The Atarashift Blog
Insights for working in Japan
Guides, interviews, and honest advice for international talent building a career in Japan.
The Atarashift Blog
Guides, interviews, and honest advice for international talent building a career in Japan.
Japan's rirekisho isn't like a Western CV. This step-by-step guide covers every field: photo specs, date formats, and the motivation statement.
Japan had 2.57 million foreign workers as of October 2025, a record high for the 13th consecutive year (MHLW via Nippon.com, February 2026). More companies than ever are open to hiring global talent. But most foreign candidates still submit a Western-style CV, not knowing it will likely get set aside before anyone reads it.
The rirekisho (履歴書) is Japan's standard resume format. It's not a document you create from scratch. It's a fixed-field form that every Japanese job seeker fills out. Some fields, like how to write dates or whether you need a personal seal, aren't obvious if you've never seen one.
This guide covers exactly what goes in each field, how to handle the parts that confuse most foreign applicants, and what you can and can't write in English. You don't need to be fluent in Japanese to submit a strong rirekisho. You do need to know the rules.
Key Takeaways
- The rirekisho is a standardized form, not a freeform document. You fill in fixed fields rather than build a layout from scratch.
- Most Japanese companies require two documents: a rirekisho and a shokumukeirekisho. Both serve different purposes.
- As of April 2026, Japan had 1.18 job openings for every applicant (MHLW via JILPT). Companies need you.
- You don't need a hanko (personal seal). Leave that field blank or write "省略" (omitted).
Most Japanese companies don't ask for just one resume. They ask for two.
The rirekisho (履歴書) is the standard form. It covers your personal details, education, and work history in chronological order. It fits on one or two pages and uses a fixed layout.
The shokumukeirekisho (職務経歴書) is a freeform career history document. It lets you describe each role in depth: your responsibilities, achievements, and skills. You create this one from scratch, and it's where you show the quality of your work rather than just the timeline.
Think of the rirekisho as the official form and the shokumukeirekisho as your career story.
For entry-level or part-time roles, companies often only need the rirekisho. For professional positions, expect to submit both. When in doubt, prepare both.
This guide focuses entirely on the rirekisho.
You don't create a rirekisho from a blank document. You download a template and fill it in.
There are two common formats.
JIS format (JIS B4302) is the national standard. Most traditional Japanese companies expect this layout. You can find a printable or fillable PDF version through the Ministry of Health, Labour and Welfare website, or through Japanese stationery chains like Daiso.
Company-provided formats are also common. Some employers supply their own rirekisho template when you reach the application stage. If they do, use theirs, not the JIS standard. Check the job listing or the careers page.
Where to get a digital template:
Once you have the template, do not resize it or change the layout. Fill in the fixed fields exactly as they appear.
The top section of the rirekisho asks for your basic details. Here is what each field expects and how to handle it as a foreigner.
Date (年月日): Write today's date in the upper-right corner. Japanese forms use the Japanese imperial era: 2026 is Reiwa 8 (令和8年). Most companies also accept the Gregorian year (2026年). Pick one format and use it throughout the entire document.
Name (氏名): Write your full legal name. Most templates have a katakana phonetic field (フリガナ) above the main name field. Write your name in katakana there. Use jisho.org or a katakana converter tool if you need help.
Date of birth (生年月日): Your birth date, in the same year format you chose above.
Address (現住所): Your current address in Japan if you live there. Write it in Japanese. If you're applying from abroad, your overseas address written in English is accepted.
Phone and email: Standard fields. No special Japanese formatting required.
Seal or stamp field (印): This is where Japanese applicants stamp their hanko, a personal seal registered with the government. As a foreigner, you almost certainly don't have one.
Leave the hanko field blank, or write "省略" (omitted). Most companies that hire foreign candidates don't require it. If a company insists on a hanko from a foreign applicant, it's often a signal that their hiring processes haven't adapted to international recruitment yet.
The rirekisho tracks both education and employment in a single table, written in chronological order from oldest to most recent.
Starting your education section: Begin a new entry by writing "学歴" (education history) on its own line in the left column with no date. This acts as a section header.
Then list each school: the year and month you entered (入学) and graduated or completed (卒業 or 修了). Include the institution name and the subject or degree.
Example:
Starting your work history section: After your last education entry, write "職歴" on its own line as a section header.
List each employer in order. For each role, record the company name, your position, the date you joined (入社), and the date you left (退社). For voluntary resignation, use the phrase "一身上の都合により退職" (resigned for personal reasons).
If you're still employed, write "現在に至る" (continuing to the present) after your current employer entry. End the entire history section with "以上" (end of record) on a separate line.
Here's why getting this right matters: Japan's job openings-to-applicants ratio stood at 1.18 as of April 2026 (MHLW via JILPT), meaning there are more open positions than job seekers. Companies aren't rejecting foreign candidates because there's too much competition. They're passing on candidates whose paperwork doesn't match the expected format.
Foreign workers in Japan (2015–2025):
| Year | Foreign Workers |
|---|---|
| 2015 | ~0.9 million |
| 2017 | ~1.3 million |
| 2019 | ~1.7 million |
| 2021 | ~1.7 million |
| 2023 | ~2.1 million |
| 2024 | ~2.3 million |
| 2025 | 2.57 million (record high) |
Source: MHLW via Nippon.com, February 2026. 13th consecutive record high.
