You submitted a request at work and the Japanese system now says 差戻し. That usually means the request was sent back for a correction; it does not mean it was approved. Open the comment or history, fix the specified item, and check whether you must press 再申請 to send it again. The exact buttons and status flow depend on your employer’s software.
Japanese approval status words
| Japanese | Reading | Usual meaning and next check |
|---|---|---|
| 下書き・一時保存 | shitagaki / ichiji hozon | Draft / saved temporarily; often not yet submitted. |
| 申請・提出済み | shinsei / teishutsu-zumi | Applied / submitted; check whether it is awaiting approval. |
| 承認待ち・審査中 | shōnin-machi / shinsa-chū | Waiting for approval / under review. |
| 承認・決裁済み | shōnin / kessai-zumi | Approved / final approval recorded; look for any subsequent processing step. |
| 差戻し・差し戻し | sashimodoshi | Returned for correction or clarification; read the comment. |
| 却下・否認 | kyakka / hinin | Rejected or denied; ask about a new request if appropriate. |
| 取下げ・取消 | torisage / torikeshi | Withdrawn / canceled; the actor and effect vary by system. |
| 再申請・再提出 | sai-shinsei / sai-teishutsu | Resubmit after making changes. |
| 承認者・申請者 | shōninsha / shinseisha | Approver / applicant. |
| コメント・履歴・通知 | komento / rireki / tsūchi | Comment / history / notification; use these to find what happened. |
What to do when you see 差戻し
- Open the original request. Confirm its title, date and request number so you do not fix the wrong application.
- Read the approver’s comment. It may identify a missing receipt, an incorrect date, a route that needs changing or a question requiring an explanation. Do not guess from the status word alone.
- Correct the item. If the screen is locked, ask the workflow administrator or approver how to edit it. Avoid making a second, duplicate request unless instructed.
- Resubmit if required. Some systems save your edit but leave the request as a draft; others send it onward automatically. Look for 再申請, 再提出 or a confirmation message, then check the new status.
- Keep the timing in mind. If this is a leave, expense or overtime request with a deadline, tell the responsible person if the correction may be late. A submitted request is not automatically approved.
For a specific process, use our guides to expense claims, overtime requests, and paid leave requests. The approval status can look similar, but each request has its own rules and deadlines.
Three short messages you can use
Ask what needs correcting:
申請が差戻しになっていることを確認しました。修正が必要な箇所を教えていただけますか。
Shinsei ga sashimodoshi ni natte iru koto o kakunin shimashita. Shūsei ga hitsuyō na kasho o oshiete itadakemasu ka.
I saw that my request was returned. Could you tell me which part needs correction?
Tell the approver you resubmitted:
ご指摘いただいた添付書類を追加し、再申請しました。ご確認をお願いいたします。
Goshiteki itadaita tenpu shorui o tsuika shi, sai-shinsei shimashita. Gokakunin o onegai itashimasu.
I added the attachment you noted and resubmitted. Please check it.
Ask whether approval means completion:
ステータスが承認済みになりました。こちらで手続きは完了でしょうか。それとも別途対応が必要でしょうか。
Sutētasu ga shōnin-zumi ni narimashita. Kochira de tetsuzuki wa kanryō deshō ka. Soretomo betto taiō ga hitsuyō deshō ka.
The status now says approved. Is the process complete, or is another action required?
Approval is not always the last step
An expense may still need payroll or accounting processing after a manager approves it. An approved trip may still need booking. A leave request may need to appear on your schedule. Check the confirmation and the process owner rather than treating 承認済み as proof that payment, booking or calendar changes have already happened.
Likewise, a rejection can mean this particular request will not proceed; a return for correction is usually an invitation to fix it. Some systems use different labels or have multiple approvers, so your company manual and the actual comment are the source for the next action. If you have an urgent deadline, contact the approver directly through the workplace’s normal channel. Our Working in Japan guide connects these requests to the wider work and pay records.
