When it comes to hiring in Japan, employers must strike a careful balance between gathering accurate information about candidates and respecting their privacy. The background verification process is not only meticulous but also highly regulated under Japanese law. For HR professionals — whether part of a domestic company or a global enterprise hiring locally — understanding the step-by-step process of conducting background checks is essential to ensure compliance and avoid reputational or legal risk.
This guide outlines the process involved in background screening in Japan, from obtaining consent to interpreting results, while highlighting common challenges and how to navigate them effectively.
1. Start With Informed Consent
The first — and most critical — step in any background verification process in Japan is obtaining the candidate’s written consent. This requirement stems from Japan’s Act on the Protection of Personal Information (APPI), which mandates that personal data cannot be collected, used, or shared without clear and informed permission.
The consent form should:
- Clearly specify the types of checks being conducted (e.g., employment history, education verification)
- Outline how the information will be used and who will access it
- Be signed before any data collection begins
Without consent, conducting a background check can violate privacy laws and expose the company to significant penalties.
2. Prepare Accurate Candidate Information
For any verification — especially those involving Japanese government or institutional records — accuracy in the candidate’s name and identity information is crucial.
This includes:
- Full name in Japanese characters (Kanji or Hiragana)
- Date of birth and current address
- Nationality and visa status (for foreign nationals)
Many foreign companies overlook the need to submit the candidate’s name in native script, which can lead to search mismatches or incomplete results. Given the multiple kanji combinations for similar-sounding names, precise input is essential for a reliable check.
3. Define the Scope of the Check
Before proceeding, HR teams should define what specific information needs to be verified — and ensure it aligns with Japanese regulations.
Commonly allowed areas of verification include:
- Employment history
- Educational qualifications
- Identity verification (e.g., residence card or My Number card)
- Criminal record checks (in limited cases and only with legal basis)
- Reference checks (with candidate consent)
- Visa and immigration status (for non-Japanese candidates)
Some companies also review public online presence or social media activity, though this must be done with caution and relevance to the role.
It’s important to note that some information — such as credit history, medical records, or family background — is not permitted to be collected unless there is a lawful justification and clear relevance to the role.
4. Engage a Compliant Screening Partner
Most employers — especially those unfamiliar with Japan’s legal environment — choose to work with a professional background verification provider. A qualified screening partner:
- Understands local laws and cultural sensitivities
- Navigates language and documentation challenges
- Is familiar with government databases and institutional procedures
- Ensures all data handling is in line with APPI guidelines
Be cautious when selecting third-party agencies. Using unaccredited or unregulated providers may result in non-compliant practices or inaccurate results. Partnering with a firm experienced in Japanese background checks ensures that the process is both thorough and respectful of local norms.
5. Collect Data Through Proper Legal Channels
Once the process begins, all data must be collected through authorized sources — typically by contacting former employers, academic institutions, or public offices.
Some examples include:
- Employment verification: Contacting past employers to confirm roles and tenure
- Academic verification: Confirming degrees and graduation dates with universities
- Criminal checks: In rare cases where legally permitted, requests may be routed through official agencies with proper documentation
- Visa checks: Ensuring legal work status for foreign nationals via immigration records
Each of these sources may require identity documents or authorization letters, especially when dealing with Japanese institutions that prioritize privacy.
6. Interpret Findings Contextually
Once data is collected, HR teams — or their screening partners — must evaluate the findings within the context of the role.
For example:
- A minor employment gap might be acceptable in a non-regulated industry but may raise questions in a highly structured corporate role.
- A discrepancy in academic records may be more critical for technical or licensed professions than in creative roles.
- If a criminal history is revealed (in rare permitted cases), the relevance must be assessed based on the job’s responsibilities, level of risk, and whether the incident affects trustworthiness or legal compliance.
The goal is to use findings to inform, not automatically exclude, unless the discrepancy directly impacts the candidate’s suitability for the position.
7. Report Findings Responsibly
Background check results must be compiled into a clear, concise report — but only relevant and consented information should be included.
The report should:
- Focus only on areas that are job-related
- Avoid unnecessary or sensitive personal details
- Respect data minimization and purpose limitation principles under APPI
For global companies, it’s important to avoid replicating report formats used in other countries that may include broader or prohibited categories of data in Japan.
8. Address Discrepancies With Sensitivity
If a background check reveals inconsistencies, the employer must handle the matter transparently and respectfully. The candidate should be informed of the findings and given an opportunity to explain or provide clarification.
This is particularly important in Japan, where workplace harmony and reputation carry significant weight. Dismissing or confronting a candidate without proper dialogue can lead to friction and, in some cases, legal pushback.
Always ensure that any decision based on background check findings is clearly documented, reasonable, and aligned with the scope of consent.
Conclusion: Doing It Right Matters
Conducting background checks in Japan involves much more than checking boxes. It requires legal awareness, cultural understanding, and careful process management. By respecting privacy laws and tailoring the process to local expectations, HR teams can build trust, reduce hiring risks, and ensure smooth onboarding.
Whether you’re hiring for a sensitive role or scaling a global team, the key is to be methodical, ethical, and compliant — every step of the way.
Need help conducting background checks in Japan?
AMS Inform provides fully compliant, locally tailored background screening solutions for companies hiring across Japan. Reach out to us today to streamline your hiring process — the right way.
