How to Write a Japanese Resume (Rirekisho) for Job Applications: A Complete Guide

When applying for jobs in Japan, submitting a properly formatted Japanese resume, known as rirekisho (履歴書), is an essential step in the hiring process. Unlike Western resumes that often focus on highlighting achievements, customization, and creativity, the Japanese resume follows a strict, standardized format. Understanding this format, its key components, and the cultural nuances behind it will greatly increase your chances of making a positive impression on Japanese employers.

What is a Rirekisho?

A rirekisho is a formal resume template used universally throughout Japan. Usually presented as a printed form, it contains designated fields for personal information, education history, work experience, qualifications, and more. This uniform format helps employers quickly and easily compare candidates based on consistent information.

While Western resumes are often tailored to highlight specific skills and accomplishments for each job application, the rirekisho emphasizes accuracy, completeness, and strict adherence to format. This reflects broader Japanese workplace values such as harmony, respect for hierarchy, and meticulous attention to detail.

Why Is the Japanese Resume Format Important?

Submitting a rirekisho that meets the expected format is more than just a procedural formality. It is a symbol of professionalism and respect for Japanese business culture. Here’s why:

Standardization: It allows employers to swiftly review and compare all applicants in a consistent manner.
Cultural Fit: Following the format shows you understand and respect Japanese norms.
Attention to Detail: A clean and complete rirekisho reflects your seriousness and dedication.
Improved Chances: Deviating from the format, or submitting a Western-style resume, can give an impression of unpreparedness and reduce your chances of progressing.

In short, mastering the rirekisho format is a key step to opening doors in the Japanese job market.

Japanese Resume Format: Key Sections and How to Fill Them

Most Japanese employers expect the use of a pre-printed rirekisho template. These are available at stationery shops or online as downloadable and printable PDFs. The form itself guides you to fill in each required detail correctly.

Here’s a breakdown of the main sections and what to include:

1. Personal Information (個人情報, Kojin Jōhō)

This section provides your essential identification and contact details:

氏名 (Shimei): Your full name. Ideally, write your name in kanji (if you have kanji) with furigana (small kana characters) above it to indicate pronunciation.
生年月日 (Seinengappi): Your date of birth, written according to the Japanese calendar format (year, month, day).
性別 (Seibetsu): Gender, which is often still requested on resumes in Japan.
住所 (Jūsho): Your full, current residential address.
電話番号 (Denwa Bangō): Your phone number, preferably a mobile number.
メールアドレス (Mēru Adoresu): A professional email address.

Purpose: This section helps employers quickly identify and contact you.

2. Photograph (写真, Shashin)

You must attach a professional ID-style photo to the upper right corner of your rirekisho.

Photo guidelines:

Taken within the last 3 to 6 months.
Plain, light-colored background (white or off-white).
Formal business attire such as a suit or blazer.
Neutral or slight smile, facing directly forward.

Purpose: The photo is culturally expected and serves both for identification and to evaluate your presentation. While unusual in many Western countries, it’s a standard part of Japanese resumes.

3. Education History (学歴, Gakureki)

List your academic background in chronological order, starting from high school or university.

Include:

Name of the institution
Dates of enrollment and graduation (year and month)
Degree or diploma earned (if applicable)

Example:

2015年4月 — 2019年3月
○○大学経済学部卒業
(Graduated from ○○ University, Faculty of Economics)

Purpose: This provides a clear timeline of your academic qualifications and helps employers verify your background.

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4. Work Experience (職歴, Shokureki)

Also listed chronologically, this section details your employment history:

Company name
Employment period (year and month started and ended)
Job title or position
Brief description of your main responsibilities or achievements (usually concise)

Example:

2019年4月 — 2023年3月
○○株式会社営業部入社
(Joined ○○ Corporation, Sales Department)

Purpose: To show your career progression, work stability, and relevant skills.

5. Qualifications and Certifications (資格・免許, Shikaku / Menkyō)

Include any professional licenses, certifications, or language qualifications that are relevant to the position.

