1. Introduction: Understanding Japanese Resumes

When looking for a job in Japan, one of the most important documents you will need is a Japanese resume, known as a “rirekisho” (履歴書). Unlike resumes in many Western countries, Japanese resumes have a standardized format, and employers expect candidates to follow this format closely. Understanding how to create a proper rirekisho is essential for any foreigner seeking employment in Japan.

One key feature of the Japanese resume is its focus on basic personal information. This includes your full name, date of birth, nationality, address, phone number, and email address. It is also common to include a professional photo of yourself, taken according to Japanese resume standards. This photo should be formal, with you wearing business attire, and taken against a plain background.

Another unique aspect is the inclusion of a career history section that lists all educational and professional experiences in chronological order. Japanese employers value transparency, so gaps in employment history should be explained briefly if necessary. Additionally, your education history usually starts from high school, not just university, which differs from the practice in many Western countries.

In terms of language, Japanese resumes are typically written in Japanese, even for foreign applicants. While some international companies may accept English resumes, most Japanese companies expect you to submit your resume in Japanese. This demonstrates your language proficiency and your ability to adapt to Japanese business culture.

When it comes to salary expectations, Japanese resumes may include a section for desired salary. If this is requested, you can write your expected salary in Japanese yen (円) along with the equivalent in US dollars (USD) to clarify for international employers. For example: “希望年収: 400万円 (approximately $27,000 USD)”. Providing both currencies helps avoid misunderstandings and ensures clarity, especially when applying to companies with global operations.

Moreover, Japanese resumes often require you to state your reason for applying to the company. This section, called “志望動機” (shibou douki), is particularly important as it allows you to showcase your motivation, understanding of the company, and alignment with their values and goals. Writing a strong, tailored shibou douki can significantly improve your chances of getting an interview.

Understanding these fundamental differences and expectations when creating your Japanese resume will help you navigate the job application process in Japan more effectively. By following the traditional format and tailoring your content to each company, you can present yourself as a serious and well-prepared candidate, even if you are not fluent in Japanese or familiar with all the cultural nuances at first.

2. Essential Components of a Japanese Resume (Rirekisho)

A Japanese resume, known as a “rirekisho” (履歴書), has a standardized structure that is widely used across companies in Japan. Understanding the essential components of this resume format is crucial for foreigners who want to apply for jobs in Japan. Unlike resumes in some countries, creativity and personal design are not encouraged. Instead, a clear and structured form is preferred.

First, a Japanese resume begins with basic personal information. This includes your full name (in both Roman letters and katakana if possible), date of birth, age, gender, nationality, and contact information. Your address should also be written in Japanese format, starting from the postal code, followed by the prefecture, city, and detailed address. Adding a phone number and email address is mandatory for employers to contact you easily.

Next is the photograph section. Japanese resumes require a professional photo, which should follow strict guidelines. The photo should show you wearing business attire, with a neutral facial expression, and taken against a plain background. This photo should ideally be taken at a photo studio to meet Japanese standards. Digital photos are often accepted, but they should still follow these formal requirements.

The “Educational Background” and “Work Experience” sections are the most important parts of a Japanese resume. These are usually written together in chronological order, starting from high school. Unlike resumes in many other countries where only recent or relevant experience is listed, Japanese employers expect to see a complete history without any gaps. If there are gaps, you should provide a brief explanation, such as “Language Study” or “Family Reasons.”

After this comes the “Qualifications and Licenses” section. This is where you list any certifications, licenses, or professional qualifications relevant to the job. For foreigners, including language proficiency test results such as JLPT (Japanese Language Proficiency Test) is highly recommended. For example: “JLPT N2 Passed (December 2024).”

One unique section in Japanese resumes is “Reason for Application” (志望動機, Shibou Douki). In this section, you need to explain why you are applying to the company and how your skills and experiences match their requirements. Japanese companies value loyalty and cultural fit, so demonstrating that you understand their business philosophy is important.

Another important section is “Special Skills and Strengths.” Here you can highlight your unique abilities that may set you apart from other candidates. For example, if you have international experience, language skills, or technical expertise relevant to the position, this is the place to showcase them.

The salary expectation section may also appear, especially for mid-career applicants. If asked to state your desired salary, you can write it in Japanese yen and also include the approximate amount in US dollars for clarity. For example: “希望年収: 500万円 (approximately $33,000 USD).” This is especially useful when applying to multinational companies where both Japanese and non-Japanese staff are involved in the hiring process.

Finally, the rirekisho often includes a “Self-Promotion” section, where you can write a few sentences about your personality, work ethic, or career goals. While this section is not always mandatory, it can help employers understand you as a person, beyond just your qualifications.

