How to Write a Great Japanese Resume (Rirekisyo)

2024/07/18

Documents Required for Job Application in Japan

When embarking on a job search in Japan, understanding the local employment culture and documentation requirements is crucial, especially for those who grew up outside Japan and are unfamiliar with its customs. In Japan, two primary documents are indispensable for job seekers: the resume (履歴書, rirekisho) and the employment history sheet (職務経歴書, shokumu keirekisho).

Each serves a distinct purpose and plays a vital role in the application process, reflecting the applicant’s background, skills, and suitability for the position.

• Resume: A Universal Document
• Employment History Sheet: Detailing Professional Experience

Resume: A Universal Document

The resume in Japan, much like its counterparts elsewhere, is a snapshot of the applicant’s personal and professional background. However, it has unique features and a specific format that reflect Japanese business culture’s emphasis on formality and detail.

This document typically includes basic personal information, educational background, work experience, qualifications, and sometimes, personal interests. A distinguishing feature of the Japanese resume is the inclusion of a photograph, a practice not commonly required in many Western countries.

The resume serves as the first point of contact between the job seeker and potential employers.

It is used universally across various industries and job types, from part-time positions to full-time professional roles. The precision and care taken in completing this document can significantly impact the applicant’s chances, as it demonstrates their attention to detail and respect for the application process.

Employment History Sheet: Detailing Professional Experience

For those seeking mid-career positions or with a substantial work history, the employment history sheet becomes particularly important.

This document complements the resume by providing a detailed account of the applicant’s professional journey, including roles held, responsibilities, achievements, and the duration of each employment. It offers potential employers a deeper insight into the applicant’s career progression, skills developed over time, and how their experiences align with the job at hand.

Unlike the resume, which is more standardized, the employment history sheet allows for more flexibility in presentation and content, enabling the applicant to tailor the information to highlight relevance to the specific position they are applying for.

This document is especially crucial for those looking to transition careers or industries, as it provides a platform to elaborate on transferable skills and experiences that may not be immediately apparent from the resume alone.

See Also: How to Write an Efficient CV for Job Application in Japan

How to Write a Japanese Resume

For foreigners aiming to enter the Japanese job market, crafting a resume that adheres to local standards can be a daunting task. The Japanese resume, or “履歴書” (rirekisho), has specific requirements and conventions that differ significantly from those in many other countries.

Understanding how to properly compile this document is crucial for making a good first impression on potential employers. Here’s a comprehensive guide to writing a Japanese resume, tailored for individuals unfamiliar with Japan’s culture and customs.

• Basic Personal Information
• Academic and Work History
• Licenses and Qualifications (資格, Shikaku)
• Special Skills (スキル, Sukiru)
• Self-Promotion (自己PR, Jiko PR)
• Commuting Time (通勤時間, Tsūkin Jikan)
• Space for Personal Requests (本人希望記入欄, Honnin Kibō Kinyūran)

Basic Personal Information

The first section of a Japanese resume typically includes your basic personal information.

This encompasses your full name, date of birth, address, contact information, and a passport-sized photo. The photo should be professional, taken against a plain background, and you should be dressed in business attire.

Unlike in many Western countries, where including a photo is optional or even discouraged due to anti-discrimination laws, in Japan, it’s a standard requirement that reflects the formal nature of job applications.

Academic and Work History

Japanese resumes usually list academic and work history in reverse chronological order, starting with the most recent.Precision is key: dates should be accurate, and any gaps in employment or education should be explained.

This section not only demonstrates your qualifications and professional background but also shows your trajectory and growth over time.

For foreigners, it’s also a chance to highlight international experience, which can be appealing to companies looking to globalize their teams.

Licenses and Qualifications (資格, Shikaku)

If you possess any professional licenses or qualifications, this section allows you to showcase them.

In Japan, certain roles may require specific certifications, so including relevant qualifications can significantly bolster your application.

Be sure to list the official name of the qualification, the date it was awarded, and the issuing organization. This demonstrates your commitment to your profession and continuous learning.

Special Skills (スキル, Sukiru)

Here, you can highlight any skills that make you a unique candidate.This might include language proficiencies, technical skills, or other competencies relevant to the job you’re applying for.

For example, if you’re fluent in Japanese and other languages, specify your proficiency level as it’s a highly valued skill in the Japanese job market.

Similarly, if you have expertise in specific software or methodologies relevant to the position, this is the place to mention them.

Self-Promotion (自己PR, Jiko PR)

The self-promotion section is your opportunity to directly address how your background and skills make you the ideal candidate for the position. It’s important to be specific and use concrete examples.

