Contact Us
Search
Close this search box.

Blog

A Comprehensive Guide to Work Permits in Hong Kong: Eligibility, Essentials, and Key Insights

by

A Comprehensive Guide to Work Permits in Hong Kong: Eligibility, Essentials, and Key Insights

A Comprehensive Guide to Work Permits in Hong Kong Eligibility, Essentials, and Key Insights

In an era of global talent mobility, businesses are increasingly expanding their operations beyond domestic markets to access the skills and expertise needed to stay competitive. Hong Kong, with its established position as a gateway to Asia, continues to be a preferred destination for companies seeking to recruit international professionals.

Renowned for its business-friendly regulatory environment, robust legal system, and strategic proximity to regional markets, Hong Kong attracts organisations across financial services, technology, healthcare, logistics, and more. However, while the jurisdiction offers a favourable operating landscape, employing non-local talent requires careful navigation of its immigration framework.

To support this demand, the Hong Kong government has implemented a range of work permit and visa schemes, each tailored to different workforce needs—from experienced professionals and recent graduates to trainees and sector-specific workers. Understanding the distinctions between these schemes is critical to ensuring compliance, avoiding delays, and enabling a smooth onboarding process.

In this article, Galaxy Group offers a structured overview of the available work permits in Hong Kong, highlighting eligibility criteria, key distinctions, and strategic considerations for employers managing cross-border recruitment.

Table Of Content

Description Of Various Work Permit Schemes Specifying Overview, Basic Eligibility Criteria And Notes

Category – Employees
Scheme Overview Eligibility Notes
General Employment Policy (GEP) Aimed at attracting professionals to work in sectors that contribute to Hong Kong’s economy. A good educational background, typically a first degree in a relevant field.
Technical qualifications, professional abilities, or relevant experience with evidence, in special cases. 		The GEP is quota-free and non-sector-specific.
A confirmed employment offer that matches qualifications or experience and cannot be easily filled by the local workforce.
Tech Talent Admission Scheme (TechTAS) Provides a fast-track process for admitting non-local technology talent for R&D work in Hong Kong. Employer certification under the scheme and a valid quota by ITC.
Candidate for full-time employment in Hong Kong by the employer. 		Work experience is required in some cases.
Enhanced Supplementary Labour Scheme (Enhanced SLS) For the importation of labour at the technician level For non-local low-skilled or semi-skilled workers in industries facing genuine labour shortages.
Employers must prove local labour unavailability and submit a quota application. 		Ensures compliance with minimum wage laws and other labour protections.
Temporary permits are issued.
Foreign Domestic Helper Visa Individuals hired as domestic helpers by Hong Kong residents. A contract is required; the applicant must reside in the employer’s home. Includes specific protections for helpers, such as mandatory insurance coverage and minimum wage.
Special Scheme for Importation of Care Workers for Residential Care Homes Non-local care workers are to address labour shortages in residential care homes for the elderly or disabled. Employers must apply for a quota and prove their inability to recruit locally. Focused on meeting the demand in the healthcare sector.
Requires compliance with training and licensing standards.
Sector-Specific Labour Importation Scheme Designed to address industry-specific labour needs. Non-local workers for specific sectors with critical labour shortages (e.g., construction, manufacturing, etc.). Employers must provide evidence of a genuine shortage and adhere to quota restrictions.
Category – Training
Training Visa Entry arrangements for persons who wish to enter the HKSAR-specific training Visa permit to acquire training not available in the applicant’s country;
It requires sponsorship from a local organisation.
Training must be time-bound and non-repetitive. 		Typically, it is limited to 12 months to acquire special skills and knowledge, and it is not a work permit for employment purposes.
Category - Chinese Nationals
Admission Scheme for Mainland Talents and Professionals (ASMTP) Mainland Chinese residents with skills or experience not readily available in Hong Kong. It requires a confirmed job offer, similar to GEP. Specific to attracting talent from Mainland China.
Quota-free and non-sector-specific.
Admission Scheme for the Second Generation of Chinese Hong Kong Permanent Residents (ASSG) Persons who are the second generation of emigrated Chinese Hong Kong permanent residents from overseas may apply to return to work in the HKSAR under the Scheme. Applicants must be second-generation Chinese Hong Kong permanent residents born overseas.
Aged between 18 and 40.
Proficient in written and spoken Chinese (Putonghua or Cantonese) or English. 		Allows individuals to work, start a business, or reside in Hong Kong.
No prior job offer needed
Category – Students
Student Visa Non-local students accepted into a full-time course at a recognised Hong Kong institution. Requires proof of enrollment, financial resources, and accommodation arrangements. Allows part-time on-campus work and limited internships under certain conditions.
Immigration Arrangements for Non-local Graduates (IANG) Graduates from Hong Kong institutions seeking employment or starting a business. Must apply within six months of graduation for streamlined approval.
No job offer is needed initially.		 Enables fresh graduates to explore opportunities in Hong Kong.
Category – Others
Quality Migrant Admission Scheme (QMAS) Designed to attract global talent across various fields. Highly skilled individuals with exceptional qualifications and achievements.
Points-based system; no prior job offer required. 		Limited quotas
Working Holiday Scheme Youth from specific countries aged 18-30 (or 35 for certain countries) seeking to holiday and work temporarily. Allows work for up to 12 months.
Must hold valid travel insurance. 		Restricted to specific partner countries.
Facilitates cultural exchange.
Top Talent Pass Scheme (TTPS) Seeks to attract talent with rich working experience and good academic qualifications to enhance Hong Kong’s competitiveness High-income earners or graduates from the world’s top 100 universities with relevant work experience Proof of income or educational qualification from eligible universities. An offer of Employment is not required at the time of application.
Apply to non-locals, overseas Chinese nationals, Mainland residents, and non-mainland residents.

Conclusion

Hiring international talent in Hong Kong requires a clear understanding of the territory’s visa framework and a careful approach to compliance. For many businesses, navigating this process independently can be time-consuming and administratively demanding.

Engaging a knowledgeable partner with regional expertise can ease this burden, ensuring applications are correctly structured, timelines are met, and regulatory risks are minimised. With the proper support, companies can focus on growth while ensuring their global workforce is onboarded efficiently and fully compliant.

