[Stronger Teams Through Hiring and Retention] Key Points for Reviewing Work Rules, Employment Contracts, and Visa Status – Explained by an Administrative Scrivener

Hello, I’m K.H., a certified administrative scrivener. For companies, hiring is not the goal—it’s just the beginning. To ensure that talent stays and grows as a valuable part of the organization, a well-structured system that supports long-term retention is essential. In this article,I’ll share common concerns raised in the field and practical improvement tips from the perspective of an administrative scrivener—all focused on hiring and retention success.

Three Overlooked Essentials When Hiring

When hiring, are you overlooking these fundamental points?

• Are wages above the legal minimum?
• Are the work rules, job listings, and employment contracts aligned?
• Is there a written employment contract that is properly stored?

These are common sources of future disputes. In particular,inconsistencies between work rules and employment contracts can significantly increase legal risks.

When to Review Work Rules?
April and October Key Timing for Legal Revisions

Waiting until after a problem arises is too late.The best time t o review your work rules is around April and October,when most legal revisions take effect. Here’s why.

• Avoid employer–employee misunderstandings
• Protect your company in the event of labor disputes
• Increase approval rates for grants and foreign worker visas

Three Common Pitfalls in Hiring Foreign Nationals

As the number of forei gn hires increases, the following issues often lead to problems:

1. Mismatch between visa status and actual job duties.
   Example: Assigning manual labor or customer service tasks to someone with an “Engineer/ visa
2. Wage discrimination Clearly lower compensation compared to Japanese employees
3. Risk of resignation due to communication breakdown

The key is creating an environment for open dialogue.Regardless of language differences, having a place where employees feel safe to ask questions is critical to retention.

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What Strong Companies Have in Common for Grants and Visa Approvals

Common in Visa and Grant Approvals Companies that succeed in obtaining government grants and visa approvals share one key trait.a solid daily management system.Key practices include:

• Properly documented and stored employment contracts
• Accurate attendance and pay slip records
• Clear time tracking and HR management systems

What authorities look for isn’t “last minute paperwork,” but proof of consistent and trustworthy operations.

Building the Right Infrastructure Is Key to Successful Hiring and Retention

Building the Right Infrastructure for Successful Hiring and RetentionTo move from hiring to creating an environment where employees stay,it’s essential to establish and properly manage internal HR systems such as work rules and employment contracts.At Human Force, we offer full support in the following areas.

• Drafting and reviewing work rules
• Preparing and managing employment contracts
•  Visa procedures for hiring foreign nationals
• Grant applications and utilization strategies
• Payroll processing and social insurance filings

Advisory Contracts Help You Get Quick Answers to Everyday Questions

Quick Access to Advice with a Retainer Contract With a retainer contract, Human Force provid es flexible support via phone, in person, or online.We’re here to help even with “quick questions”or topics that feel too minor to ask.

From Hiring to Retention and Business Growth

At Human Force, we believe hiring is just the beginning. What truly matters is helping new employees feel secure, stay long-term, and contribute to your company's growth. Through well-designed systems—like employment rules and contracts—we help create a work environment where each employee feels confident saying, “I’m glad I work here.”Retention and engagement are just as important as hiring. These three elements shape the future of your business.That’s why we aim to build a workplace where trust connects employers and employees. With a Human Force advisory contract, you’ll always have peace of mind—access to expert advice anytime, by phone, in person, or online.

【Company Overview – Human Force】
Human Force (Social Insurance and Labor Consultant Corporation / Administrative Scrivener Office / Human Force Co., Ltd.)
Head Office: 3rd Floor, Matsudo Dai-ichi Life Building, 14-2 Honcho, Matsudo-shi, Chiba 270-2253, Japan
TEL: +81-47-701-7183
FAX: +81-47-701-7184
Representative: Ayako Serata Official Website: http://human-force.jp.testrs.jp/001
公式website : https://human-force.jp/