For instance, rather than simply stating you have “excellent communication skills,” describe a situation where your communication skills led to a positive outcome.

This section is particularly important for foreigners, as it allows you to articulate how your unique experiences and perspectives can contribute to the company.

See Also: How to Write an Efficient CV for Job Application in Japan

Commuting Time (通勤時間, Tsūkin Jikan)

Including your expected commuting time may seem unusual, but it’s common practice in Japan.

This information helps employers understand your potential commute and assess your reliability. If you live a significant distance from the office, consider how this might affect your daily routine and whether it’s sustainable long-term.

Dependents (扶養家族, Fuyou Kazoku)

In Japan, it’s common to include information about your dependents on your resume. This section is referred to as “扶養家族” (Fuyou Kazoku), which translates to “Dependents.” The term “扶養” (Fuyou) means support or maintenance, and “家族” (Kazoku) means family. This section is important as it provides potential employers with insight into your family commitments, which can be relevant for social insurance and tax purposes.

When filling out this section, you’ll typically list the number of people who depend on you financially. This could include your children, spouse, or elderly family members. It’s a straightforward part of the resume where you indicate the number of dependents, showing your potential responsibilities outside of work.

Spouse and Spousal Support Obligation (配偶者 / 配偶者の扶養義務, Haiguusha / Haiguusha no Fuyou Gimu)

Another section that is often included in a Japanese resume relates to marital status and spousal support. This is divided into two parts: “配偶者” (Haiguusha), meaning “Spouse,” and “配偶者の扶養義務” (Haiguusha no Fuyou Gimu), which translates to “Spousal Support Obligation.”

• 配偶者 (Haiguusha): Here, you indicate whether you have a spouse. The resume typically has a checkbox or a space where you mark “有” (Yu, meaning “Yes”) if you are married or “無” (Mu, meaning “No”) if you are not.
• 配偶者の扶養義務 (Haiguusha no Fuyou Gimu): This part asks whether you have a financial support obligation towards your spouse. Similar to the spouse section, you will mark either “有” (Yes) or “無” (No). This information helps employers understand your financial responsibilities, which could influence your tax status and, in some cases, your eligibility for certain company benefits.

Including details about dependents and spousal information in a resume might seem unusual. However, in the Japanese context, this information is relevant for administrative reasons and reflects the comprehensive approach Japanese companies take towards understanding their employees’ personal and professional lives.

Space for Personal Requests (本人希望記入欄, Honnin Kibō Kinyūran)

This optional section allows you to mention any personal requests or conditions regarding your employment, such as desired salary, work hours, or location preferences.

While it’s important to be honest, it’s also crucial to remain flexible and realistic about your requests to not diminish your chances of being considered for the position.

Are Resumes in Japan Handwritten?

Navigating the job application process in Japan introduces a unique consideration for foreigners: the tradition of handwriting resumes.

This practice, deeply rooted in Japanese employment culture, offers insight into the values and expectations of Japanese companies. However, as global influences merge with traditional practices, the necessity and preference for handwritten resumes are evolving.

The Tradition of Handwriting

The tradition of handwriting resumes in Japan is evolving, with a shift towards digital formats becoming more prevalent in the job application process.

Historically, handwritten “履歴書” (rirekisho) were valued for showcasing an applicant’s personality, diligence, and respect for the employer, embodying the aesthetic of “wabi-sabi” or the acceptance of imperfections.

However, the convenience, readability, and efficiency of digital resumes are driving a change, especially as Japanese companies globalize and seek technological proficiency.

In traditional sectors like education and calligraphy, handwritten resumes may still be preferred, reflecting a commitment to cultural practices.

Conversely, tech companies and startups are more likely to favor typed resumes for their clarity and ease of processing. Foreign applicants, particularly those not proficient in kanji, find typing a resume more practical, although efforts to handwrite can demonstrate dedication to cultural norms.

While the choice between handwriting or typing a resume in Japan depends on the industry and company culture, the trend is moving towards digital, balancing tradition with modern efficiency and global business practices.

Should I Prepare an English Resume or a Japanese Resume?

For foreigners seeking employment in Japan, deciding between preparing a resume in English or Japanese is a pivotal question that can significantly influence the success of their job applications.

This decision is not merely about language preference but reflects an understanding of Japanese corporate culture and the specific requirements of the job market. Here’s a detailed exploration of why the choice matters and how to approach this critical aspect of your job application.