Galaxy Group supports businesses across Asia with precisely this kind of operational clarity.

Read our Guide “Should You Opt For EOR Services: 5 Key Reasons” to know why you should hire an EOR.

Need guidance on hiring international talent in Hong Kong?

Partner with Galaxy to ease your work permit application process.

Contact us now!

FAQ’S

What is the most common work permit in Hong Kong?

The General Employment Policy (GEP) is the most common work permit aimed at attracting professionals to work in sectors that contribute to Hong Kong’s economy not readily available in Hong Kong.

Yes, most work permits allow dependents to apply for Dependent Visas, enabling them to reside and, in some cases, work or study in Hong Kong; however, one has to follow specific application process for the same.

Applications typically take 4-6 weeks to process after all required documents are received, however the same varies from case to case. A longer processing time may be required during summer rush period between June and August.

Not in every case but many of them allow applying for permanent residency after seven years of continuous lawful residence in Hong Kong.

Yes, most work permits are not available to nationals of Afghanistan, Cuba, and North Korea due to specific restrictions.

Should a Small Business Outsource its Payroll Function?

by

Should a Small Business Outsource its Payroll Function?

Small business outsource Payroll Function

Effective payroll management is a fundamental requirement for any organisation committed to operational excellence and regulatory compliance. For small and medium-sized enterprises (SMEs), however, maintaining accuracy and adherence to ever-evolving tax laws can place a considerable strain on internal resources, particularly as businesses expand into new markets and adopt flexible, remote working models.

In this context, outsourcing payroll has become an increasingly strategic consideration rather than a mere administrative choice. By entrusting this critical function to a reputable specialist, organisations can mitigate compliance risks, safeguard sensitive employee information, and redirect valuable time and effort toward core business objectives.

This article outlines the concept of payroll outsourcing and examines its principal benefits and potential challenges.

Read Our Blog: Payroll Outsourcing: A Cost-Effective Solution For Employers

 
 

Table Of Content

What is Payroll Outsourcing?

Payroll outsourcing involves engaging a qualified third-party provider to manage all payroll-related tasks for your organisation. Unlike general HR outsourcing – which may include recruitment and employee relations – payroll outsourcing focuses exclusively on ensuring employees are paid accurately and on time, in strict compliance with applicable laws.

A reputable payroll provider typically:

  • Calculates wages, taxes, and statutory deductions accurately

     

  • Disburses salaries promptly through secure payment channels

     

  • Prepares and files all mandatory tax documents

     

  • Maintains secure records and ensures compliance with local and international regulations

     

For small businesses expanding into new markets or managing a distributed workforce, outsourcing payroll to a specialist with expertise in global payroll can substantially reduce administrative burdens and legal exposure.

Why Payroll Outsourcing is on the Rise?

Modern business dynamics have introduced payroll challenges to small businesses that previously were encountered only by large organisations. With more companies hiring remote teams and managing cross-border operations, ensuring compliance, accuracy, and timeliness in payroll has become increasingly demanding.

Recent industry reports indicate that over 70% of organisations now outsource some or all payroll processes, primarily to:

  • Minimise Compliance Risk: Expert providers help avoid costly errors in tax reporting or employee classification.
  • Reduce Administrative Load: Outsourcing frees owners and managers to focus on high-value priorities.
  • Improve Accuracy: Professional payroll systems significantly reduce manual errors, a leading cause of pay discrepancies.

Key Advantages of Payroll Outsourcing

The advantages of payroll outsourcing extend significantly beyond routine payslip processing; with the support of a reliable payroll partner, organisations benefit from enhanced regulatory compliance, cost efficiency, operational scalability, robust data security, and the ability to redeploy internal resources toward higher-value strategic initiatives.

1. Strengthened Compliance

Outsourcing ensures that your payroll complies with the latest tax legislation, statutory contributions, and employment regulations relevant to your jurisdiction.

2. Controlled Costs

While outsourcing involves service fees, it can prove more cost-effective than hiring, training, and retaining in-house payroll staff or investing in and maintaining advanced payroll software.

3. Scalability

An outsourced solution can adjust seamlessly as your headcount changes, making it ideal for businesses planning to expand or hire internationally.

4. Data Security

Professional providers invest in sophisticated security systems and encrypted portals, protecting confidential employee information and reducing the risk of internal fraud.

5. Focus on Core Business

By delegating time-intensive payroll administration to experts, leaders can devote greater attention to strategic tasks that drive revenue and improve customer service.

Potential Drawbacks to Consider

While outsourcing payroll offers clear benefits, it may not suit every organisation. Common concerns include:

Reduced Direct Control: Some businesses prefer to retain internal management of sensitive payroll data.

Dependency on the Provider: The quality and security of your payroll depend on the provider’s systems and governance.

Service Costs: For very small teams, simple payroll software may suffice, but this shifts the compliance responsibility back to internal staff.

How Payroll Outsourcing Works?

While each provider may follow slightly different procedures, the overall process of outsourcing payroll generally adheres to a straightforward, well-defined workflow. This structured approach ensures that payroll is handled accurately, securely, and fully compliant with applicable regulations, allowing businesses to maintain oversight while minimising administrative burden.

A typical payroll outsourcing process includes the following stages:

  1. Initial Onboarding:
     The provider collects and reviews the organisation’s existing payroll data, employee records, contracts, and relevant compliance documentation to establish a secure foundation.
  1. Secure Data Submission:
     For each pay period, the company submits updated information – such as salary adjustments, hours worked, new hires, or terminations – through secure channels.
  1. Payroll Calculation and Processing:
     The provider calculates gross earnings, applies the appropriate statutory deductions and benefits, and prepares payslips for all employees.
  1. Payment Distribution:
     Employee salaries are disbursed accurately and on time via secure bank transfers or other approved payment methods.
  1. Tax Filing and Regulatory Reporting:
     All mandatory tax submissions and statutory reports are prepared and filed in accordance with local deadlines and compliance requirements.
  1. Reporting and Support:
     The organisation receives detailed payroll reports, dashboards, and audit trails to maintain oversight and support informed financial decision-making.

