Format and key phrases for writing a Japanese resume

Format and key phrases for writing a Japanese resume

When applying for jobs in Japan, submitting a properly formatted Japanese resume (rirekisho, 履歴書) is essential. Unlike Western resumes, which emphasize achievements and customization, the Japanese resume format follows a structured template with specific sections. Understanding the correct layout and key phrases will help you create a professional resume that meets employer expectations.

writing a Japanese resume

Writing a Japanese resume, or rirekisho, is an essential step for anyone seeking employment in Japan, as it reflects not only your qualifications and experience but also your understanding of Japanese workplace etiquette and cultural norms.

Japanese Resume Format: Key Components

The Japanese resume format consists of several standard sections. Most employers expect applicants to use a predefined rirekisho template, which is available in stores or online. Here are the essential sections:

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

This section contains your basic identifying details:

• 氏名 (Shimei) – Full Name (usually written in kanji with furigana above)
  
   
• 生年月日 (Seinengappi) – Date of Birth (important for age-related work eligibility)
  
   
• 性別 (Seibetsu) – Gender (still often required in Japan)
  
   
• 住所 (Jūsho) – Full current address
  
   
• 電話番号 (Denwa Bangō) – Contact phone number (mobile preferred)
  
   
• メールアドレス (Mēru Adoresu) – Professional email address
   

✅ Purpose: This section helps employers quickly understand who you are and how to contact you.

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2. Photo (写真, Shashin)

• A professional, passport-style photo is required.
  
   
• It is typically attached to the top right corner of the resume.
  
   
• The photo should be recent (within 3–6 months), with a plain background, and you should wear formal attire (e.g., suit).
  
   

✅ Purpose: Photos are used to confirm identity and presentation. It's a cultural standard in Japan, although not common elsewhere.

 3. Education History (学歴, Gakureki)

• List your academic background in chronological order, starting from high school.
  
   
• Include:
  
  
  • Name of institution
    
     
  • Enrollment and graduation dates
    
     
  • Degree obtained (if applicable)
    
     

✅ Purpose: Employers value a structured timeline and academic consistency.

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 4. Work Experience (職歴, Shokureki)

• List your professional history in chronological order, just like your education.
  
   
• For each entry, include:
  
  
  • Company name
    
     
  • Start and end dates
    
     
  • Job title
    
     
  • Main responsibilities or achievements (briefly)

✅ Purpose: Shows your career path, job stability, and relevant experience.

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

• Include any licenses, certifications, and language skills.
  
   
• Common examples:
  
  
  • JLPT levels (e.g., JLPT N2)
    
     
  • TOEIC/IELTS scores
    
     
  • Driving license, if relevant

✅ Purpose: Highlights specific credentials that qualify you for the job.

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

• 自己PR (Jiko PR): A short self-promotion paragraph explaining your strengths, personality traits, and skills.
  
   
• 志望動機 (Shibō Dōki): Your motivation for applying to the company—why this role, why this company?
  
   

✅ Purpose: This is one of the most important sections for personality fit and showing enthusiasm for the job.

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 or available start date.
  
  
  • Examples: "即日可能" (available immediately), or a specific date.
    
     
• 通勤時間 (Tsūkin Jikan): How long it takes you to commute from your home to the workplace (in minutes).
   

✅ Purpose: Demonstrates how practical it is for you to join the team soon and commute reliably.

 Bonus Tip:

Japanese resumes follow strict formatting rules. Handwritten resumes are still respected for traditional roles, but typed versions are acceptable for most jobs, especially in international or tech fields.

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Common Phrases Used in a Japanese Resume

When filling out a Japanese resume format, using the right phrases is crucial. Here are some commonly used expressions:

• 学歴: ○○大学 卒業 (○○ Daigaku Sotsugyō) – Graduated from ○○ University
• 職歴: ○○会社に入社 (○○ Kaisha ni Nyūsha) – Joined ○○ Company
• 退職理由: 一身上の都合により退職 (Isshinjō no Tsugō ni Yori Taishoku) – Resigned due to personal reasons
• 志望動機: ○○に貢献したいと考えております (○○ ni Kōken Shitai to Kangaete Orimasu) – I wish to contribute to ○○
• 資格: 日本語能力試験N2取得 (Nihongo Nōryoku Shiken N2 Shutoku) – Acquired JLPT N2 Certification

Why Following the Japanese Resume Format Matters

1. Standardization

Japanese employers prefer structured resumes, making it easier for them to compare candidates.

2. Professionalism

A properly formatted rirekisho demonstrates attention to detail and respect for Japanese business customs.

3. First Impression

A well-prepared Japanese resume format increases your chances of securing an interview.

4. Cultural Expectations

Employers expect specific resume sections, and failing to include them may result in disqualification.

5. Ease of Processing

Since rirekisho follows a set format, recruiters can quickly scan and evaluate applicants’ 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 structured format and focuses on factual information, whereas a Western resume highlights achievements and customization.

Q2: Do I need to include a photo in my Japanese resume?
A2: Yes, a professional ID-style photo is a standard requirement for rirekisho.

Q3: Can I type my rirekisho, or should it be handwritten?
A3: While handwritten resumes were once common, typed resumes are now widely accepted and preferred for clarity.

Q4: How should I list my work experience in a Japanese resume?
A4: List jobs in chronological order, including company name, employment period, and job responsibilities.

Q5: Is it necessary to include a self-promotion (自己PR) section?
A5: While not mandatory, including a self-promotion section can help showcase your strengths and motivation for the job.

Understanding and using the correct Japanese resume format is essential for job applications in Japan. By following the standard rirekisho structure, using common phrases, and presenting information clearly, you increase your chances of making a positive impression on potential employers.