The Primacy of Japanese Resumes

In the vast majority of cases, preparing your resume in Japanese is the recommended course of action. This advice stems from several key considerations that align with the expectations of Japanese employers and the realities of the local job market:

Language Proficiency

 Demonstrating your ability to communicate in Japanese is often a prerequisite for employment. A resume written in Japanese showcases your language skills and your commitment to integrating into the Japanese workplace.

Cultural Adaptation

Submitting a resume in Japanese is a sign of respect for Japanese business practices and an indication of your willingness to adapt to the local work environment.

Accessibility

A Japanese resume ensures that your application is accessible to all members of the hiring team, many of whom may not be comfortable with English. This can broaden your appeal as a candidate and prevent any potential misunderstandings.

3 Key Considerations When Writing a Japanese Resume

Crafting a resume for job applications in Japan involves understanding and adhering to specific cultural and format expectations.

Whether you’re applying for a full-time position or a part-time job, the way you present your resume can significantly impact your first impression on potential employers. Here are some critical points to consider when preparing your Japanese resume.

1. Use the Appropriate Template
2. Use the Same Font throughout the Document
3. If Handwriting, Do It Neatly

1. Use the Appropriate Template

It’s crucial to use the appropriate template for the type of employment you’re seeking. For full-time positions, ensure your resume includes a self-promotion section, which is a standard expectation.

Templates for part-time applications might omit this section, so choosing the right format is essential to provide the information employers expect for the role you’re applying for.

2. Use the Same Font throughout the Document.

When typing your resume, it’s important to use the same font throughout the document. This consistency contributes to the overall readability and professional appearance of your resume.

Opt for clean, professional fonts that are commonly used in business documents, such as MS Gothic or MS Mincho for Japanese text. Keeping font size uniform is also important, typically around 10.5 to 12 points, to ensure that your resume is easy to read.

3. If Handwriting, Do It Neatly

If you choose to handwrite your resume, use a black ink pen and write as neatly as possible. Should you make a mistake, it’s better to start over rather than use correction fluid or tape, as a clean presentation is crucial.

This approach shows attention to detail and respect for the application process.

General Advice

When preparing your resume, whether typed or handwritten, the emphasis should be on clarity, accuracy, and adherence to Japanese business etiquette.

The format of your resume, including the inclusion of a professional photo and the precise detailing of your academic and work history, reflects your understanding of Japanese cultural norms and your seriousness about the application.

In summary, the decision to type or handwrite your resume, the choice of template, and the overall presentation should align with the expectations of the Japanese job market. By paying close attention to these details, you can create a resume that effectively communicates your strengths and suitability for the position you’re applying for.

The Importance of a Resume Photo in Japan

In Japan, attaching a photo to your resume is not just a formality.

This practice, deeply rooted in Japanese employment culture, carries significant weight in making a first impression on potential employers. Understanding the nuances of this requirement can greatly enhance the effectiveness of your application.

Why a Photo is Required

The inclusion of a photo in a Japanese resume serves several purposes.

It personalizes the application, allowing employers to put a face to the name, which can make your application more memorable. Moreover, it provides employers with a sense of your professionalism and how you present yourself, which are considered reflections of your work ethic and attention to detail.

Choosing the Right Photo

The photo you attach to your resume should be a professional headshot that adheres to specific criteria:

1. Attire
   Wear professional business attire, even if the job environment is casual. This shows respect for the application process and indicates that you take the opportunity seriously.
    
2. Background and Quality
   The background should be plain and unobtrusive, typically white or light blue. The photo should be of high quality, clear, and recent, ideally taken within the last six months.
    
3. Expression and Posture
   Maintain a neutral expression with a slight smile. Your posture should be straight, projecting confidence and approachability.

Where to Take Your Photo

You have two main options for obtaining your resume photo in Japan:

Photo Booths

Conveniently located in train stations and shopping centers, photo booths (プリクラ, purikura, although specifically for resume photos, it’s often just called 証明写真機, shoumei shashinki) offer a quick and affordable way to get a professional-looking photo. These booths are equipped with instructions for taking a suitable photo for job applications.
 

Professional Studios

For the highest quality, consider visiting a professional photo studio. This option is more expensive but provides you with a professional-grade photo that can be used for various formal applications.

Cultural Considerations

When preparing for your photo, it’s essential to consider cultural expectations. Japan values modesty and professionalism, so your appearance should align with these principles. For men, a suit with a tie is standard, while women should wear a professional blouse and blazer. Makeup should be minimal and natural, reflecting a polished and professional image.

Attaching the Photo to Your Resume

Once you have your photo, attach it to the top right corner of your resume, as is customary in Japan. Use a photo-specific adhesive to ensure it stays securely in place without damaging the photo or the paper.