Essential Qualities of a Trusted Payroll Provider

Not all providers offer the same level of service. Look for payroll partners who provide:

  • Automated, error-free payroll runs

  • End-to-end tax filing support, locally and internationally

  • Employee self-service portals for payslips and tax documents

  • Active compliance monitoring and timely regulatory updates

  • Secure, encrypted data storage and user authentication.

  • Integration with your accounting and HR systems

  • Responsive, knowledgeable client support

When Should Small Businesses Consider Outsourcing Payroll?

Outsourcing payroll is often the best choice when:

  • Your team is expanding or working across multiple regions

  • Internal staff struggle to keep pace with changing regulations

  • Payroll administration consumes significant time and focus

  • You need robust data security and fraud mitigation

In-House Payroll vs Outsourced Payroll

Choosing between managing payroll internally and engaging a specialist provider is a decision that affects costs, compliance, and operational efficiency. For small businesses weighing the two options, it is crucial to understand how they differ in practice.

The following table provides a clear overview of the key distinctions, helping you evaluate which approach best aligns with your company’s resources, risk appetite, and growth ambitions. 

Comparison of in-house vs outsourced payroll.

Conclusion

For many small businesses, outsourcing payroll is not simply an operational convenience – it is a strategic move that enhances accuracy, compliance, and financial predictability in a complex regulatory environment. By entrusting payroll to experienced professionals, companies minimise legal risks, protect sensitive data, and unlock time to focus on growth and customer value.

However, the benefits depend greatly on partnering with a provider who understands your industry, region, and workforce needs. The right partner brings secure technology, regulatory expertise, and tailored solutions that scale with your ambitions.

For businesses seeking reliable payroll solutions in Singapore, Hong Kong, and Asia-Pacific, Galaxy Group combines local insight with global best practices to ensure your payroll is managed accurately and securely, giving you complete peace of mind to focus on what matters most: your success.

Switch to Stress-Free Payroll Solutions

 Contact Galaxy Payroll Group today and discover how our trusted payroll solutions can free your business to focus on what matters most.

Explore Solutions

FAQ’S

What exactly is payroll outsourcing?

Payroll outsourcing involves engaging an external provider to handle all aspects of employee pay, including wage calculations, statutory deductions, tax filings, and payslip distribution. Unlike general HR outsourcing, this service ensures employees are paid accurately and complies with local laws.

A payroll outsourcing provider typically takes over the routine but complex tasks involved in payroll. This includes gathering employee pay data, processing salaries, calculating taxes and deductions, arranging payments to staff and tax authorities, and preparing detailed reports for the employer. Many providers offer secure online portals so employers can monitor payroll activity anytime.

Businesses can choose from

  • Full-service payroll providers manage the entire payroll cycle and compliance.

  • Professional Employer Organisations (PEOs) handle payroll alongside HR functions such as benefits and risk management.

  • Employer of Record (EOR) services, which legally employ staff on your behalf in overseas markets, ensuring full compliance.

  • Payroll software, which is technically self-managed, automates many payroll calculations.

A qualified payroll partner keeps current with national and regional tax requirements, ensuring accurate calculations, timely tax payments, and correct filing of year-end returns. This dramatically reduces the risk of penalties or audits.

Yes. Reputable providers supply secure online dashboards where you can check payroll records, payment histories, and compliance documents anytime.

Potential risks include sharing sensitive employee data with a third party and losing some internal control over pay processes. However, partnering with a trusted, certified provider with robust data protection measures significantly reduces these concerns.

In many cases, yes. Outsourcing removes the need for specialist payroll staff, expensive software licences, and time-consuming compliance work. For growing businesses, this can deliver substantial savings over time.

Payroll software automates calculations but requires your team to input data, check accuracy, and stay on top of tax rules. By contrast, outsourcing hands the entire process to external experts, providing peace of mind that payroll is run correctly and on time, with minimal effort from your in-house staff.

Discerning How Workforce Expansion Efficiencies Are Able to Help Companies Drive Business Growth

by

Discerning How Workforce Expansion Efficiencies Are Able to Help Companies Drive Business Growth

Business professionals reviewing workforce expansion plan at Galaxy Group

In a world where market dynamics shift overnight and talent shortages can stifle growth, hiring swiftly is no longer a luxury but a necessity. Global companies that shorten their recruitment cycles and pair them with effective workforce planning are best placed to outperform competitors, manage costs, and adapt to change.

This blog explores why faster hiring is critical for international businesses, the tangible advantages it brings – from securing top talent to boosting innovation – and how strategic workforce planning complements speed with sustainability.

Table Of Content

Why Faster Hiring Matters for International Businesses?

In today’s hyper-competitive global markets, companies cannot afford the costly delays caused by protracted recruitment cycles. The speed at which an organisation attracts, secures, and deploys talent often determines whether it leads or lags behind its competitors. Fast hiring not only helps fill critical roles promptly but also keeps operations agile, drives market responsiveness, and strengthens a company’s reputation as an employer of choice.

Below are the core reasons why accelerating your hiring process is essential for sustained international success:

1. Immediate Access to Scarce Global Talent

Highly skilled professionals do not remain in the market for long. In major talent hubs, from Singapore and Hong Kong to the Philippines and Vietnam, competition for top performers is fierce. A sluggish hiring process can mean losing out to faster-moving companies.

Swift recruitment helps secure top-tier candidates before they accept competing offers, ensuring projects progress without disruption and strategic goals stay on track. Moreover, efficient hiring signals to potential employees that your organisation values decisiveness and operational excellence. These qualities attract high-calibre talent.

Read Our Guide: Employer’s Guide to Drafting International Employment Contracts.

2. Quicker Market Penetration

Speed to market is a critical competitive advantage. Entering new territories demands local insight and operational capacity, both of which hinge on having a capable local team in place. Lengthy recruitment and entity setup delays can cede first-mover advantage to competitors.

A streamlined hiring approach enables companies to establish a local footprint swiftly, capitalise on emerging opportunities, and adapt to market shifts without costly downtime.

