1st Information Packet

We are very excited about your upcoming arrival to Japan, and want to help make your adjustment
as smooth as possible. To help you prepare for your move to Japan, we are sending this initial
“Information Packet” to help with some of the documents and procedures for your trip to Japan.

In addition to this file, please also see the following documents attached to the original email:
 Borderlink Certificate of Health PDF
 Essential Japanese: School Life PDF
 Arrival Procedures Timeline PDF

This will be the first of three Information Packets that we will be sending out. Please find important
information below to assist you in your preparations.

IN PREPARATION FOR YOUR WORK IN JAPAN

Certificate of Health
Outside of health and safety regulations implemented by the Japanese government, all teachers
working in Japanese public schools must submit a certificate of health to certify they are fit for
work in the school system. This check must be performed by a physician who is not a family
member or related to you.

Please print and take the attached Borderlink form to your physician to fill out,
and send a digital copy once completed. You must bring the original version
to Japan with you. Health exams in Japan may vary from your home country,
so please make sure to have the physician complete all of the required
sections outlined on the Borderlink form.

Please contact your HR Trainer if you have any questions or experience any difficulty with the
required tests. Although it is possible to get a health check done in Japan, we strongly recommend
completing yours prior to arriving, as your time between leaving quarantine and starting at school
will be limited.

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Please Note:
※1 Health checks cannot be dated more than three months prior to your contract signing date. We
recommend waiting until, at least, January before having this done.
※ 2 Due to the current situation in many countries, and from our experience, something that is
especially true in the United Kingdom, appointments for health checks may take longer than usual to
arrange. You may want to connect with your physician or clinic to confirm potential wait times, and to
schedule a reservation.

Getting Your International Driving Permit (IDP)

All candidates who hold a valid driver’s license in their home countries/current country of
residence will be asked to get an International Driver’s Permit before departure. You must get
the IDP document from the country where your license was issued before entering Japan.
IDPs obtained after your arrival in Japan will not be considered valid by Japanese police.

When obtaining an IDP, you must confirm with the official issuing organization that it will be legally
recognized in Japan. If your IDP can be used in Japan, it must always be accompanied by a valid
driver’s license from your home/current country, so please also bring your driving license to Japan.
The amount of time it takes to get an IDP varies from country to country. Please check with the
appropriate agency closest to you about average processing times, and plan to get your IDP as
close to departure as safely possible. This is recommended because an IDP will only be valid
in Japan for 1 year from the day it was issued. Once an IDP expires, you will need a Japanese
driver’s license to legally drive in Japan.

Please send a clear photo of your IDP document to your HR Trainer (and CC hr-
bl@borderlink.co.jp) once we are closer to your departure date.

If you have already submitted your IDP to our office, please confirm the date that it was issued,
and the date that it will expire. To ensure that your IDP does not expire too quickly after your
arrival, we strongly suggest renewing any IDPs that were issued prior to August 2021.

Leasing a Borderlink Car

Borderlink can support its overseas candidates by providing a company car
to lease for transportation to and from work. This option is convenient for
overseas candidates who:
 Work in a position where commuting to school by car is permitted/required
 Prefer to avoid the arduous process of buying and insuring a car on their own
 Desire a competitive price (about 20,000 JPY per month) compared to similar services

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We will be sharing more information about this option during your Office Day appointment, which
is held after your arrival. More information will be provided regarding Office Day in our Information
Packet #3. To ensure that the vehicle is processed correctly and ready in time for your first day of
school, we will need to know if you are interested in this option by the end of your Office Day
appointment.

IN PREPARATION FOR RECEIVING YOUR VISA

MEXT Examination Certificate

As you know, we are currently in the process for applying for your COE. Once this document has
been issued, it will take some time to arrive at your address. This is an essential document for
receiving a special sticker placed in your passport by a Japanese embassy in your current country,
and each embassy has their own requirements and processing times.

With changes to the visa application and arrival procedures put in place to help stop the spread
of COVID-19, there are some additional documents needed at this time for your COE. One of
these new documents is a MEXT examination certificate, and will be required when applying for
your visa at the embassy. Our office will apply for your certificate on your behalf with the Ministry
of Education (MEXT). This process will need to be completed prior any communication with
your local consulate or embassy.

