You are leaving a job in Japan and HR mentions 離職票, 退職証明書 and 資格喪失証明書. Which one do you need? The answer depends on your next step: a 離職票 is used for employment insurance benefit procedures at Hello Work, a 退職証明書 confirms specified facts about your former job when you request it, and proof of health insurance qualification loss may be needed when switching to National Health Insurance. Ask for the document by its Japanese name and explain what you need it for.
The names and uses at a glance
| Japanese | Reading | English / when to use it |
|---|---|---|
| 離職票（離職票-1・離職票-2） | りしょくひょう (rishokuhyō) | Separation notice used in employment insurance benefit procedures with Hello Work |
| 離職証明書 | りしょくしょうめいしょ | Employer’s separation certificate submitted to Hello Work during the insurance procedure; different from the 離職票 you receive |
| 退職証明書 | たいしょくしょうめいしょ | Certificate of your employment period, duties, position, wages or reason for leaving, limited to the items you request |
| 雇用保険被保険者証 | こようほけんひほけんしゃしょう | Employment insurance insured-person certificate; keep it for employment insurance records and a new employer |
| 健康保険資格喪失証明書／資格喪失等確認通知書 | けんこうほけんしかくそうしつしょうめいしょ／しかくそうしつとうかくにんつうちしょ | Proof that your former employee health insurance coverage ended; may be needed for National Health Insurance enrollment |
| 源泉徴収票 | げんせんちょうしゅうひょう | Annual pay and tax withholding statement, used for a new employer’s year-end adjustment or a tax return as applicable |
The official Hello Work procedure guide distinguishes the employer’s 離職証明書 from the 離職票-1 and -2 that come to the worker after leaving. The Ministry of Health, Labour and Welfare (MHLW) explains that the employer submits employment insurance separation documents to Hello Work.
If you are applying for unemployment benefits
Check that the 離職票 includes the correct personal details, wage information and stated reason for leaving. If you disagree with the reason, do not silently accept it: tell Hello Work what differs and bring information that supports your account. MHLW says Hello Work examines differing accounts from the employer and worker before determining the separation reason. For application documents and the procedure in your area, check Hello Work’s current guidance and your local office.
If the 離職票 has not arrived, first ask your former employer how and when it will be delivered. Some eligible electronic procedures send it to My Number Portal rather than on paper; the MHLW notice describes the conditions. If the employer does not provide it or cannot be reached, Hello Work advises contacting the office that covers your home address.
If you need proof of employment or health insurance loss
A 退職証明書 is a separate document you can request from the employer. Under the Labour Standards Act, the employer must provide a certificate without delay when a departing worker requests it, and may not include an item the worker did not request. Specify which facts you need, such as employment dates or the reason for leaving. See the MHLW explanation.
If you will enroll in National Health Insurance, ask the municipality what it accepts as proof that your previous employee health insurance ended. For people previously covered under the Japan Health Insurance Association, the Japan Pension Service describes a way to request a qualification-loss confirmation. The route and required documents depend on the insurance provider and municipality. A 離職票 and a 退職証明書 have different purposes; check the receiving office’s list before substituting one for another.
What to ask HR in Japanese
- 離職票はいつ、どの方法で受け取れますか。
Rishokuhyō wa itsu, dono hōhō de uketoremasu ka.
When and how will I receive my separation notice? - 退職証明書に在職期間と退職日を記載していただけますか。
Taishoku shōmeisho ni zaishoku kikan to taishoku-bi o kisai shite itadakemasu ka.
Could you include my employment period and leaving date on the employment certificate? - 国民健康保険の手続きに使う資格喪失の証明は、どこで取得できますか。
Kokumin kenkō hoken no tetsuzuki ni tsukau shikaku sōshitsu no shōmei wa, doko de shutoku dekimasu ka.
Where can I get proof of loss of health insurance coverage for National Health Insurance enrollment?
Also keep your 源泉徴収票 separate from the employment insurance paperwork. If you join another employer in the same year, its payroll team may ask for the previous employer’s statement for year-end tax adjustment.