3. Cost Savings Through Efficiency

Prolonged vacancies translate directly into financial loss, not only through repetitive advertising and prolonged interview cycles but also due to productivity gaps that burden existing teams. Overstretched staff often face burnout and declining morale, compounding the hidden costs of slow hiring.

Conversely, efficient recruitment cycles reduce advertising spend, limit downtime, and allow new hires to contribute to revenue generation sooner. Resources saved can be reinvested in growth initiatives rather than lost in administrative drag.

4. Enhanced Business Agility

Market dynamics change quickly, whether it is responding to sudden customer demand, launching new product lines, or pivoting in response to economic conditions. Companies with agile hiring capabilities can scale teams up or down as needed, maintaining business continuity and competitive momentum.

A workforce strategy that supports rapid recruitment equips organisations to seize opportunities and manage risks without compromising on compliance or quality.

5. Stronger Employer Brand

First impressions are lasting. For candidates, the recruitment experience is a reflection of a company’s values and culture. A seamless, timely, and transparent hiring process conveys professionalism, respect for candidates’ time, and organisational efficiency.

Candidates who experience smooth hiring journeys are more likely to recommend the company to peers, strengthening the employer brand and creating a virtuous cycle of attracting better talent.

6. Faster Path to Innovation

Speedy hiring also fuels innovation. Diverse, high-performing teams bring fresh perspectives and problem-solving capabilities. By onboarding skilled professionals quickly, companies enrich their collective expertise and foster a culture of innovation that is vital in fast-evolving industries.

Why Workforce Planning Matters?

Fast hiring delivers immediate results, but when paired with effective workforce planning, it also builds a resilient, future-ready organisation. Workforce planning equips companies with a clear picture of current and future needs for relevant skill-sets, ensuring that recruitment is not only swift but also strategic.

Benefits of Strategic Workforce Planning

While faster hiring solves immediate resourcing needs, long-term business resilience depends on having a clear view of your workforce today and tomorrow. Strategic workforce planning bridges this gap by aligning your talent strategy with your business goals, optimising costs, and ensuring you have the right skills in place to thrive amid changing market conditions.

Here are the key advantages that effective workforce planning brings to an organisation:

1. Identify and Close Skill Gaps

A thorough analysis highlights where skills are lacking and where competency must be strengthened. This allows leaders to effectively direct training, upskilling, or targeted recruitment, precisely where it is most needed.

2. Align Talent with Business Goals

Workforce planning connects hiring decisions directly with business strategy. Managers gain clarity on the skills and roles required to deliver on long-term objectives, avoiding misaligned hires and redundant roles.

3. Control Costs and Minimise Waste

Predictive planning reduces the need for last-minute hiring, which often results in overpayment or a poor fit. Better forecasting enables companies to invest sensibly in talent pipelines, training, and succession planning.

4. Enhance Retention and Engagement

Employees who see clear career paths and development opportunities are more likely to stay. Proactive planning creates a culture of growth and continuous learning, fostering loyalty and lowering turnover.

5. Strengthen Agility and Scalability

When markets shift, businesses with an accurate workforce plan can adapt faster. Whether scaling operations, entering new markets, or responding to economic disruption, a well-planned workforce offers the flexibility to pivot without chaos.

Conclusion

A culture of speedy and efficient hiring will best position your company to grow, compete, and thrive in dynamic global markets. Galaxy Group helps customers combine efficient global hiring with deep expertise in strategic workforce management:

Employer of Record (EOR): Hire in new markets without forming a local entity.

Payroll and Compliance: Ensure every hire is legally compliant and efficiently paid.

Business Advisory: Align workforce structure with business goals and future trends.

Talent Insights: Identify skill gaps and design training or recruitment to close them.

Our end-to-end support allows you to focus on growth while we manage the risks and complexity.

 

Disclaimer

This article is intended for general information purposes only and does not constitute legal, tax, or professional advice. While Galaxy Group strives to ensure the information is accurate and up to date, readers should consult qualified advisors for guidance tailored to their specific business circumstances and compliance obligations in each jurisdiction.

Ready to Hire Faster?

Galaxy Group provides end-to-end EOR, Payroll and Workforce Solutions across Asia Pacific – so you can hire top talent quickly and compliantly.

Connect Now

FAQ’S

What is workforce planning, and why is it important?

Workforce planning is a strategic process that analyses an organisation’s current and future human capital needs. It identifies skill requirements, addresses workforce gaps, and ensures the right people are in the right roles to achieve business objectives. In a rapidly changing business environment, robust workforce planning helps companies stay competitive, manage costs effectively, and build resilience against market uncertainties.

Developing a successful workforce plan involves several key steps:

  • Define the organisation’s strategic direction.

  • Analyse the existing workforce and pinpoint skills gaps.

  • Create a clear action plan to bridge those gaps.

  • Execute the plan with appropriate recruitment, training, or restructuring.

  • Continuously monitor outcomes and refine the plan as needed.
    Following this structured approach ensures alignment between staffing needs and business goals.

Workforce training is the targeted process of equipping employees with the specific skills and knowledge needed for their current roles. It focuses on practical competencies and safety, ensuring employees can perform effectively.

Workforce development is broader; it includes training but also emphasises long-term employee growth, leadership development and succession planning. It aims to build capabilities that benefit both the individual and the organisation, over a period of time.

Organisations typically invest in several training formats, including:

  • Onboarding training: Integrates new hires smoothly into the company culture and operations.

  • Technical training: Teaches role-specific tools, systems, or processes.

  • Soft skills training: Develops communication, problem-solving, and teamwork capabilities.

  • Leadership and management training: Prepares employees for greater responsibility and strategic roles.

Workforce development programmes are structured initiatives to enhance employees’ skills, adaptability, and leadership potential. Examples include:

  • Upskilling programmes: Train staff to handle more complex tasks and responsibilities.

  • Reskilling programmes: Equip employees with new capabilities for different roles within the organisation.

  • Cross-training: Broadens employees’ skill sets to cover multiple functions, boosting flexibility and teamwork.

  • Leadership and succession planning: Identifies and nurtures future leaders to maintain business continuity.

These programmes help companies retain talent, reduce recruitment costs, and sustain innovation.