Examples:

JLPT N2 or N1 (Japanese Language Proficiency Test)
TOEIC or IELTS scores for English proficiency
Driver’s license (if applicable)

Example:

日本語能力試験N2 合格
(Passed JLPT N2)

Purpose: Highlights your special skills and qualifications that strengthen your candidacy.

6. Self-Promotion and Motivation (自己PR・志望動機, Jiko PR / Shibō Dōki)

This is a crucial section where you express your personality, skills, and motivation for applying.

自己PR (Jiko PR): A brief paragraph highlighting your strengths, skills, and what you can bring to the company.
志望動機 (Shibō Dōki): Explain why you want to join this company and why this particular role fits your career aspirations.

Example:

「チームワークを大切にし、前職では営業成績を常にトップ10に入る成果を出しました。御社のグローバル展開に貢献したいと考えております。」
(I value teamwork and consistently ranked among the top 10 sales performers at my previous company. I hope to contribute to your company’s global expansion.)

Purpose: Demonstrates your enthusiasm, suitability, and cultural fit.

7. Availability and Commute (通勤時間・希望勤務開始日, Tsūkin Jikan / Kibō Kinmu Kaishi-bi)

希望勤務開始日 (Kibō Kinmu Kaishi-bi): Your desired start date, which could be "即日可能" (available immediately) or a specific date.
通勤時間 (Tsūkin Jikan): How long your commute will be in minutes.

Purpose: Shows your readiness and practical considerations for joining the company.

Additional Tips for Rirekisho Preparation

Handwritten vs Typed: Traditionally, handwritten resumes are respected and seen as a sign of sincerity, especially in more conservative or traditional companies. However, typed resumes are widely accepted and even preferred in international and tech industries.
Use Black or Blue Ink: If handwriting, write clearly with black or blue pen; avoid colored inks.
Keep It Neat: Ensure your resume is free from spelling or formatting errors.
Use Formal Japanese: Avoid casual language; keep the tone polite and professional.
Attach Supporting Documents: For some jobs, you may need to submit additional documents like a 職務経歴書 (shokumu keirekisho) — a more detailed work history or CV.

Common Japanese Resume Phrases to Know

Here are typical expressions used in a Japanese resume:

学歴：○○大学卒業
(Graduated from ○○ University)
職歴：○○会社に入社
(Joined ○○ Company)
退職理由：一身上の都合により退職
(Resigned due to personal reasons)
志望動機：○○に貢献したいと考えております
(I wish to contribute to ○○)
資格：日本語能力試験N2取得
(Acquired JLPT N2 Certification)

Why Following the Japanese Resume Format Matters

Standardization: Enables employers to efficiently compare candidates.
Professionalism: Shows respect for Japanese business culture.
First Impression: A well-prepared rirekisho improves interview chances.
Cultural Expectation: Omitting required sections or using a Western format may lead to disqualification.
Recruitment Efficiency: The uniform layout helps recruiters quickly scan and evaluate qualifications.

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Frequently Asked Questions (FAQs)

Q1: What is the difference between a rirekisho and a Western-style resume?
A1: A rirekisho follows a fixed format focusing on factual details, while Western resumes are customized to emphasize achievements and tailored skills.

Q2: Is a photo mandatory on a Japanese resume?
A2: Yes, attaching a professional ID-style photo is standard practice.

Q3: Can I submit a typed rirekisho?
A3: Yes, typed resumes are widely accepted, especially for non-traditional industries.

Q4: How should I order my work experience?
A4: List your jobs chronologically with company names, dates, and roles.

Q5: Should I include a self-promotion section?
A5: It’s highly recommended to highlight your strengths and motivation.

Conclusion

Understanding and using the proper Japanese resume format (rirekisho) is crucial for successfully applying for jobs in Japan. It’s more than just filling out a form—it reflects your respect for Japanese culture and professionalism. By carefully completing each section, adhering to formatting rules, and presenting yourself clearly and politely, you significantly increase your chances of impressing employers and moving forward in the hiring process.

For those learning Japanese or planning to work in Japan, mastering the rirekisho is an important step that demonstrates your commitment and readiness for Japanese work culture.