How to Write a Rirekisho for Jobs in Japan

Japan's foreign workforce hit a record 2.3 million in October 2024, a 12.4% jump from the previous year, driven by a labor shortage so severe that 124 job openings now exist for every 100 applicants.¹ Every one of those workers needed a rirekisho (履歴書) to get hired. Most had never heard of one before arriving.

TL;DR

Japan requires two resume documents: the rirekisho (履歴書), a standardized personal data form, and the shokumu keirekisho (職務経歴書), a freeform career history. The rirekisho has a fixed layout, mandatory photo, and specific section order that you cannot deviate from. The shokumu keirekisho functions more like a Western resume, giving you space to sell your experience. Submit both in Japanese unless the employer explicitly accepts English. Miss any of these requirements and your application ends before a human reads it.

Japan's Two-Document System

Western job markets use one document. Japan uses two, and they serve fundamentally different purposes.²

The rirekisho (履歴書) is a standardized form. Think of it as a structured personal data sheet: your name, photo, date of birth, address, education history, work history (company names and dates only), qualifications, and a motivation statement. The format follows a JIS (Japanese Industrial Standard) template. HR departments know exactly where to find each piece of information because the layout never changes. After hiring, companies keep your rirekisho on file as an official employee record.²

The shokumu keirekisho (職務経歴書) is where you make your case. The format is flexible. You detail your responsibilities, achievements, skills applied, and the results you delivered at each role. The hiring manager reads your shokumu keirekisho to assess whether your capabilities match the position. A rirekisho says where you worked; a shokumu keirekisho says what you did there.²

Why two documents? Japanese HR operates on a separation of concerns: the rirekisho handles identification and compliance (photo, personal data, formal history), while the shokumu keirekisho handles evaluation (skills, achievements, fit). Submitting only one is like submitting half an application.²

Rirekisho: Format, Sections, and Rules

The rirekisho has a rigid structure. The JIS standard template divides the page into specific boxes. Fill every box. Leave nothing blank. If a section doesn't apply, write なし (nashi, meaning "none").³

Required Sections (Top to Bottom)

The 2020 Format Update

In 2020, the Japan Association of Corporate Executives revised the standard rirekisho template. The updated form removed four fields: commute time (通勤時間), number of dependents (扶養家族), spouse (配偶者), and spousal support obligation (配偶者の扶養義務). The gender field became optional.⁴

These fields still appear on older templates sold at convenience stores and downloaded from some websites. If you encounter them, you can leave them blank or fill them in. But you do not need to seek out an older template that includes them.

Why Chronological (Not Reverse-Chronological)?

The rirekisho lists education and work history from oldest to newest. Western resumes do the opposite. The difference traces to Japan's nenkō joretsu (年功序列) seniority system, where career progression traditionally followed length of service rather than individual achievement.5 A chronological presentation shows continuous employment and the steady accumulation of experience.

The rirekisho lists education and work history from oldest to newest. Western resumes do the opposite. The difference traces to Japan's nenkō joretsu (年功序列) seniority system, where career progression traditionally followed length of service rather than individual achievement.⁵ A chronological presentation shows continuous employment and the steady accumulation of experience that Japanese hiring culture values. Gaps stand out immediately in this format, which is intentional: employers want to see an unbroken timeline.

The Photo: Specifications and Stakes

A 3cm × 4cm passport-style photograph is mandatory on every rirekisho.⁶ Omitting it signals either ignorance of the format or carelessness. Neither gets you an interview.