 

Strategic workforce planning supports business expansion by:

  • Ensuring optimal resource allocation and reducing unnecessary hiring expenses.

  • Enhancing productivity through well-matched skills and efficient workflows.

  • Increasing employee motivation and loyalty through clear development pathways.

  • Equipping the organisation to respond swiftly to market shifts and scale operations sustainably.  Collectively, these factors foster a resilient, high-performing workforce ready to deliver growth.

A Guide to Attaining Work Visas in Japan: Eligibility, Essentials and Key Insights

by

A Guide to Attaining Work Visas in Japan: Eligibility, Essentials and Key Insights

blog- A Guide to Attaining Work Visas in Japan

Japan is an attractive destination for international talent, known for its advanced economy, cutting-edge industries, and unique cultural appeal. However, working in Japan as a foreign national is not possible without complying with the country’s strict immigration and labour regulations. A valid work permit and visa are required by law before engaging in any paid employment.

This guide provides a comprehensive overview of Japan’s work permit requirements, including visa categories, eligibility criteria, application processes, compliance obligations, and how employers can navigate these regulations efficiently.

Table Of Content

Why Japan Require Work Permits?

Japan’s approach to immigration is rooted in its economic priorities and demographic landscape. The requirement for work permits exists primarily to protect employment opportunities for Japanese citizens. By mandating foreign nationals to obtain specific work authorisations, the government ensures that only sectors facing genuine skill shortages open up to foreign expertise.

Moreover, Japan faces a significant demographic challenge—an ageing population coupled with a shrinking workforce. In response, the work permit system is pivotal in attracting skilled foreign workers in industries such as healthcare, IT, and engineering. This approach not only addresses labour shortages but also contributes to the country’s economic resilience and innovation efforts.

The permit system also serves as a mechanism to uphold labour standards. It ensures that foreign employees receive fair treatment, including equitable wages, safe working conditions, and access to social benefits, in line with Japanese labour laws. In doing so, it aims to prevent exploitation and maintain the workforce’s integrity.

Who requires a Work Permit or Visa to Work in Japan?

All foreign nationals who are not Japanese citizens or do not hold special residency status are required to obtain a work permit. The following individuals are exempt:

  • Japanese citizens (including those residing abroad)
  • Permanent residents
  • Long-term residents
  • Spouses or children of Japanese nationals or permanent residents

All other individuals must undergo a formal work visa application process supported by a Japanese sponsor (typically the employer).

What are the main types of work visas in Japan?

Japan offers a variety of long-term visa options depending on the nature of employment:

1. Work Visa

This is the most common type of employment across various sectors. The visa duration and conditions depend on the job category.

2. Specified Skills Visa (SSV1 and SSV2)

  • SSV1 is designed for foreign workers in sectors with significant labour shortages, such as nursing, agriculture, and shipbuilding. It is valid for up to five years.

  • SSV2 allows indefinite renewal and family accompaniment, granted to individuals with advanced expertise.

3. Highly Skilled Professional Visa

Issued to candidates with exceptional academic or professional backgrounds, offering a five-year residency and fast-track pathways to permanent residency.

4. Intra-Company Transferee Visa

Granted to employees being relocated from a foreign branch to the Japanese arm of their organisation.

5. Start-up Visa

Encourages entrepreneurial activity and innovation by allowing individuals to launch their business ventures in Japan.

6. General and Specified Visas

These include visas for cultural activities, internships, or research engagements.

What is the Certificate of Eligibility (CoE) and why is it required?

The Certificate of Eligibility (CoE) is a prerequisite document issued by Japan’s Immigration Services Agency. It confirms that the applicant meets the legal conditions for entry and residence based on employment, family ties, or other valid grounds.

The employer (or sponsor) must apply for the CoE on the applicant’s behalf. Once approved—usually within three months—the document must be presented during the visa application process at the relevant Japanese embassy or consulate abroad.

What are the Work Permit Requirements in Japan?

To obtain a work permit in Japan, the first prerequisite is a Certificate of Eligibility (COE). Employers typically apply for the COE on behalf of their hires through the regional immigration bureau.

General Requirements:

  • A valid passport

  • A formal job offer from a Japanese organisation

  • Completed visa application form

  • Recent passport-sized photograph (taken within the last six months)

Depending on the visa type, additional documents, such as skills assessment results or Japanese language proficiency scores, may be required.

How does the Work Visa Application Process Work in Japan?

To obtain a work permit in Japan, the first prerequisite is a Certificate of Eligibility (COE). Employers typically apply for the COE on behalf of their hires through the regional immigration bureau.

The process to secure a work permit in Japan involves the following steps:

  1. Securing a Job Offer: The foreign applicant must first receive an offer of employment from a Japanese employer.

  2. COE Application by Employer: The employer submits a COE application to the local immigration office on the employee’s behalf. This process can take up to three months.

  3. Visa Application: Once the COE is granted (valid for three months), the employee must apply for a work visa at a Japanese consulate or embassy in their home country.

  4. Supporting Documents: These include:
  • Letter of Guarantee

  • Official Invitation Letter

  • Itinerary and purpose of visit

  • List of visa applicants (if applicable)

  • Company profile and contact information

For the Specified Skilled Worker visa, applicants must submit a skill evaluation scoring 70 points or more.

What are the Japan Work Visa Requirements for Employees and Employers?

A. Japan Work Visa Requirements for Employees:

  • A valid passport
  • A completed visa application form
  • Recent passport-sized photographs
  • Certificate of Eligibility (CoE)
  • Proof of job offer and employment contract
  • Relevant academic or professional credentials
  • A points-based assessment (for certain skilled categories).

B. Japan Work Visa Requirements for Employers:

  • Letter of guarantee
  • Official invitation letter
  • Business registration documents
  • Visa applicant list and job descriptions
  • Detailed itinerary for the employee’s stay in Japan

Employers must be diligent in preparing these documents and ensuring accuracy to avoid delays or rejections.

Read our guide : Minimum Wage Trends in 2025 : A Comprehensive Global Overview

What are the work permit fees in Japan?

