Part 5: Proper Order of Company Setup, Office Lease, and Visa Application
office-babaakiraTimeline and Practical Guidance for a Smooth Business Manager Visa Process
1. Introduction
One of the most common questions from foreign entrepreneurs in Japan is: “What should I do first?” Should you set up the company before applying for the visa? Or wait for the visa before signing an office lease?
The answer is clear: the correct order is essential to avoid delays, rejections, or financial losses. In this article, we provide a step-by-step process based on real-world experience.
2. Standard Timeline for Business Manager Visa Applications
Here’s a practical sequence:
- Create a business plan
- Secure an office (sign a lease)
- Incorporate the company (legal registration)
- Complete notifications (tax office, pension, insurance)
- Prepare visa application documents
- Submit the Business Manager Visa application
- Launch business operations after visa approval
3. Common Mistakes and How to Avoid Them
(1) Trying to Lease an Office After Getting the Visa
- Problem: Immigration requires that your office already exists at the time of application
- Solution: Sign a lease beforehand — ideally with flexible termination terms in case of delays
(2) Incorporating a Company Without Establishing Its Physical Base
- Problem: If the office isn’t ready, immigration may treat it as a “paper company”
- Solution: Complete signage, photos, and office equipment setup in parallel with incorporation
(3) Poor Scheduling Results in Wasted Rent and Delays
- Problem: Paying rent without a visa approval can be costly and risky
- Solution: Work backward from your target application date and coordinate all tasks accordingly
4. Sample Recommended Timeline
| Week | Tasks |
|---|---|
| Week 1 | Draft business plan, begin office search |
| Week 2 | Sign office lease, order company seals |
| Week 3 | File company registration at Legal Affairs Bureau |
| Week 4 | Obtain corporate number, notify tax office |
| Week 5 onward | Prepare visa documents → Submit application |
Note: This is a general guideline. Adjust as needed based on your industry and location.
5. Key Point: Document Everything
- Save all documents with clear dates — lease, photos, nameplates, business cards
- At each stage, ask yourself: Can I prove this to immigration if they ask?
6. Conclusion
A smooth Business Manager Visa application requires the right order of tasks: business plan → office lease → company setup → visa application.
Missteps in timing or documentation can result in rejection, rework, and unnecessary costs.
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