Once both documents have been issued, our office will notify you that they have been sent to you,
so please make sure to check your email inbox and spam folder frequently.

Due to the strict entry requirements, please note that your pre-booked flight information (date
and/or airport) CANNOT be changed for any reason without our office’s permission, as it MUST
match the information on your examination certificate.

After you have received your COE AND examination certificate, you will need to go to the
embassy or consulate and apply for your finalized visa. Please bring the following documents with
you on the date:

 Your COE document

 Your valid passport
 Your ID photo
 Your MEXT examination certificate
 Your completed visa application form to enter Japan

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It is also important that we remain flexible in the event of processing delays as the amount of time
that the process can take varies each year. When your visa sticker has been placed in your
passport, please email a photo of that page to your HR Trainer (and CC hr-bl@borderlink.co.jp)
as soon as possible.

Flight Arrangements
We have prepared an Arrival Procedures Timeline to better illustrate the overseas process
between now and later this spring. We strongly recommend that you go through this file and
familiarize yourself with the current procedures to help facilitate your arrival into Japan.

As we continue to go through the application process for your COE & visa,
we understand that many candidates will want to book flights as soon as
possible. Providing proof of a pre-booked flight ticket is an essential part
of the process when applying for a MEXT examination certificate.

Once your COE has been issued, we will share your projected arrival date and airport. We
strongly recommend waiting until AFTER your work visa process is completely finished (i.e.,
when you have a visa sticker in your passport) before finalizing the payment for your flight as
there is the possibility your visa may not be issued.

Regarding flights, please make sure that you are able to arrive on the designated day, as we
will ask you to pre-book your flight ticket matching this information.

As you will note from the Arrival Procedures Timeline PDF, this information will be provided to
the Ministry of Education as part of the application for your examination certificate.

You must be outside of the country to process your COE and visa, and the amount of time it can
take varies each year. Your availability and plans for arrival will need to be flexible should there
be any unforeseen delays with the Japanese immigration office.

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 IN PREPARATION FOR YOUR FLIGHT

Arrival Procedures
The last two years have presented many challenges for travelers around the world, especially for
those who are trying to navigate immigration procedures. These challenges and the
implementation of new immigration policies have required us to re-assess how we manage our
overseas program while ensuring everyone’s health and safety as they move to Japan. Although
the process may look different at this time, we cannot wait to welcome you and help fulfill your
dream of teaching in Japan.

Now that Japan is starting to reopen its national borders, the government has established a
number of required departure and arrival procedures that new residents must follow to safeguard
everyone’s health and curb the spread of COVID-19.

At the time of writing this packet, all candidates arriving in Japan, to process a new working visa,
will now be required to conduct PCR testing prior to and upon arrival, and will need to have private
travel insurance coverage for 2-3 weeks after arrival to bear any possible medical costs. There
will also be a 14 day quarantine, in which access to transportation and services will be greatly
limited.

Please bear in mind that arrival and departure policies are often subject to
change on a case by case basis for each country depending on case numbers
for both Japan and other nations. The proced ures outlined above may be
different by the time we prepare for your move, but it is important to know
that there may be additional procedures to protect health and safety this
year.

As per the decision of the Japanese government, please also note that the duration of the
quarantine period is subject to change depending on your vaccination status, country of departure,
any connecting points, and your flight itinerary. Please keep us updated if there are any changes
to your situation related to your vaccination status, your pre-departure PCR test, and/or any of
the points mentioned above regarding your flight.

It is very important that you are prepared to familiarize yourself with guidelines, once they are
given by our office, before departing Japan. We will be sending additional information, including
the full details and how we plan to support you during the process, in the coming weeks and later
information packets.

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Again, please be aware that many of these guidelines are being updated on a regular basis, so it
is absolutely essential that you check your inbox regularly for any important emails from us.

Travelers Insurance
As was touched on above, you will need to purchase private travel insurance to ensure that you
are medically insured for the full duration of the quarantine period. We strongly recommend
researching in advance and purchasing 2-3 weeks’ worth of coverage, effective from the date of
your arrival.

Once you have purchased your coverage, please send a photo of the receipt/confirmation email
to your HR Trainer (and CC hr-bl@borderlink.co.jp) as soon as possible. Rest assured that our
office will assist you with registering for Japanese health insurance at your local municipal office
upon completion of the quarantine period.