Visa application fees depend on the type of entry and the applicant’s nationality. The current fee structure is

  • Single-entry visa: ¥3,000 (approx. USD 30)

  • Multiple-entry visa: ¥6,000 (approx. USD 60)

These fees are non-refundable and must be paid at the time of visa application.

Conclusion

Attaining a work visa in Japan requires thorough preparation, accurate documentation, and a solid understanding of immigration procedures. From the initial Certificate of Eligibility to selecting the correct visa type and ensuring employer compliance, each step demands careful attention to detail.

For employers, non-compliance can result in significant legal and financial consequences. For professionals, delays or errors in the visa process can disrupt relocation plans and employment timelines. That’s why engaging with a trusted partner who understands Japan’s regulatory environment is not just helpful—it’s essential.

At Galaxy Group, we simplify international hiring and workforce mobility. With deep expertise across Asia and a robust presence in Japan, we provide end-to-end support for work permits, compliance, and onboarding—so you can focus on growing your business or career without barriers.

Disclaimer: This blog is for informational purposes only and does not constitute any legal advice.

Secure Your Japan Work Visa Seamlessly

Let Galaxy Group handle the complexities of work permits and immigration compliance in Japan, so you can focus on growth—not paperwork.

Speak to Our Visa Experts Today

FAQ’S

How long does it take to obtain a Japanese work visa?

The time taken to process a Japanese work visa typically ranges between 5 and 10 working days, though this may vary depending on the consulate or embassy where the application is submitted.

However, prior to the visa application, the Certificate of Eligibility (CoE) must be issued by the Immigration Services Agency in Japan—a process which can take up to three months to complete.

Yes. In April 2024, Japan introduced a Digital Nomad Visa for remote workers. Eligible individuals must earn at least ¥10 million (approx. USD 65,000) annually and may reside in Japan for up to six months. This visa is not renewable immediately and requires applicants to wait six months before reapplying.

It offers remote professionals a unique opportunity to live and work in Japan without engaging in local employment.

Upon arrival in Japan, immigration authorities will issue a Landing Permit at the port of entry. This permit effectively replaces the visa and serves as official authorisation to enter and begin residing in Japan.

No. All non-residents must hold a valid work visa. Working on a tourist visa is illegal and may result in fines, deportation, or a ban on re-entry.

If you enter the country via major airports such as Narita, Haneda, Kansai, or Chubu, you will typically be issued your Residence Card immediately upon arrival, alongside the Landing Permit.

However, those entering through other ports of entry must visit the municipal office in their local area to apply for a Residence Card.

Additionally, within 14 days of establishing your residence, you are required to register your address at the local ward or municipal office. Your address will then be printed on your Residence Card.

A Re-Entry Permit is necessary if you intend to leave Japan for a period exceeding one year. For shorter absences, a Special Re-Entry Permit can be obtained at the airport prior to departure, allowing re-entry within a one-year period without the need for additional documentation.

Yes. By using an Employer of Record (EOR) like Galaxy Group, your business can hire talent compliantly without needing to establish a legal entity.

Employer’s Guide to Drafting International Employment Contracts

by

Employer’s Guide to Drafting International Employment Contracts

Employer’s Guide to Drafting International Employment Contracts

In an era where remote work and cross-border hiring are the norm rather than the exception, international employment contracts have become a cornerstone of global workforce management. These agreements ensure legal compliance across jurisdictions, define the employer–employee relationship, and provide a framework to address risks and responsibilities.

At Galaxy Group, we recognise the challenges of global hiring and offer strategic insights to simplify your journey. This guide is a practical reference for drafting compliant, effective employment contracts, particularly for businesses operating in or expanding to Singapore and beyond.

Table Of Content

What Is an International Employment Contract?

An international employment contract is a formal agreement between a company and an employee based in another country. Unlike local contracts, these must comply with the employment laws of the employee’s country of residence.

They serve as a mutual reference point for responsibilities, rights, compensation, and conduct, ensuring both parties are protected under applicable law.

Why Is an International Employment Contract Necessary?

Without a properly drafted contract, employers expose themselves to legal, financial, and reputational risk. These agreements are essential for the following reasons:

 

  • Compliance with foreign labour laws and statutory requirements
  • Protection of employer interests in areas such as confidentiality and IP
  • Clarity around duties, compensation, and performance expectations
  • Legitimacy of employment, especially for immigration or permit purposes

     

Countries with strong employee protection frameworks often require a written contract by law.

What Should Be Included in an International Employment Contract?

The strength of an international contract lies in its detail. A comprehensive contract should include the following fundamental elements:

 

1. Basic Information

  • Full name, residential address, and tax identification number of the employee
  • Registered name and address of the employer
  • Job title and department
  • Start date (and end date, if fixed-term)

     

2. Job Description and Responsibilities

Clear definition of the employee’s role, duties, and performance expectations. Ambiguity here can lead to disputes or claims of unfair dismissal.

 

3. Contract Type

Specify whether the role is:

  • Full-time or part-time
  • Fixed-term or indefinite

In some jurisdictions, fixed-term contracts automatically convert to indefinite after a certain period—something that must be addressed clearly.

 

4. Working Hours and Overtime Policy

Define the standard workweek, rest periods, and rules for overtime compensation. Refer to local laws—some countries enforce maximum weekly hours, mandatory rest, or time tracking requirements.

 

5. Compensation and Benefits

Outline all financial terms, including:

  • Base salary (currency should be clarified)
  • Bonus structures, allowances, and commissions
  • Statutory and company-provided benefits (healthcare, pension, 13th-month pay, etc.)
  • Payment schedule and applicable tax deductions

     

6. Leave Entitlements

List the types of leave the employee is entitled to, such as:

  • Annual paid leave
  • Sick leave
  • Parental or maternity leave
  • Public holidays

Include how leave is accrued and whether unused leave is carried forward or paid out.

 

7. Probationary Period

If applicable, define the duration of probation, its conditions, and whether termination or confirmation applies at the end. Some countries limit the length or legality of probation periods.

