An office asks for proof that you work in Japan, and HR asks, “Which certificate?” First get the exact name, form, deadline, and submission instructions from the office requesting it. 在職証明書 and 就労証明書 may both be translated as “certificate of employment,” but they are used for different purposes and are not automatically interchangeable.
Which Japanese document do you need?
| Japanese | Reading | Usual meaning / action |
|---|---|---|
| 在職証明書 | ざいしょくしょうめいしょ (zaishoku shōmeisho) | Certificate that you currently work for the employer; ask what details the recipient requires |
| 就労証明書 | しゅうろうしょうめいしょ (shūrō shōmeisho) | Work certificate, often on a municipality’s form for nursery-school applications |
| 就労資格証明書 | しゅうろうしかくしょうめいしょ (shūrō shikaku shōmeisho) | Immigration-issued certificate concerning permitted work activities; a different document |
| 提出先・提出期限 | ていしゅつさき・ていしゅつきげん (teishutsu saki / teishutsu kigen) | Recipient / submission deadline |
| 指定様式 | していようしき (shitei yōshiki) | Specified form; send this to HR if provided |
| 発行日・証明日 | はっこうび・しょうめいび (hakkōbi / shōmeibi) | Date issued / certified; check any recency rule |
| 雇用開始日・勤務先 | こようかいしび・きんむさき (koyō kaishibi / kinmusaki) | Start date / employer or work location |
| 勤務時間・就労実績 | きんむじかん・しゅうろうじっせき (kinmu jikan / shūrō jisseki) | Hours / actual work record, if the form requests it |
Request the right form in four steps
- Check the recipient’s current instructions. A nursery-school application may require a municipality’s 就労証明書 with detailed hours and work history. For example, Shibuya City provides its employment certificate form, English reference and completion guidance. The Children and Families Agency also publishes a standard format, but check what your own municipality requests for the relevant year.
- For immigration, identify the exact status and procedure. The Immigration Services Agency says documents for a period-of-stay extension depend on the status of residence and activity. Some procedures ask for a 在職証明書; others have different lists. Do not use a sample from another status as your checklist. The agency’s sample certificate of employment illustrates possible fields, but confirm whether it applies to your case.
- Send HR the form and deadline. Say what the document is for, where it must go, whether an original or electronic file is accepted, and any requested issue-date or signature requirements. Allow processing time; a form with work-history fields may need payroll or scheduling checks.
- Check the issued document before submission. Compare your name, employer, dates, hours and other requested facts with your records. If something looks wrong, ask HR to correct it rather than editing the employer’s certification yourself.
Short message you can send to HR
保育園の申込みに必要な就労証明書の発行をお願いできますか。自治体の指定様式を添付します。提出期限は10月20日です。必要な情報があればお知らせください。
Could you issue the employment certificate needed for my nursery-school application? I have attached the municipality’s form. The deadline is October 20. Please let me know if you need any information.
For a different purpose, replace the first sentence with 提出先から在職証明書を求められています。発行をお願いできますか。 (The recipient has asked for a certificate confirming my current employment. Could you issue one?) Include the recipient’s instructions rather than assuming HR knows its format.
Common mix-ups
A 退職証明書 concerns a job you have left; see our guide to documents after leaving a job. A 就労資格証明書 is issued through an Immigration Services Agency application, not simply printed by HR. A contract or notice of working conditions may show your terms, but the recipient may still require a freshly certified form. Names, deadlines, acceptable formats and required details change by procedure and municipality, so follow the requesting office’s current instructions.