Photo specifications: - Size: 3cm wide × 4cm tall (30mm × 40mm) - Recency: Taken within three months of submission⁶ - Background: White or light gray - Attire: Business suit (dark suit, white shirt for men; professional blouse or suit for women) - Expression: Neutral, mouth closed, eyes looking directly at camera - Attachment: Glued (not stapled or paper-clipped) to the designated box in the upper right corner

Photo studios near major train stations offer rirekisho photo services. Photo booths (証明写真機, shōmei shashinki) in convenience stores and shopping areas cost ¥800-1,000 for a set. Specify "履歴書用" (rirekisho-yō, "for resume") to get the correct dimensions.⁶

The discrimination debate: Journalist Yuko Tamura argued in The Japan Times in September 2024 that the photo requirement enables appearance-based hiring decisions, writing: "It is time to build a recruitment system in Japan that rewards people's talents, irrespective of their looks."⁷ Unilever Japan took a concrete step, eliminating photo requirements, gender fields, and first-name fields from their application process.⁸ For now, though, most Japanese employers still expect the photo. Omit it only if the company explicitly says otherwise.

Shokumu Keirekisho: Your Selling Document

The shokumu keirekisho has no fixed template. You control the layout, length, and emphasis. For experienced professionals, the shokumu keirekisho matters more than the rirekisho because it demonstrates what you actually accomplished.²

Length: One to five A4 pages, depending on experience. Two to three pages is typical for mid-career professionals.²

Three common formats:

What to include for each role: - Company name, size (employee count), and industry - Your department, title, and reporting structure - Specific responsibilities with concrete detail - Achievements with numbers (revenue generated, team size managed, efficiency gained) - Technologies, tools, or methodologies used - Reason for leaving (if mid-career)

The shokumu keirekisho is where foreign applicants gain an advantage. Japanese business writing tends toward modesty. A clearly quantified achievement statement ("Reduced server downtime from 4.2% to 0.3% over six months, saving ¥12M annually") stands out in a stack of understated descriptions.⁹

Japanese Era Dating

The Japanese calendar uses era names (元号, gengō) alongside Western dates. The current era is Reiwa (令和), which began on May 1, 2019, when Emperor Naruhito ascended the throne.

Conversion formula: Subtract 2018 from the Western year. 2026 − 2018 = Reiwa 8.

Most rirekisho templates include a checkbox for era or Western format. Pick one and stay consistent throughout. If you attended university before 2019, you'll use Heisei (平成) era dates for those entries: 2018 = Heisei 30, 2010 = Heisei 22.

Handwritten vs. Typed

Traditional Japanese companies viewed a handwritten rirekisho as a demonstration of sincerity (誠意, seii) and attention to detail. Your penmanship signaled your character. This expectation has softened considerably.⁴

Current guidance by company type:

If you write by hand, use a black ballpoint pen (not felt-tip). Write slowly. Japanese hiring managers associate neat handwriting with conscientiousness. A sloppy rirekisho signals a sloppy worker.

If you type, use a standard rirekisho template in Word or PDF format. Do not design your own layout.

Navigating the Shinsotsu Hiring System

Japan's shinsotsu-ikkatsu-saiyō (新卒一括採用) system hires new university graduates en masse through a synchronized recruitment cycle.¹⁰ Students begin job hunting (shūkatsu, 就活) in their third year, attend company information sessions, take aptitude tests, and progress through multiple interview rounds. Most secure informal offers (内定, naitei) by the first half of their fourth year.¹⁰

Why this matters for foreign applicants: If you hold a Japanese university degree, you enter through the shinsotsu pipeline, competing alongside thousands of Japanese graduates. Top companies receive hundreds to thousands of applications per opening, and students commonly apply to 50 to 100 companies.¹⁰ Your rirekisho and shokumu keirekisho must be flawless in Japanese.

If you do not hold a Japanese degree, you enter through mid-career hiring (中途採用, chūto-saiyō), which has a different process: no synchronized season, individual applications, and more emphasis on the shokumu keirekisho. Mid-career hiring has expanded significantly as Japan's labor shortage deepens.

Common Mistakes That Get Foreign Applicants Rejected

1. Submitting a single Western-format resume. Japanese employers expect two documents. A one-page American resume, no matter how polished, gets discarded.

2. Omitting the photo. The hiring manager opens the rirekisho. The photo box is empty. Application closed.

3. Using reverse-chronological order on the rirekisho. Education and work history run oldest-to-newest. Reverse order confuses the reader and signals you didn't research the format.