ONCE YOU ARRIVE IN JAPAN

Mobile Phone Service on Arrival

All candidates arriving in Japan will be required to have a working smartphone and mobile phone
service set up on arrival. This is a new requirement from the Ministry of Health to help with health
and safety procedures for new arrivals to Japan during the quarantine period.

For arrival procedures at the airport with immigration, and to ensure that you are able to connect
with both health organizations and the Borderlink office, you will need to have a data plan and a
Japanese phone number that you can be reached at once you land in Japan.

Please read the sections below carefully.

Service upon Arrival

For incoming overseas candidates, we strongly recommend registering for a service such as
Sakura Mobile to secure working mobile service upon your arrival.

For mobile phone service, Sakura Mobile offers both:

1) Voice + Data SIM
2) Data only SIM

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Please Note:
※1 Sakura Mobile plans are for a minimum period of 3 months.
※2 This service requires an unlocked smartphone/SIM-free smart phone, and working models can be
confirmed from their website.

We suggest registering for a Voice + Data SIM, as it will give you a functioning Japanese phone
number, which is required for many of the essential tasks, including the signing of your housing
contract, after your arrival here in Japan.

While many of the mobile phone companies in Japan will need valid proof of an address from
customers who register for a Voice SIM, Sakura Mobile have an airport pick-up service where you
can collect the Voice + Data SIM when you arrive.

If you are unable to make the times outlined on their website for each of the locations, they can
arrange to send a Data only SIM to your quarantine accommodation to give you internet access
for the initial arrival period. After your quarantine period is over, they can mail the Voice + Data
SIM to your apartment once your address and moving-in procedures are complete. Please consult
with their customer service representatives for more details.

You may register for Sakura Mobile and organize the initial payment while still overseas. Payment
options can then be adjusted upon your arrival in Japan.

It is important to note that new arrivals who have not already made arrangements to bring a
smartphone or secure a SIM card may be required to rent a phone from the airport directly, which
is typically priced at a much higher rate. Please research the available plans before your arrival
and select one that is suitable for your needs.

What kind of mobile service options are common in Japan?

After you have settled into your new life in Japan, you may decide to make
changes to your mobile service provider to better fit your needs. Here are
options that you can compare and consider after completing your first few
weeks in Japan.

Option 1: Big Network Company

Until recently, big network companies dominated the mobile phone service industry in Japan. The
three main providers are Softbank, Docomo, and AU. They have stores all across Japan, and all
three have very reliable service across the country. This option would allow you to acquire a new
smart phone with no upfront payment (phone costs are dispersed across monthly bills), so it may
be a good choice for those who do not have an unlocked smart phone.

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Contracts with a big network company will often be for 2-year increments, and there will usually
be penalty fees for breaking the contract early. You will be able to choose a calling/data plan that
fits your needs, but be aware that many will be discounted for the first few months, and your bills
may increase after the promotional period.

You will need to take a residence card that you have shown to city hall officials for registration to
the company’s store, and usually will also need to have a Japanese bank account to set up their
service.

Option 2: Sim Card (MVNO) Provider for Data and Calling

*Requires an unlocked smartphone/SIM-free smart phone
Recently, SIM card provider services are starting to increase in popularity in Japan. This service
model involves using an unlocked (also called SIM-free) smartphone, and getting a SIM card with
a service contract. This model also allows you to choose the calling/data plan that fits your needs.

Please note that these service contracts are also often in 2-year increments, with fees for breaking
the contract early (though often less expensive than one of the big network company contracts).
They often have more cost-effective options than the big network companies, and many electronic
stores across Japan will have a section of the store where you can shop for these. Y mobile! and
Rakuten mobile are two of the most famous providers of this service model.

However, most SIM card providers will also require a residence card with a
registered address, and a Japanese bank account. You also need to make sure
you know the specifications of your phone, as SIM cards are available in multiple
sizes.

