Asked to submit a 履歴書 (rirekisho) for a job in Japan? It is a structured application form with fields for your contact details, education, work history, qualifications and motivation. Start with the employer’s instructions. If no form is specified, the Ministry of Health, Labour and Welfare (MHLW) provides a sample format you can use as a reference. You do not need to guess what the Japanese headings mean.
This guide is for an adult resident applying for a job. A company may ask for an online entry form, an English CV, a Japanese 履歴書, a separate 職務経歴書, or a combination. Follow the actual listing rather than assuming one format is universal.
Read the form: Japanese labels at a glance
| Japanese | Reading | Meaning and what to enter |
|---|---|---|
| 履歴書 | りれきしょ / rirekisho | Resume or application form |
| 氏名・ふりがな | しめい・ふりがな / shimei・furigana | Name and its phonetic reading; use the script requested on the form |
| 現住所・連絡先 | げんじゅうしょ・れんらくさき / genjūsho・renrakusaki | Current address; alternate contact only when needed |
| 学歴・職歴 | がくれき・しょくれき / gakureki・shokureki | Education and employment history, normally separated in the form |
| 免許・資格 | めんきょ・しかく / menkyo・shikaku | Licences and qualifications |
| 志望の動機 | しぼうのどうき / shibō no dōki | Why you are applying |
| 本人希望欄 | ほんにんきぼうらん / honnin kibōran | Applicant’s requests or conditions, if relevant |
These labels are drawn from the MHLW sample 履歴書 (PDF). A company’s own form may have different fields. Check whether it asks for a photograph or a particular file format; neither should be assumed for every application.
Fill it in without losing your overseas experience
- Check the listing first. Note the requested language, documents, file type and deadline. If the instruction is ambiguous, ask the recruiter before submitting.
- Enter contact details you can use. Match your name consistently across the application and the documents the employer asks to see. Double-check your email and phone number.
- List education and work separately. Use accurate institution and employer names, dates and qualifications. If a Japanese translation of an overseas name is uncertain, keep the official original name and provide a clear explanation where space allows.
- Describe relevant skills briefly. In the motivation field, connect one or two concrete experiences to the role. An example to adapt: これまでの接客経験を生かし、お客様への丁寧な対応に貢献したいと考えています。 “I would like to use my customer-service experience to provide attentive service.” Write only what is true for you.
- Read the final copy as an interviewer would. Be ready to explain every date and claim. The Tokyo Foreign Employment Service Center’s application Q&A specifically advises applicants to check dates and writing before the interview.
Is 職務経歴書 the same document?
No. 職務経歴書 (しょくむけいれきしょ / shokumu keirekisho) is a separate work-history document that can explain responsibilities and achievements in more detail. The Tokyo Foreign Employment Service Center advises job seekers with education or employment overseas to prepare one in addition to the 履歴書 in its guidance for international students. For another type of application, confirm what the employer requests; do not send personal documents just because a generic guide lists them.
A useful question is: 履歴書のほかに、職務経歴書も必要でしょうか。 (Rirekisho no hoka ni, shokumu keirekisho mo hitsuyō deshō ka?) — “Do you also need a work-history document in addition to the résumé?”
Common mistakes and a short submission checklist
- Do not copy a sample motivation statement unchanged. Make it specific to the actual role.
- Do not turn the 履歴書 into a full explanation of every previous job. Use the separate work-history document if requested.
- Do not assume a handwritten form, photo or gender entry is always compulsory. Check the employer’s instructions and the chosen format. The MHLW sample changed from older formats as part of its fair recruitment approach.
- Check month and year, spelling, attachments, file names and whether the recipient can open the file.
The MHLW’s fair recruitment guidance emphasizes job-related ability and cautions against collecting family background and other unrelated personal information. If a form asks for something unexpected, you can clarify why it is needed rather than inventing an answer.
If you are applying to teach English, our existing English-teacher resume tips cover the content and presentation of an English CV. You can also compare the actual work terms in our guide to choosing an eikaiwa job. This page focuses on reading and completing the Japanese form.
