New hire checklist: A step-by-step guide to onboarding employees in Japan [2024]

A thoughtful and comprehensive onboarding experience can be a game-changer in the world of recruitment and employee retention. When hiring in Japan, a country known for its commitment to process and precision, this holds especially true. One survey showed that 69% of employees are more likely to stay with a company for three years if they experience a great onboarding process.

In a society that values order and process, a well-structured onboarding plan resonates particularly well with Japanese employees. It's not just about the paperwork and compliance—it's also about setting up devices, granting access to critical company apps, providing training, and crafting a supportive 90-day plan for your new hire.

Before their first day

• Conduct an employment background check: In Japan, background checks are a routine part of the hiring process. They help establish trust and ensure the candidate's integrity. These checks usually include confirming education, employment history, and any criminal records. Not conducting one could potentially lead to hiring an unqualified or dishonest candidate. Conducting background checks in Japan requires the employee’s consent due to strict privacy laws. Engage a reputable company to ensure you're compliant with Japanese regulations and respect the new hire's privacy rights.
• Send a job offer letter: After verbal acceptance, send a formal written offer letter to the new employee. The letter should detail the job description, working hours, start date, salary, and benefits. It should also mention any company-specific policies, such as dress codes or work-from-home guidelines. Including a warm welcome message will help the new hire feel valued and excited about their new job. Workforce management software like Rippling can automatically send new hires a welcome email.
• Sign and send an employment contract and NDA: The Japanese Labour Standards Act and Employment Contract Act in Japan mandate that employers provide employment contracts in writing if the employment period exceeds one year. Make sure the contract outlines job duties, salary, working hours, probation period, employment period, benefits, and other terms clearly. The new hire must sign the employment contract before starting work. NDAs are especially useful for keeping your company’s sensitive information confidential.
• Verify the employee’s work eligibility: Verify the employee's eligibility to work in Japan. This is especially crucial if your new hire is a foreign national. Foreign nationals should have a valid visa and be able to provide their residence card as proof of their eligibility to work.
• Register for social security and health insurance: Register the new hire for Japan's social security system and health insurance programs (Shakai Hoken). In Japan, enrollment in social security and health insurance programs is mandatory for all residents, including foreign nationals. Make sure your new hire is enrolled in these programs, as they provide essential benefits such as healthcare coverage and pension.
• Set up income tax documentation: Set up necessary tax documentation for the new hire. Japan has a unique personal identification system called "My Number," used for administrative purposes like social security, taxation, and disaster response. Ensure that your new hire has a My Number card and include this information in their employment records. 
• Prepare the employee’s workspace: Organize a comfortable and productive workspace with all necessary equipment and tools. For remote employees, make sure you send them a work computer and necessary equipment ahead of time so it’ll arrive in time for the first day of work. 
• Provide the employee access to company apps: Ensure they have access to critical company apps, email, networks, and systems. It’s frustrating for a new employee to start their first day realizing they can’t access any company apps, especially those used for internal communication.
  
  

On Day 1

• Introduce your new hire to their workspace and office: On the first day, give the new employee a tour of the office or a virtual walkthrough if they're remote. Show them the restrooms, kitchen, meeting rooms, emergency exits, and common areas, or guide them on using digital tools and accessing necessary online resources.
• Introduce them to the team: Organize a team meeting for introductions. Introduce the new hire to their team members and other key personnel in the company. This not only helps them feel welcomed but also provides them with necessary points of contact for different issues or questions that may arise. For a distinct Japanese touch, consider hosting a virtual tea ceremony as an icebreaker.
• Run an HR overview: Arrange a session with your HR team to review essential company policies regarding working hours, vacation time, sick leave, benefits, performance evaluations, and Japanese holiday policies, such as the annual "Shōgatsu" or New Year holiday. This overview will help set clear expectations from the onset.
• Start their first official work day: The first work day is critical in setting the tone for the new hire's tenure.  Start the day with a brief orientation session. Discuss their work days, clarify their job duties, and make sure they have all their hire paperwork.
• Provide health and safety training: Especially important for in-office employees, introduce the new hire to health and safety protocols.
• Send a welcome email: Send a professional yet warm welcome email, reflecting Japan's formal work culture but also expressing the team's genuine excitement for the new addition.
• Check-in after the first day: At the end of the day, check in with the new hire to see how their first day went. This open dialogue can alleviate any first-day anxieties and set the tone for open communication moving forward.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.