Option 3: Combine Data SIM with a VoIP Number

*Requires an unlocked smartphone
For many people, calling plans may seem unnecessary. There are many apps (such as LINE in
Japan) that use data/Wi-Fi to make calls. However, they will not give you a domestic phone
number to use on paperwork. So, how can you get a phone number and keep costs down?
One solution is to enter a contract with a data only SIM card (see above for requirements), and
to enter a separate service contract for something called a VoIP Number. This service will allow
you to have a domestic phone number assigned to you alone, but you do not have to pay for a
calling line to use the number (it will use data/Wi-Fi). VoIP services are typically low-cost, and are
good options for individuals who only need to have a phone number for essential services. The
terms of and requirements to get VoIP services vary greatly with each provider.

If you use a VoIP option, it is essential that you have a phone number that follows Japanese
formatting. It must start with one of the following digit patterns: 050, 070, 080, 090
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What documents will I usually need to arrange mobile phone service?
 Residence card (with a registered address stamp from city hall)
 Japanese bank account
 Stamp (hanko or inkan, as this is treated as your legal signature in Japan)

For most mobile service contracts in Japan, you will need the above items to sign the service
contracts. However, you may have trouble getting a bank account in Japan without a domestic
phone number.

Similar to the visa we would suggest waiting until everything has been finalized before organizing
phone services.

Constraints to Service Options

It is possible to find some phone service providers that will be flexible with one of the above
requirements, but it can be quite difficult without Japanese language ability. Most major providers
with competitive pricing will not be flexible with the required documents to sign their service
contracts. Needing to have a phone number soon after arrival to secure housing and your bank
account also means that you will not have much time to explore service options. For this reason,
we advise the option listed in the previous section (Service Upon Arrival), as they are willing to
waive most of these requirements, allowing you to secure a phone number upon arrival.

Access to Wi-Fi
In Japan, access to free public Wi-Fi can be surprisingly difficult to find, and greatly depends on
the area you are in.

You may be able to access the internet from some convenience stores or café
chains, but it is important to note that advertised “free Wi-Fi” will often be restricted
to customers of a major cell phone network in Japan (Softbank, Docomo, and AU).
If you do not get a temporary, pre-paid SIM card with data, this may make
accessing the internet difficult when you are out and about. Here are some
possible solutions to help you with the early days of your time in Japan.

First, portable Wi-Fi unit rentals can be arranged ahead of arrival, and then picked up at the airport
and returned by postal service. You can then access the internet using your mobile devices.
Service costs and fees will depend on the amount of available data you select and the length of
time you arrange to rent the unit.
Second, a cost effective option is to purchase a network Wi-Fi access code, which will allow you
to log in to any Wi-Fi locked to that network (example: Docomo free Wi-Fi). This service also
needs to be arranged ahead of time online, and can be collected at the airport following arrival.
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Please keep in mind the above options will not provide you with the Japanese phone
number required for apartments and banking.

Japan is starting to make free, public Wi-Fi more available, but it is important to know your options
and the resources available. We will be sending out more details about these services when we
get a little closer to March.

Other Essential Items for Pre-Position Training

There are several changes to this year’s arrival program to guarantee the health and safety of our
candidates. One of these changes is how we conduct our Office Day and the Initial Training period.
All overseas candidates must bring the following items with them to Japan to help facilitate a
smooth transition into a remote training environment:
 Laptop (with working camera and microphone)
 Ethernet cable
 Laptop AC Adapter and Travel Plug Adapter
 Optional, but highly recommended: audio earbuds or headphones

Please note that, while a smartphone or tablet can be used during the training, you will not
be able to access all features of Microsoft Teams. Therefore, we recommend the use of a
laptop for the best experience possible.
If your laptop does not have an Ethernet port, you may need to purchase an additional adapter to
connect an Ethernet cable. Many business hotels in Japan only offer a wired connection, so
having the means to connect to the network before you arrive at the hotel is essential.

Most modern laptops’ AC adapters can automatically change the voltage to adapt to the country
you are in. However, the shape and voltage of the electrical socket may differ from your home
country. Japan uses 2 prong, type-A sockets for electrical devices (3 prong, type-B sockets are
not always available). We recommend that you pack a travel adapter so that you are able to
charge your devices without any problems.

Please be aware that, due to the mandatory quarantine period, you will not be able to visit any
electronic stores in-person to pick up any items you may need after arrival.

We hope this information will help you with preparations for your big move to Japan!
We will be continuing to send out information to help you with your arrangements as we get closer to departure, so
please continue to check your email regularly.
If you have any questions, please do not hesitate to contact your HR Trainer.

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