4. Leaving fields blank. Every field on the rirekisho needs an entry. Blank = incomplete = rejected. Write なし if a section doesn't apply to you.

5. Writing only in English (for Japanese companies). Unless the job posting is in English or the company explicitly accepts English applications, submit everything in Japanese. Bilingual applicants can include an English resume in addition to the Japanese documents, not as a replacement.

6. Ignoring the motivation section (志望動機). Generic statements like "I want to work for a global company" waste the space. Name the specific company, reference their specific products or values, and explain why your background connects to their specific needs.

7. Mixing up date formats mid-document. If you start with Japanese era dates (令和), continue with Japanese era dates throughout. Switching between 2024 and 令和6年 within the same rirekisho looks careless.

Key Takeaways

For foreign professionals relocating to Japan: - Prepare two documents: a standardized rirekisho and a freeform shokumu keirekisho. Submit both for every application. - Get your 3cm × 4cm photo taken at a studio or photo booth immediately after arriving. You will need many copies. - Learn the Japanese era calendar conversion for your education and work dates.

For English teachers and ALTs: - Dispatch companies like Interac and AEON typically accept English applications, but government positions (JET Programme) and direct-hire positions at schools require Japanese-format documents. - Your shokumu keirekisho matters less for entry-level teaching positions. Focus on a clean rirekisho with a strong motivation statement.

For tech professionals targeting Japanese companies: - Typed rirekisho and digital submission are standard in the tech sector. - Your shokumu keirekisho carries the most weight. Quantify achievements and list specific technologies. - Companies like Mercari, LINE, Rakuten, and SmartNews actively recruit foreign engineers and may accept English applications, but a Japanese rirekisho demonstrates commitment to integration.

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Frequently Asked Questions

What should a How to Write a Rirekisho for Jobs in Japan resume emphasize first?

A How to Write a Rirekisho for Jobs in Japan resume should lead with the qualifications most relevant to the target position. Place a concise professional summary at the top highlighting your strongest credentials and measurable achievements. Follow with core competencies that match the job posting's requirements. Recruiters spend 6-7 seconds on initial scans, so front-loading your most compelling qualifications ensures they see your strongest fit first.

A How to Write a Rirekisho for Jobs in Japan resume should lead with the qualifications most relevant to the target position. Place a concise professional summary at the top highlighting your strongest credentials and measurable achievements. Follow with core competencies that match the job posting's requirements. Recruiters spend 6-7 seconds on initial scans, so front-loading your most compelling qualifications ensures they see your strongest fit first.

How do I tailor this resume for each application?

Start by identifying 5-8 keywords from the job posting's requirements and responsibilities sections. Mirror those exact phrases in your summary, skills, and experience bullets. Reorder bullet points so the most relevant achievements appear first. Adjust your summary statement to reflect the specific role title and company priorities. This process should take 15-20 minutes per application.

Start by identifying 5-8 keywords from the job posting's requirements and responsibilities sections. Mirror those exact phrases in your summary, skills, and experience bullets. Reorder bullet points so the most relevant achievements appear first. Adjust your summary statement to reflect the specific role title and company priorities. This process should take 15-20 minutes per application.

Which keywords matter most for ATS screening?

Exact job title matches, required technical skills, and industry-standard certifications carry the most weight in ATS screening. Place keywords naturally in context within your experience bullets rather than listing them in isolation. Include both spelled-out terms and common abbreviations (e.g., 'Project Management Professional (PMP)'). Hard skills consistently outperform soft skills in ATS ranking.

Exact job title matches, required technical skills, and industry-standard certifications carry the most weight in ATS screening. Place keywords naturally in context within your experience bullets rather than listing them in isolation. Include both spelled-out terms and common abbreviations (e.g., 'Project Management Professional (PMP)'). Hard skills consistently outperform soft skills in ATS ranking.

Next Step

Ready to put this into practice? Use our free tools to test ATS compatibility and refine your resume.

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Next Step

Ready to put this into practice? Use our free tools to test ATS compatibility and refine your resume.

• Analyze Your Resume
• Build Your Resume

References