 

8. Termination Terms and Notice Period

Include:

  • Grounds for termination (e.g. performance, misconduct, redundancy)
  • Required notice periods for both parties
  • Local severance pay regulations
  • Restrictive termination conditions (e.g. protection during maternity or medical leave)

     

9. Intellectual Property Rights

Clearly outline ownership of work and innovations created during the course of employment. Employers must protect:

  • Trade secrets
  • Software, patents, and designs
  • Confidential strategies or client data

     

10. Confidentiality and Post-Employment Restrictions

Include enforceable clauses such as:

  • Non-disclosure agreements (NDAs)
  • Non-compete clauses
  • Non-solicitation of clients or employees

The validity of these clauses varies widely by jurisdiction, so legal review is essential.

Which Clauses Are Critical for Legal Protection?

Certain clauses carry greater legal weight in cross-border disputes. These include:

  • Governing Law and Jurisdiction – Which country’s law applies, and where disputes will be resolved.
  • Force Majeure – Addresses unforeseeable disruptions (natural disasters, war, etc.).
  • Data Protection – Specifies adherence to regulations like GDPR, if applicable.
  • Amendment Procedures – How and when the contract terms can be altered.

These provisions provide legal certainty, especially when different legal systems are involved.

Read our guide on: Employee Engagement in Difficult Times: 6 Key Strategies

How Does International Contract Law Affect Your Obligations?

While the term “international contract” implies a global standard, there is no universal employment law. Instead, employers must comply with:

  • National employment laws of the employee’s country

  • Regional or provincial laws (e.g. state-specific regulations in the U.S. or provinces in Canada)

  • International treaties (such as tax treaties to prevent double taxation)

Failing to consider these obligations may render the contract unenforceable or subject the employer to fines and litigation.

What Are the Common Mistakes to Avoid?

  1. Using a generic contract across all countries

  2. Omitting mandatory local benefits or notice periods

  3. Failing to update clauses when local labour laws change

  4. Confusing an offer letter with a legally binding contract

  5. Neglecting to consult legal experts or in-country advisors

Employers should also beware of fixed-term contract conversions and unintentional breaches of Collective Bargaining Agreements (CBAs), which may override individual contract terms.

Conclusion

In the global workplace, an international employment contract is not merely paperwork—it is your primary safeguard. It protects your business, empowers your workforce, and ensures compliance with complex, evolving legal frameworks.

At Galaxy Group, we support employers in crafting watertight, legally compliant employment contracts for international hires. Whether you’re hiring across Asia, Europe, or the Americas, our experts help you navigate the full lifecycle of international contract law—from drafting to execution and beyond.

Ready to hire confidently across borders? Contact Galaxy Group today and ensure your international employment contracts are built to last.

Disclaimer: This blog is for informational purposes only and does not constitute any legal advice.

Secure Your Global Hiring Today

Avoid costly compliance mistakes. Let Galaxy Group help you draft secure, compliant international employment contracts—fast.

Talk to a Global Compliance Expert Now

FAQ’S

What are international tax treaties, and why do they matter in employment contracts?

Tax treaties are bilateral agreements between countries designed to prevent employees and companies from being taxed twice on the same income. If you’re hiring an employee based abroad, it’s crucial to determine whether your country has a treaty with theirs. These treaties can offer tax credits or exemptions, which must be considered during contract drafting to ensure accurate net salary calculations and legal compliance.

Fixed-term contracts can be practical for short-term roles, but they come with risks if the employee remains in the position long-term. In some countries, such as the United Kingdom and Japan, continuous employment under fixed-term contracts can result in the employee automatically gaining permanent status. As laws differ globally, employers should understand the local regulations before opting for this arrangement.

CBAs are negotiated agreements between employers and employee unions, often setting higher standards than national labour laws, such as extended annual leave or additional benefits. For example, in France, CBAs are common and can override individual employment contract terms. If hiring in regions where CBAs are active, it’s wise to consult or collaborate with unions to ensure compliance and avoid complications.

Managing payroll for overseas employees can be complex. Issues may arise around local minimum wages, overtime pay, salary increments, and leave entitlements. Employers must refer to the employment laws applicable in the employee’s country and ensure these are reflected in the contract. Partnering with a global Employer of Record (EOR) can help streamline payroll while ensuring full compliance.

An offer letter usually outlines initial job details and intentions, but it is not always legally binding. In contrast, an employment contract is a formal legal document that details the full scope of the working relationship. In some countries, like those in Europe or Asia, an accepted offer letter may legally bind the employer—so it’s vital to ensure consistency between both documents and understand local implications.

Yes, but each version must be tailored to the specific legal framework of the employee’s country. There is no one-size-fits-all solution in international employment. Collaborating with legal professionals or global HR service providers is highly recommended to ensure each contract respects local laws and cultural practices.

Staying compliant starts with understanding local labour laws and updating contracts when regulations change. Employers can either build internal legal and HR teams or work with specialised partners such as Employer of Record service providers. These professionals manage compliance, draft contracts, and assist with international onboarding, saving time and reducing legal risk.

An Employer’s Guide to Work Permits in Hong Kong in 2025

by

An Employer's Guide to Work Permits in Hong Kong in 2025

An Employer's Guide to Work Permits in Hong Kong in 2025

Hong Kong presents a compelling proposition for companies seeking a strategic base in the Asia-Pacific region. As a leading global financial centre, it offers unparalleled access to half of the world’s population within a five-hour flight radius. Coupled with a low and straightforward tax regime, world-class infrastructure, and a highly skilled workforce, Hong Kong consistently ranks among the most business-friendly jurisdictions worldwide.

For organisations looking to address specialised talent requirements, the recruitment of non-local professionals is often essential. In such cases, a clear understanding of Hong Kong work permit system is critical to ensuring regulatory compliance and facilitating a smooth onboarding process.

This article offers a comprehensive overview of the work permit in Hong Kong, specifically tailored for employers engaged in international hiring.

Do you want to check if you’re eligible for a Hong Kong work permit? Click here to find out.

Table Of Content

Who Requires A Work Permit In Hong Kong?

Foreign nationals who do not hold the right of abode or right to land in the Hong Kong Special Administrative Region (HKSAR) must obtain an employment visa prior to taking up any work or professional role. This excludes individuals holding a Hong Kong Permanent Identity Card, which confers the right to live and work without restriction.

