM and 9:00 AM and ends between 5:30 PM and 6:00 PM, including a lunch break of about 1 hour.
To remain compliant during your trip abroad, here are some suggestions to follow:
- Avoid working overtime: Regulations regarding overtime can differ significantly and may be much stricter compared to those in your home country.
- Refrain from working outside regular hours: The rules surrounding working outside regular hours may vary and could be stricter than in your home country.
- Do not work on weekends: If the weekend days differ from those in your home country, please avoid working on both your regular weekend days and the local weekend days.
Public holidays
- January 1: New Year's Day
- Second Monday in January: Coming of Age Day
- February 11: National Foundation Day
- February 23: Emperor's Birthday
- March 21: Spring Equinox Day
- April 29: Showa Day
- May 3: Constitution Memorial Day
- May 4: Greenery Day
- May 5: Children's Day
- Third Monday in July: Marine Day
- August 11: Mountain Day
- Third Monday in September: Respect for the Aged Day
- September 23: Autumn Equinox Day
- Second Monday in October: Sports Day
- November 3: Culture Day
- November 23: Labor Thanksgiving Day
Depending on the region you're visiting, there may be additional region-specific public holidays. For more information about these holidays, please check here.
To comply with labor laws, please refrain from working on national or regional holidays during your trip. These days hold significant importance for locals and provide a great opportunity for you to blend in and celebrate with the community.
Working activities
When considering travel for work purposes—whether for a workation or a business trip—it is crucial to understand the implications of Permanent Establishment (PE) and associated tax risks. PE is a significant compliance concern for companies and can become costly due to the administrative burden if the compliance requirements for employees working abroad are not properly managed. To help mitigate these risks, here are a few guidelines to follow.
If you are traveling for a workation, please:
- Refrain from negotiating or signing sales contracts during your trip.
- Avoid visiting clients or any office, including your employer's local office in the destination country.
Following these guidelines will help mitigate the important compliance risks related to Permanent Establishment for your employer.
If you are a business traveler, it may be difficult to avoid the activities mentioned above. In this case, please ensure you inform your employer's compliance department about this matter. If you and your organization are WorkFlex users, this topic is addressed through the WorkFlex platform.
Data protection
Data protection is fundamentally about keeping our information safe from unauthorized access, breaches, theft, or damage. This responsibility is important for everyone, regardless of where they are working.
When employees work temporarily from abroad, data protection involves ensuring continued coverage and compliance with the data protection regulations of both, the home country and the destination country. Colombia has implemented The Act on the Protection of Personal Information. Its level of regulation and enforcement is characterized as robust. That means the data protection laws are well-established with strong safeguards and regulatory mechanisms. While comprehensive, enforcement may be less stringent in certain areas compared to "heavy" regimes, learn more about it here.
For WorkFlex users, a comprehensive list of data protection activities is available in the profile, but here are some general data protection guidelines to keep your data safe:
- Adhere to Your Company's Internal Data Policies: Familiarize yourself with and follow your organization’s specific data protection protocols.
- Use Secure Network Connections: Always connect through secure networks, especially when accessing sensitive information.
- Be Aware of Phishing: Stay vigilant against phishing attempts by verifying the authenticity of emails and messages before clicking on any links.
- Utilize Strong Passwords and Multi-Factor Authentication: Create complex passwords and enable multi-factor authentication for an added layer of security.
- Keep Your Devices in a Secure Location: Always store your devices in safe places to prevent unauthorized access.
- Lock Your Screen Whenever Applicable: Ensure your screen is locked when you're away from your device to protect your information.
Local emergency phone
110 (Police); 119 (Fire/Ambulance)
Vaccination
Guidelines
Drinking potable water
Generally safe
Travel health insurance
When traveling to Japan for work—whether for a short business trip or an extended workation—it's essential to have comprehensive health insurance coverage to ensure access to medical care.
For business trips, the employer typically arranges the employee's travel health insurance. However, for workations, these responsibilities can be less clear. WorkFlex takes care of travel health insurance for trips worldwide to ensure there are no costly consequences for either the employee or the employer if accidents occur while working abroad.
