You have decided to leave your job in Japan, but the handbook says 退職願 or 退職届 and you are unsure what to hand in. Start by checking your contract period and workplace rules, then tell your manager your intended last day and ask HR which form and route to use. Keep a dated copy of what you submit.
Words on the form and in the rules
| Japanese | Reading | Meaning in this situation |
|---|---|---|
| 退職願 | たいしょくねがい (taishoku negai) | Request to resign; often used to seek an agreed departure date |
| 退職届 | たいしょくとどけ (taishoku todoke) | Notice of resignation; a statement of intent to leave |
| 退職日 | たいしょくび (taishokubi) | Employment end date |
| 最終出勤日 | さいしゅうしゅっきんび (saishū shukkinbi) | Last day physically working; it can differ from the employment end date |
| 就業規則 | しゅうぎょうきそく (shūgyō kisoku) | Workplace rules |
| 引継ぎ | ひきつぎ (hikitsugi) | Handover of work |
| 自己都合退職 | じこつごうたいしょく (jiko tsugō taishoku) | Leaving for the employee’s own reasons |
The labels 退職願 and 退職届 are common workplace usage, but a heading alone does not settle a dispute about whether or when employment ends. The actual communication, contract and circumstances matter. If the company asks you to leave, do not assume that a form labeled 自己都合退職 accurately describes what happened.
Four steps before you submit anything
- Read the contract. Check whether it has an end date (契約期間) or is open-ended (期間の定めなし). Check the resignation procedure in your 就業規則 and the contact named for HR.
- Work out two dates. Write down the proposed 退職日 and 最終出勤日 separately. Discuss handover and any remaining paid leave with your employer; do not assume leave changes the employment end date automatically.
- Tell the right person clearly. Request a short conversation with your manager or HR. Follow up in writing with the proposed date and ask whether a company form is required. Save a copy and a record of when it was delivered.
- Confirm the handover and paperwork. Ask HR about the return of company property and the documents you may need after departure. Our leaving-job documents guide explains 離職票 and other papers; our paid-leave guide covers requesting leave.
Short phrases you can use
- 退職についてご相談したいのですが、お時間をいただけますか。
Taishoku ni tsuite go-sōdan shitai no desu ga, ojikan o itadakemasu ka.
Could we set aside time to discuss my resignation? - ○月○日付で退職したいと考えています。
○-gatsu ○-nichi-zuke de taishoku shitai to kangaete imasu.
I am considering resigning effective [date]. - 退職の手続きと必要な書類を教えていただけますか。
Taishoku no tetsuzuki to hitsuyō na shorui o oshiete itadakemasu ka.
Could you tell me the procedure and required documents? - 退職日と最終出勤日を確認させてください。
Taishokubi to saishū shukkinbi o kakunin sasete kudasai.
Please let me confirm my employment end date and last working day.
A simple written follow-up: “本日お話ししたとおり、○月○日付での退職を希望しています。手続きと引継ぎについてご案内ください。” (“As discussed today, I hope to leave effective [date]. Please advise on the procedure and handover.”) If you intend to give a definite notice rather than discuss a date, make that intent clear; ask a labor consultation service for help if there is a dispute.
How much notice?
For an open-ended contract, the Tokyo Employment Service Center for Foreigners explains that under Civil Code Article 627(1), employment ends two weeks after a worker requests termination. It also advises checking the resignation provisions in the workplace rules first. See its official English guidance on resignation. Giving more time can help with a handover, but do not treat a company’s stated notice period as a universal legal deadline.
For a fixed-term contract, the rules are different: an early exit is not simply the same two-week process. The Osaka Labour Bureau’s Q&A explains the general rule and exceptions such as unavoidable circumstances. If your contract has an end date or you face pressure or a disagreement, seek advice before relying on a generic template.
Resignation is also different from dismissal or an employer asking you to resign. The Ministry of Health, Labour and Welfare’s contract-ending guide distinguishes these situations. If your employer initiated the departure, write down what was said and avoid signing a document that states you resigned voluntarily until you understand it.
After your final day
Before access to work systems ends, confirm whom to contact about your final payslip, tax and insurance documents, and outstanding expenses. Our Japanese payslip guide helps with the payroll labels. For a difficult resignation, use a local labour bureau’s consultation desk or the official foreign-worker support service rather than guessing from a form’s title.