In October 2025, Japan recorded 2.57 million foreign workers, up 11.7% from the year before (MHLW via Nippon.com, February 2026). About 342,000 companies were employing at least one foreign worker, up 7.3% year-on-year. A tight labor market means the barrier to entry is format compliance, not competition for spots.
One detail most guides miss: use the company's full legal name in your work history entries, not the informal trading name. The legal name (e.g., 株式会社〇〇) is what appears in Japan's corporate number registry. HR teams at traditional Japanese firms check this. You can find the legal name on the National Tax Agency corporate number lookup.
Language note: Foreign-affiliated companies often accept English in the education and work history fields. Traditional Japanese firms generally expect Japanese. If you're not sure, write in Japanese. Use Google Translate or DeepL to help, then have a Japanese speaker verify the output before you submit.
The rirekisho requires a photograph. This is standard practice in Japan and is expected without exception.
Photo specifications:
If you're submitting a digital application, most PDF-based rirekisho tools let you upload your photo and embed it directly. For physical applications, print the photo, attach it, and write your name on the back with a pen before you glue it down. If it falls off in transit, HR will know whose it belongs to.
This is one of the most commonly cut-corner fields for foreign applicants: a low-quality selfie, a casual background, or street clothes. At a traditional Japanese company, the photo signals how much care you've taken with the application. Treat it like a passport photo with professional attire.
Near the bottom of the rirekisho is a free-text section for your reason for applying and a few supporting fields.
志望動機 (Reason for application): This is 3 to 5 sentences explaining why you're applying to this company specifically. Keep it focused on what you can contribute, not on what the role will do for your career.
As a foreigner, you can address your international perspective directly. A strong opening might be: "My background working across [industries or countries] gives me a different lens on [a specific challenge this company faces]. I'm drawn to [Company] because [specific reason tied to their work]."
One thing companies want to see here is evidence that you researched them. Reference a product, service, team, or initiative that is real. Generic motivation statements get filtered out at the same rate as formatting errors.
Writing in Japanese is expected at most domestic firms. At foreign-affiliated companies or startups, English is usually fine. When uncertain, write in Japanese and have it reviewed.
趣味・特技 (Hobbies and special skills): List 2 or 3 items briefly. Japanese hiring culture values commitment and improvement in hobbies, not just outcomes. "Running: completed two marathons" works well. Language skills belong here too: "Japanese: N3 level (JLPT)."
本人希望記入欄 (Personal requests): Note any real constraints here: preferred start date, shift limitations, or location preferences. Don't leave it blank if you have constraints. If you have none, write "貴社の規定に従います" (I will follow your company's guidelines).
Formatting errors are the most common reason a rirekisho gets set aside before it's read. These are the ones that come up most often with foreign applicants.
Writing in pencil. The rirekisho should be completed in black ballpoint pen or filled in digitally. Pencil is erasable, which is considered careless. Some HR staff at traditional firms will decline to process pencil-written applications entirely.
Crossing out or correcting mistakes. If you make an error on a handwritten form, start over. Correction fluid and cross-outs are not acceptable. This is one reason digital completion, which lets you type directly into a PDF, has become the standard for most applicants.
Mixing date formats. Using Gregorian years for some fields and Japanese era years for others looks inconsistent. Pick one format at the top and use it everywhere on the form.
Skipping or using a casual photo. The photo field is required. An unprofessional photo, or no photo at all, signals to the reviewer that you didn't take the application seriously. See the photo specs in Step 5.
Leaving the personal requests field blank without comment. Either write your actual constraints or write "貴社の規定に従います." An empty field with no explanation looks like an oversight.
According to a ManpowerGroup survey of 1,050 Japanese companies conducted in October 2024, 77% of Japanese employers reported a labor shortage (ManpowerGroup via Nippon.com). The bottleneck for foreign candidates isn't demand. It's paperwork compliance.
It depends on the company. Foreign-affiliated firms and international startups in Japan usually accept English. Traditional domestic companies almost always expect Japanese. If the job listing is in Japanese or the company is a domestic firm, assume Japanese is required. When you're not sure, go with Japanese, get it reviewed, and note your language level clearly in the hobbies section.
Many Japanese companies will ask you to complete a rirekisho even if you've already submitted a CV or linked your profile. Treat them as entirely separate documents. Your CV might get you noticed. The rirekisho is what goes into the official application file.
Write what you were doing. Traveling, studying, caring for a family member, or learning a language are all acceptable entries. Use a brief, honest note rather than leaving a blank. Japanese employers notice unexplained gaps and will ask about them in an interview. A short written explanation handles it up front.
It was once considered more sincere to write by hand. That expectation has largely shifted. Most companies now accept digitally completed and printed rirekisho. Some older industries (finance, legal, government) may still prefer handwritten. If the job listing doesn't specify, either is fine. Check with HR if you're genuinely unsure.
Your photo is attached to the application file and used by HR for identification throughout the hiring process. It helps interviewers connect your face to your paperwork before you come in. Presentation matters: the photo signals how seriously you approached the application.
The rirekisho is a fixed format, not a creative document. Fill in each field accurately, stay consistent with your date format, attach the right photo, and write a specific motivation statement rather than a generic one. Those four things alone put you ahead of most foreign applicants who skip one of them.
If you're targeting companies that are actively open to hiring international professionals, Atarashift lets verified employers come to you. Upload your profile once, and get scouted by companies that have already committed to building international teams.
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