By carefully filling out each of these sections and following the traditional format, you will show respect for Japanese business culture and demonstrate that you are serious about working in Japan. This structured and detailed approach can increase your chances of passing the first stage of the hiring process.

3. Key Tips for Writing an Effective Japanese Resume

When writing a Japanese resume (rirekisho), following certain key tips can greatly improve your chances of making a positive impression on employers. The rirekisho follows a strict format, but there are many small details that foreigners may overlook. By paying attention to these points, you can create a resume that not only meets Japanese standards but also highlights your strengths effectively.

First, always use the official rirekisho template, either downloaded from reliable sources or purchased from convenience stores in Japan. Avoid creating your own design or format. Japanese employers expect all resumes to follow the standard layout, which allows them to quickly review and compare applications. Submitting a resume in a different format may cause confusion and reduce your chances of being considered.

Second, handwriting can still be important, especially for more traditional companies. While typed resumes are widely accepted, some companies appreciate handwritten resumes because they show your care and effort. If you choose to handwrite, make sure your writing is neat and easy to read. In either case, avoid spelling mistakes and inconsistent formatting.

Next, when writing your educational and work history, always list events chronologically from oldest to newest. Start from your high school education and include graduation dates for each stage of your education. For work history, include the full name of each company, your job title, and a brief description of your duties. Avoid leaving gaps in the timeline, or if there are unavoidable gaps, explain them briefly, such as “Language Study Abroad” or “Family Relocation.”

Photographs are also a critical part of the resume. Your photo should follow Japanese business etiquette: formal business attire, neutral expression, plain background, and professional quality. Avoid using casual photos or selfies. If possible, have your photo taken at a professional photo studio that offers resume photo services.

Language ability is especially important for foreign applicants. If you are applying to a Japanese company, it is strongly recommended to write your resume in Japanese. This shows your language proficiency and cultural understanding. If you have Japanese language certifications, such as the JLPT, make sure to list them in the “Qualifications and Licenses” section. For example: “JLPT N2 (Passed in December 2024).”

When writing your “Reason for Application” (Shibou Douki), be as specific as possible. Tailor this section to each company and mention why you are interested in their business and how you can contribute. Avoid using generic statements, as Japanese employers value sincerity and detailed research. For example, instead of saying “I want to work for a global company,” you could write, “I admire your company’s global expansion in the IT field, and I would like to contribute using my international experience and technical skills.”

In the section for desired salary (希望年収), if applicable, write both Japanese yen and the approximate amount in US dollars to avoid misunderstandings. For example: “希望年収: 450万円 (approximately $30,000 USD).” This is particularly helpful when applying to international companies with non-Japanese HR staff.

Finally, do not leave any sections blank, even if they seem optional. Employers often see incomplete resumes as a sign of laziness or poor attention to detail. If a section does not apply to you, you can write “なし” (none) to show that you did not simply overlook it. By following these tips and respecting the Japanese resume culture, you can create a strong and polished resume that appeals to employers in Japan.

4. Common Mistakes to Avoid When Creating Your Resume

When foreigners apply for jobs in Japan, creating a proper Japanese resume (rirekisho) can be challenging. Even highly skilled professionals sometimes make mistakes due to unfamiliarity with Japanese hiring customs. To improve your chances of success, it is important to understand and avoid some of the most common mistakes that applicants make when preparing their resumes.

One of the most common mistakes is using a creative or free-style resume format instead of the standard Japanese resume template. In Japan, employers expect to receive resumes in a fixed format, either handwritten on a standard form or typed into a digital template. Submitting a resume with a Western-style layout may confuse recruiters or make your application look unprofessional.

Another frequent error is failing to include a proper photo. In Japan, resumes almost always include a photo, and it must follow specific guidelines. A casual snapshot, passport photo, or selfie is not acceptable. The photo should show you wearing business attire, with a neutral expression, taken against a plain background. For the best impression, it is recommended to have your photo taken at a professional photo studio that offers resume photo services.

Incomplete work or educational history is also a common issue. Japanese resumes require you to list your entire education and career history, starting from high school. Many foreigners only include university and recent work experience, which can make the resume look incomplete. Additionally, gaps in employment should always be explained briefly, for example, “Studying Japanese Language” or “Family Relocation.”

Spelling and grammatical mistakes are another frequent problem. Even if your Japanese is not perfect, your resume should be written with care. Simple errors create a negative impression, as attention to detail is highly valued in Japanese work culture. If you are not confident in your Japanese writing skills, it is a good idea to ask a native speaker to review your resume before submitting it.

