I. Guiding Principle and Coverage: 

Following the issuance of POEA Memorandum Circular No. 08, Series of 2018 on the “Implementing Guidelines on the Registration of Direct-Hire Overseas Filipino Workers (OFWs)”, the direct-hire employment documents of the following shall be submitted to POLO Tokyo for evaluation and verification:

  • Members of the Diplomatic Corps; International Organizations; and Heads of State and Government Officials with the rank of at least Deputy Minister hiring Household Service Workers; and
  • Members of the Diplomatic Corps; International Organizations; and Heads of State and Government Officials with the rank of at least Deputy Minister and other Employers as may be allowed by the POEA hiring Professionals and Skilled Workers with working terms and conditions above the standard set by the POEA.

II. DOCUMENTARY REQUIREMENTS:

A. FOR HIRING HOUSEHOLD SERVICE WORKERS (Members of the Diplomatic Corps; International Organizations such as the United Nations, etc.; and Head of State and Government Officials with the rank of at least Deputy Minister)

  1. Original Certificate of Eligibility (COE) issued by the Japan Immigration Office, Ministry of Justice
  2. Original Employment Contract, with original signatures of both Employee and Employer; complying with POEA’s minimum standard provisions. Scanned/Electronic signatures are not accepted.
  3. Copy of the Letter of Guarantee submitted to the Japan Immigration Bureau, Ministry of Justice
  4. Copy of the Letter of Justification submitted to the Japan Immigration Bureau, Ministry of Justice
  5. Copy of Passport with Valid Visa of the Employer
  6. Copy of Passport of the Household Worker/Employee
  7. (For Diplomats) Certificate of Official Designation issued by the proper Embassy Official
  8. (For Diplomats) Copy of the Gaimusho ID
  9. Photocopies of items 1 to 8.

B. FOR HIRING PROFESSIONALS/SKILLED WORKERS (Members of the Diplomatic Corps; International Organizations such as the United Nations, etc.; and Head of State and Government Officials with the rank of at least Deputy Minister; and other Employers as may be allowed by the POEA)

  1. Original Certificate of Eligibility (COE) issued by the Japan Immigration Office, Ministry of Justice
  2. Original Employment Contract, with original signatures of both Employee and Employer; with terms and conditions over the standards set by the POEA. Scanned/Electronic signatures are not accepted.
  3. Salary Scheme indicating the Basic Monthly Salary; Approximate Deductions; Take Home/Net Pay and Other Benefits as may be applicable.
  4. Company Registration (Tokibo Tohoun) with English translation. Please attach either the translator’s certificate or at least affix the name, signature and/or inkan of the translator. If hired by a Sole Proprietorship Enterprises, please submit the business permit with English translation and most recent tax declaration with English translation; with either the translator’s certificate or at least affix the name, signature and/or inkan of the translator.
  5. Company Brochure
  6. Passport Copy of the Employer
  7. Passport Copy of the Employee
  8. Photocopies of items 1 to 7.

III. VERIFICATION PROCEDURE FOR DIRECTLY HIRED WORKERS

STEP 1: Submit complete documentary requirements to POLO Tokyo either personally or through post mail. If through post mail, please write the details in Romaji/English alphabet.

STEP 2: POLO Tokyo Processing Officer to evaluate the documents and its contents. If found incomplete or lacking, the Processing Officer shall return the documents to the Employer/Principal for correction/compliance. If complete, proceed to the next step.

STEP 3: Interview with the Labor Attaché. If there are items for correction/revisions after the interview, POLO Tokyo shall return the documents to the Employer/Principal for correction/revision. If complete, proceed to the next step.

STEP 4: Issuance of Verified Documents. POLO Tokyo shall release the original verified documents to the Employer/Principal.

IV. IMPORTANT REMINDERS

  1. Direct Hiring of Professional/Skilled workers is allowed for maximum of five (5) workers per principal/employer.
  2. All documents found to be incomplete shall be returned to the Employer/Principal for compliance. Upon re-submission of corrected/revised document, it will be considered as a new application and shall line up again.
  3. POLO Tokyo does not recognize third-party entities when inquiring, submitting and follow-up of necessary documents.
  4. When submitting through post mail, please write the details of the sender in Romaji/English alphabet.
  5. All documents in Japanese language shall be translated to English. All translation shall either have a certificate of translation or at least affix the name, signature and/or inkan by the person who translated the material.
  6. POLO’s interview will be conducted in English. The interviewee may bring a translator/interpreter provided he/she is not an employee of the prospective Philippine Recruitment Agency partner to avoid conflict of interest. Likewise, brokers and immigration lawyers are not allowed to transact in behalf of the employer/principal, whether for inquiries, follow-up and/or interpretation.
  7. Direct Hiring of Household Service Workers is strictly limited to Members of the Diplomatic Corps; International Organizations; and Heads of State and Government Officials with the rank of at least Deputy Minister. POLO Tokyo shall not accept Direct Hire applications for other employers.