For Filipinos working in Japan, the process of applying for an Overseas Employment Certificate (OEC) is essential if you’re planning to return to the Philippines. This document proves your legal employment status and is your ticket back to your job abroad. Having recently applied for my OEC, I’d like to share my experience and insights to help you navigate the process.

What is an OEC and Why Do You Need It?

 

The OEC is an official document issued by the Department of Migrant Workers (DMW) through the Migrant Workers Office (MWO), formerly known as POLO. It is required for all Overseas Filipino Workers (OFWs) leaving the Philippines to return to their jobs abroad. It also grants tax exemptions on travel and terminal fees.

However, you don’t always need an OEC. For instance, if you’re flying to another country from Japan (e.g., for vacation), this document is not necessary. It’s only required when leaving the Philippines to return to your job in Japan.

If you’ve recently changed jobs, it’s also important to notify the MWO. Just as you inform immigration about your new employer, the MWO must also be updated. Failure to do so will prevent you from getting an OEC, which means you won’t be able to leave the Philippines to return to Japan.

Step 1: Gather the Required Documents

To apply for an OEC, you’ll need the following documents. If you’re working through an agency, such as Vantage, they may help provide some of these:

1. Passport – Must be valid for at least six months beyond your travel date.
2. Residence Card (Zairyu Card) – Your proof of legal residency in Japan.
3. Employment Contract – A copy provided by your employer.
4. Sworn Statement – A document that confirms your intent to return to work.
5. Certificate of Employment – Issued by your employer.
6. Hokensho (Health Insurance Card) – Proof of health insurance coverage.
7. Passport of the CEO – A scanned copy of your employer’s passport, which they must provide.
8. Company Registration Documents – These verify the legitimacy of your company.

Step 2: Ensure Employer Cooperation

When changing jobs, it’s crucial to confirm that your new employer is willing to register your employment with the MWO. This is non-negotiable if you want to get your OEC. Unfortunately, many companies in Japan are hesitant to comply due to the sensitive private documents required, such as:

• The CEO’s passport
• Company registration papers

Discuss this with your employer early in your hiring process to avoid complications later. Some employers may be unfamiliar with this requirement, so it’s helpful to explain its importance and assure them that the information is handled confidentially.

Step 3: Make an Appointment (If Required)

 

Although the MWO generally allows walk-ins, some cases may require you to book an appointment through their website. I recommend checking their official site before visiting to confirm whether an appointment is needed. In my case, I was able to walk in without any prior booking, but this might vary depending on the MWO’s current policies or workload.

Step 4: Prepare in Advance

Before heading to the MWO, make sure you:

1. Buy a Red or Blue Letter Pack: These prepaid envelopes are used to return your verified documents. You can buy them at any convenience store or post office in Japan.
2. Photocopy All Documents: The MWO will retain the originals, so make sure to prepare duplicates for your own records.
3. Bring a Valid Philippine ID: A UMID card is often preferred for getting a visitor’s pass.

Step 5: Ensure Employer Cooperation

When changing jobs, it’s crucial to confirm that your new employer is willing to register your employment with the MWO. This is non-negotiable if you want to get your OEC. Unfortunately, many companies in Japan are hesitant to comply due to the sensitive private documents required, such as:

• The CEO’s passport
• Company registration papers

Discuss this with your employer early in your hiring process to avoid complications later. Some employers may be unfamiliar with this requirement, so it’s helpful to explain its importance and assure them that the information is handled confidentially.

Step 6: Visit the MWO

Whether you’ve made an appointment or are walking in, here’s what to expect when visiting the MWO:

1. Present Your ID
   Show your Philippine ID (e.g., UMID card) to the guard at the Philippine Embassy to get a visitor’s pass.
2. Submit Your Documents
   Hand in all required documents, including photocopies of your passport, residence card, and health insurance card.
3. Pay for OFW Insurance
   If you don’t have a DMW Standard Employment Contract, you’ll need to pay for OFW Insurance instead. It costs $18.22 (1,031 PHP) and can be paid online via https://ofwinsurance.ph/. After payment, email the insurance certificate and receipt to the MWO.

Step 7: Wait for Your Documents

Once the MWO has processed your documents, they’ll mail the verified copies back to you using the letter pack you provided. Processing times may vary, so plan ahead to ensure you receive everything in time for your trip. Keep an eye on your email for updates from the MWO.

Step 8: Generate Your OEC Online

After receiving your verified documents, log in to your BM Online account to generate and print your OEC. This is the final step, and it ensures you can leave the Philippines without any issues when returning to your job in Japan.

Key Takeaways from My Experience

 

1. Plan Ahead
   Applying for an OEC involves multiple steps, so don’t wait until the last minute. Start early to avoid unnecessary stress.
2. Ensure Employer Cooperation
   Changing jobs in Japan comes with additional responsibilities. Make sure your new employer understands the importance of MWO registration and agrees to provide the necessary documents.
3. Check Appointment Requirements
   While I was able to walk in, this might not always be the case. Confirm whether an appointment is needed through the MWO’s website before visiting.
4. Know When You Need an OEC
   If you’re traveling from Japan to another country, you don’t need an OEC. It’s only required when leaving the Philippines to return to your job abroad.
5. Stay Organized
   Keep all your documents, receipts, and photocopies in one place to make the process as smooth as possible.

Learnings

Applying for an OEC in Japan may seem overwhelming, but with preparation and awareness, the process is manageable. Whether you’re heading home to reconnect with family or for other reasons, having your OEC ensures a stress-free return to your job in Japan.

By following these steps, you’ll avoid the common pitfalls many OFWs face. Safe travels, and I hope this guide helps make your OEC application as smooth as possible!

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