Failing to customize your “Reason for Application” (志望動機) for each company is also a serious mistake. Some foreigners copy and paste the same generic statement for every job application, which Japanese recruiters consider lazy and insincere. Each company expects you to show why you are interested specifically in their business, so tailoring this section is essential.

Misunderstanding the salary expectation section (希望年収) can also cause trouble. When asked to state your desired salary, write it clearly in Japanese yen and, if helpful, include the approximate amount in US dollars for clarity. For example: “希望年収: 400万円 (approximately $27,000 USD).” Being realistic about salary expectations also helps you avoid misunderstandings during the interview process.

Another overlooked detail is leaving sections blank. In Japan, leaving any part of the resume empty can suggest carelessness or lack of effort. Even if a section does not seem directly relevant to your situation, it is better to write “なし” (none) or briefly explain why it does not apply. This demonstrates that you understand Japanese resume etiquette.

Finally, some applicants submit their resumes without proofreading or ensuring consistency in formatting. For example, using inconsistent date formats (Western calendar vs. Japanese calendar) or switching between Japanese and English inconsistently can make your resume look unprofessional. Carefully checking every detail before submitting your resume is essential.

By understanding and avoiding these common mistakes, you can create a professional, culturally appropriate resume that meets Japanese employers’ expectations and improves your chances of getting hired.

5. Final Checklist Before Submitting Your Resume

Before submitting your Japanese resume (rirekisho), it is essential to go through a final checklist to ensure that all necessary information is included and that your document meets Japanese business standards. Even small mistakes or omissions can leave a negative impression on hiring managers, so thorough review and careful preparation are critical. Below is a checklist specifically designed for foreigners applying for jobs in Japan.

1. Use the Correct Format: Did you use the standard Japanese resume template? Whether you prepared your resume digitally or handwritten, following the official rirekisho format is a basic requirement. Avoid using creative designs or unconventional layouts that might confuse Japanese recruiters.

2. Personal Information Accuracy: Check that your name, address, phone number, and email are all correct. If you have a Japanese address, write it in the correct Japanese order (starting with the postal code, then prefecture, city, and street address). Ensure that your name is written in Roman characters and, if possible, in katakana as well.

3. Professional Photo: Confirm that you have attached a professional photo that meets Japanese resume standards. This means wearing formal business attire, maintaining a neutral expression, and using a plain background. If possible, use a photo taken at a professional studio, as these are preferred by many employers.

4. Complete Education and Work History: Double-check that you have listed your full educational and professional history, starting from high school. Make sure dates are clear and consistent, and that there are no unexplained gaps. If you have periods without work, provide a brief explanation such as “Language Study” or “Relocation.”

5. Qualifications and Licenses: Ensure that all relevant certifications are listed, including Japanese language certifications if applicable. For example, you could write: “JLPT N2 (Passed in December 2024).” Highlighting these qualifications shows your readiness to work in Japan.

6. Reason for Application: Review your “Shibou Douki” (志望動機) to ensure it is tailored to the specific company and position. Avoid generic reasons and show that you have researched the company. This is one of the most important sections for Japanese employers.

7. Salary Expectations: If required, make sure you have written your expected salary clearly in both yen and US dollars. For example: “希望年収: 500万円 (approximately $33,000 USD).” Being transparent helps both sides align their expectations.

8. Language Consistency: Confirm that you have written the resume entirely in Japanese (unless applying to a foreign-affiliated company that explicitly accepts English resumes). Mixing English and Japanese within the same document can create confusion and appear unprofessional.

9. No Empty Sections: Japanese employers expect every section to be filled in. If a section does not apply to you, write “なし” (none) instead of leaving it blank. This demonstrates your attention to detail and respect for Japanese resume customs.

10. Proofreading and Formatting: Check for spelling mistakes, grammar issues, and inconsistent date formats. Dates can be written in either the Western calendar (2025) or the Japanese calendar (令和7年), but be consistent throughout. Neatness and accuracy matter greatly in Japanese business culture.

11. Document Naming: If submitting your resume electronically, name the file appropriately, including your name and the date. For example: “Taro_Yamada_Resume_2025.pdf.” This helps recruiters manage your application easily.

12. Supporting Documents: If the employer requests additional documents, such as a cover letter or portfolio, make sure these are also prepared and formatted correctly. Check that the tone of these documents matches Japanese business etiquette.

By going through this checklist, you can ensure your resume meets Japanese employers’ expectations and demonstrates your seriousness and professionalism as a job candidate. A well-prepared rirekisho not only increases your chances of securing an interview but also shows that you are capable of adapting to Japanese business culture — an important factor for any foreigner aiming to work in Japan.