For travelers using WorkFlex
If you’re traveling with WorkFlex, comprehensive health insurance is automatically included if your employer has activated this feature. For more details, please refer to your trip request on the WorkFlex platform.
For other travelers
Ensure you have travel health insurance with worldwide coverage, whether for a workation or business trip, so that you can receive adequate medical treatment in case of an emergency.
Urgent safety information
For travelers using WorkFlex:
Please refer to your trip's risk assessment under the "Health and Security" dimension to review any urgent security information relevant to your travel.
For other travelers:
Please visit official authority websites to check for any current threats or urgent security advisories:
Fukushima Daiichi Nuclear Power Plant
Evacuation Zones: Areas around the Fukushima Daiichi Nuclear Power Plant remain under evacuation orders due to radiation risks following the 2011 nuclear accident. These include parts of Futaba, Iitate, Katsurao, Minamisōma, Namie, Okuma, and Tomioka.
Travel Advice:
- Avoid travel to these designated evacuation zones.
- If absolutely necessary, coordinate with local authorities and limit visits to essential purposes.
- Consult radiation safety guidelines from the relevant authorities for up-to-date information.
Travel outside these areas is considered radiologically safe.
Terrorism
No specific threats, but travelers should observe global security advisories for general awareness.
Domestic situation
Japan is politically stable, with rare demonstrations or violent conflicts.
Recommendations:
- Avoid any demonstrations or large gatherings.
- Comply with local security forces' instructions.
Crime
Japan has very low crime rates, though petty theft and rare incidents of fraud or assault occur in urban nightlife districts.
Precautions:
- Be vigilant in crowded areas for pickpocketing.
- Secure valuables and keep digital backups of important documents.
- Exercise caution in nightlife districts like Roppongi, Kabuki-cho, Shibuya, and Ikebukuro in Tokyo.
- Avoid street promoters inviting you to clubs or bars.
- Confirm entry fees and keep track of your orders to avoid inflated charges.
- Never leave food or drinks unattended. Decline food, drinks, or gum from strangers to avoid drugging risks.
- Ignore suspicious emails, calls, or prize offers. Verify requests in person or consult the police.
By following these guidelines, travelers can enjoy Japan's renowned safety and hospitality while minimizing risks.
The climate in Japan varies depending on the region:
- Summers: Summers in Japan can be hot and humid, especially in the southern areas. Average summer temperatures range from 25°C (77°F) to 35°C (95°F).
- Winters: Winters can be cold, especially in the north and mountainous regions. In Tokyo, the average temperature is around 5°C (41°F) in January.
- Spring and Autumn: These seasons are generally mild and pleasant with temperatures ranging from 10°C to 20°C (50°F to 68°F).
Airports
Narita International Airport (NRT)
- Location: Tokyo
- When to use: Major international hub for flights to and from Japan
Haneda Airport (HND)
- Location: Tokyo
- When to use: Primary airport for domestic flights.
Kansai International Airport (KIX)
- Location: Osaka
- When to use: Major international and domestic hub
Train stations
Japan has one of the most efficient rail networks in the world, including the famous Shinkansen (bullet train). It's the most common way of traveling between cities.
Tokyo station
Main connections:
- Shinkansen (bullet train) hub
- Local and regional trains
- Airport express services
Shin-Osaka station
Main connections:
- Shinkansen services
- Regional connections
- Local transport hub
Kyoto station
Main connections:
- Shinkansen services
- Local and regional trains
- Bus terminal
Ride-hailing services
- JapanTaxi
- Uber (limited to Tokyo)
- GO (in select cities)
- DiDi
Public transportation
Japan’s public transportation, including trains, buses, and subways, is highly efficient, but it can be crowded during rush hours in large cities like Tokyo and Osaka.
Metro systems
- Tokyo: Extensive network combining Tokyo Metro and Toei Subway lines
- Osaka: Comprehensive metro network, direct airport connections
Urban networks
- JR Lines: Circular Yamanote Line in Tokyo; Extensive commuter networks in major cities
- Private Railways: Additional networks complementing JR services; Popular for commuter routes