Types Of Work Permits In Hong Kong:

Work permits in Hong Kong fall under a number of schemes, which vary based on an individual’s nationality, qualifications, and purpose of stay. These are broadly classified as employer-sponsored or non-sponsored.

Employer-Sponsored Permits:

  • General Employment Policy (GEP)

  • Admission Scheme for Mainland Talents and Professionals (ASMTP)

  • Immigration Arrangements for Non-local Graduates (IANG)

  • Technology Talent Admission Scheme (TechTAS)

  • Training Visa

  • Working Holiday Scheme (subject to specific country agreements)

  • Supplementary Labour Scheme (SLS)

Non-Sponsored Schemes:

  • Quality Migrant Admission Scheme (QMAS)

  • Dependent Visas for accompanying family members

  • Post-study visas for eligible graduates

Please explore Galaxy Group detailed article on Work Permits in Thailand : What Employers Should Know?

What are the Key Considerations For International Hiring In Hong Kong?

Before initiating an international hire, companies must ensure that the role justifiably requires a foreign professional. The Immigration Department places significant weight on the availability of local talent for the role in question.

Employers should:

  • Verify the alignment between the job description and the eligibility criteria of the relevant work permit scheme.

  • Understand the duration, renewal process, and dependencies associated with the visa.

  • Structure employment contracts appropriately and retain relevant proof of recruitment efforts.

  • Anticipate possible legal risks in the event of non-compliance or rejection.

Failing to approach these steps with due care can result in business disruptions and reputational damage.

General Guidelines For Work Permits in Hong Kong

Work permits in Hong Kong are granted based on an assessment of both employer and candidate credibility, as well as economic need.

Key points include:

  • Labour Market Testing: The role must be demonstrably difficult to fill locally.

  • Processing Time: Typically 4–6 weeks, though delays are common during peak periods (June–August).

  • Discretionary Decisions: Approval lies entirely at the discretion of the Immigration Department.

  • Eligibility Requirements: Applicants must have valid travel documents, no criminal record, and sufficient means of support.

  • Document Requirements: A signed employment contract and genuine job offer are essential.

  • Credibility Standards: Both applicant and employer must have a legitimate professional background.

  • Visa Duration: Permits are usually issued for one to two years and may be renewed.

  • Dependent Applications: Spouses and children can apply for dependent visas under most schemes.

  • Permanent Residency: After seven years of continuous legal stay, individuals may apply for permanent resident status.

  • Change of Employment: A new visa application is required if the individual changes employers.

What is the Application Process For Schemes Requiring Employer Sponsorship?

The application process for schemes requiring employer sponsorship varies from scheme to scheme. However, the following are the basic steps that one follows for an online application in every case:

Step 1: Completion of Forms

Both the candidate and employer must complete the appropriate application forms. For example, under the GEP scheme, Form ID 990A (applicant) and ID 990B (employer) must be submitted.

Step 2: Collation of Documents

  • Candidate’s documents: Passport copy, academic qualifications, recent photo, proof of prior employment, etc.

  • Employer’s documents: Business registration certificate, employment contract, company financials, organisational structure, and operational plan.

Step 3: Online Submission

Applications are submitted electronically via Hong Kong’s government portal:
Online Application for Entry for Employment as Professionals in Hong Kong

Step 4: Review and Assessment

The Immigration Department reviews each case individually, assessing the employer’s business viability and the candidate’s suitability for the role.

Step 5: Visa Issuance

Upon successful review, an electronic visa (e-visa) is issued. This must be presented at immigration upon arrival in Hong Kong.

What are the Common Challenges Faced by Employers during the Visa Process?

Employers may encounter several obstacles during the visa process in Hong Kong:

  • Incomplete Applications: Missing or inaccurate documents frequently cause delays.

  • Lack of Supporting Evidence: Insufficient justification for hiring a foreign professional may lead to rejection.

  • Policy Volatility: Changes to immigration policy or eligibility criteria can impact ongoing or planned applications.

How to Mitigate the Challenges Faced by Employers During the Visa Process?

To minimise delays and improve success rates, employers should:

  • Review all documents meticulously before submission.

  • Provide a comprehensive job description and evidence of local recruitment efforts.

  • Stay updated on policy changes through government notices or legal advisers

     

Consider Engaging an EOR solutions in Hong Kong

Partnering with a professional Employer of Record (EOR) in Hong Kong, such as Galaxy Group, can be highly beneficial. EORs support businesses by:

  • Managing the end-to-end work permit application process

  • Ensuring full compliance with Hong Kong’s labour laws

  • Overseeing payroll and employee benefits

  • Supporting seamless onboarding without requiring a local entity

This allows businesses to focus on strategic priorities while ensuring smooth international hiring.

Conclusion

Recruiting international professionals in Hong Kong is an opportunity that must be approached with diligence. By understanding the visa framework, structuring thorough applications, and working with experienced partners like Galaxy Group, employers can confidently manage foreign talent acquisition.

With the right support, international hiring becomes not only possible but a competitive advantage in one of Asia’s most dynamic markets.

Simplify Work Permits with Expert Support

Choose Hong Kong work permits with our EOR service. From applications to compliance, we handle it all—letting you focus on business growth.

Contact us now!

FAQ’S

What is a Work Permit in Hong Kong?

A work permit is an official authorization granted by the Hong Kong government to a foreign national allowing him / her to legally work in Hong Kong under specific employment terms.

Any person other than permanent residents who have the right of abode or right to land in the Hong Kong Special Administrative Region (HKSAR), must obtain a visa before coming to Hong Kong for the purposes of study, employment, training, investment, or residence.

There are various work permits the Hong Kong government allows for. The most common among them include the General Employment Policy (GEP), the Admission Scheme for Mainland Talents And Professionals (ASMTP) and the Technology Talent Admission Scheme (TechTAS)

The Employers are required to furnish documents like a detailed job description, proof of recruitment efforts made to employ local residents, business registration certificate, etc.

Applications typically take 4-6 weeks to process after all required documents are received, however the same varies from case to case. A longer processing time may be required during the summer rush period between June and August.