How to Write A Japanese Resume (Rirekisho)

How to write a Japanese resume, called 履歴書 (Rirekisho) in Japanese, is one of the biggest worries jobseekers face whether they are Japanese or a foreign national looking for work in Japan. Same as an English resume, a Japanese resume is an important document for a company to evaluate job candidates. 

However, the format of a Japanese resume is very different from an English resume. Therefore, it is essential for a successful job hunt to know the proper Rirekisho format and how to write a good Japanese resume. 

First Published: 2021-11-01
Updated: 2024-05-23

Table of Contents

1. What is a Rirekisho? Is Shokumu Keirekisho different? 
2. Difference between English Resume and Japanese Resume
3. How to Write a Japanese Resume (Rirekisho)
   1. Personal Information and Profile Photo
   2. Academic and Work History 
   3. Licences, Qualifications and Certifications
   4. Appeal Points and Reason for Application
   5. Personal Requests and Other Information
4. Important Rules When Writing a Japanese Resume (Rirekisho)
5. Get Help Finding a Job with WeXpats

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What is a Rirekisho? Is Shokumu Keirekisho different? 

Rirekisho and Shokumu Keirekisho are two different documents though they are both used for job applications. 

• 履歴書 (Rirekisho) (image above) is a standard two page resume that contains a job candidate’s personal information, academic history, work history, licences & qualifications, and other information. It is required for most, if not all, job applications regardless of fresh graduate or mid career applicants, or full time or part time positions. 

• 職歴経歴書 (Shokumu Keirekisho) (image above) is only required for mid career candidates when changing jobs in Japan. It is a supplementary document to a Rirekisho containing detailed information about a candidate’s work history including job description, skills gained and use, and projects worked on. 
  There is no limit to the number of pages as content depends on each candidate’s career experience. Additionally, there is no standard format for Shokumu Keirekisho, though most people use a simple table for writing date (年・月, Month/Year) and workplace (勤務先, Kinmusaki)・job description etc. (業務内容, Gyoumu Naiyou).

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Difference between English Resume and Japanese Resume

Photo by Resume Genius on Unsplash.

Before we proceed to learning how to write a Japanese resume, let’s first understand the differences between an English resume and a Japanese resume. 

How to Write a Japanese Resume (Rirekisho)

It used to be expected that Rirekishos would be handwritten, however typed Rirekisho are widely accepted nowaday. Make sure to check beforehand if the company you are applying for has a specific requirement or a preference. Traditional companies may want a handwritten Rirekisho. 

If you’d like to, or need to, handwrite your Rirekisho, Rirekisho forms with envelope sets can be easily bought at convenience stores, stationary stores and 100 Yen shops in Japan. 

Rirekisho Standard Template

Below is a sample Rirekisho released by the Japanese Ministry of Health, Labour and Welfare in 2021 for business owners to follow. The updated Rirekisho format reflects social changes including open answers for gender (previously choices to circle male or female), and the removal of certain categories of information (private information like marital status and number of dependants). 

New Rirekisho Format [PDF] from Ministry of Health, Labour and Welfare (Download Link available)

Below, we will break down the information to be included in a Rirekisho. 

Personal Information and Profile Photo

The personal information to be included in a Rirekisho are as follows. 

A profile photo is required for a Rirekisho, and is pasted to the right of your personal information.

The rules of a Rirekisho profile photo are as follows.

• Photo size of 3 cm x 4cm (L x H).
• Clear white, blue or grey background. 
• Front camera facing angle. 
• Professional looking with business attire of white collared shirt, black suit jacket, and tie for men.
• Name written on the back and glued firmly and neatly. 
• Recently taken within 3 months. 

Some things to be careful of include…

• Hair should be neat and not covering eyes.
• Mouth close, no teeth. 
• No sunglasses, hat or jewellery. 
• Simple makeup. 

Profile photographs can be taken at 証明写真機 (Shoumei Shashinki) - ID photo booths. These ID photo booths can usually be found on the streets, at train and subway stations, and near convenience stores. Aside from Rirekisho profile photographs (3cm x 4cm), you can also print passport and ID-sized photographs. Select the correct option. There are limited takes and you can only choose between one or two photos. A set of 6 photographs costs around 700 ~ 1000 Yen. 

Alternatively, you can take your own photo and have it printed in the correct size at convenience stores that offer printing for a much cheaper price. A set of 4 photographs costs around 200 ~ 250 Yen. 

Another alternative is having your photo taken at a photo studio which costs around 400 ~ 1000 Yen per photo print. It is the most expensive option, but additional services like makeup, hair styling, suit rental, and image data may be provided. Depending on the service, the price may go up to 10,000 Yen. 

Academic History - 学歴 (Gakureki) & Work History - 職歴 (Shokureki)

Academic History and Work History share the same section in the Rirekisho. Your education background should come first, followed by your work history. Separate the sections by using the relevant words. If there is space, leave a blank row to clearly separate the two. Like so, 

Academic History - 学歴 (Gakureki)

Gakureki (学歴) is the section for writing your academic history or education background in a Rirekisho. Write your academic history in chronological order beginning from high school education. Unlike an English resume, do not include details about your accomplishments, club activities, etc. 

Information to be included in Gakureki are...

• Name of Educational Institution, Department and Major 
• Period of Enrolment, from Entry (入学, Nyuugaku) to Graduation (卒業, Sotsugyou)
• In the case of current enrolment, indicate by 現在に至る (Genzai ni Itaru)
• Country for studies outside Japan indicated by 〇〇国 (〇〇 Kuni)

Gakureki Example: 

Work History - 職歴 (Shokureki)

Shokureki (職歴) is the section for writing your work history or career background. Shokureki should be written after Gakureki and in chronological order. Unlike an English resume, information is kept brief and does not include appeal points. A short single line of your duties can be included, indicated by 〇〇〇を担当 (〇〇〇 wo tantou) - “In-charge of 〇〇〇”. 

Information to be included in Shokureki are…

• Company Name, Department Assigned, Position
• Period of Work from Enrolment (入社, Nyuusha) to Resignation (退職, Taishoku) including reason for resignation.
• In the case of current employment, indicate by 現在に至る (Genzai ni Itaru) or 在職中 (Zaishokuchuu).
• Part Time Jobs or Internship History should only be included if relevant to the position you are applying for. 

Shokureki Example:

If you are applying for a first job, and therefore have no work experience, then indicate with the words なし (nashi) meaning “none”.

Shokureki First Job Example:

Conclude the Gakureki and Shokureki section with 以上 (Ijou), meaning “The End” or “That’s All” on the lower right side of the table. 

Closing up Gakureki and Shokurei Section Example:

Licences and Qualifications - 免許 (Menkyo)・資格 (Shikaku)

Menkyo and Shikaku (免許・資格) is the section for writing any licences, qualifications or certifications that you have obtained. If you have many, then only include the most relevant ones for the job. 

Information to be included in this part are…

• Name of Licence, etc.
• If the licence, qualification, or certification was obtained outside Japan, then also include the country. 
• Date Passed (合格, Goukaku) for examinations, or Date Obtained (取得, Shutoku) for licences or scores

For foreign national job applicants, having a Japanese language proficiency test is highly recommended as many jobs hiring foreign nationals usually have a minimum Japanese level requirement. If you have passed multiple levels for the same qualification, then only include the highest achieved. For this section, it is not necessary to end with 以上. 

Menkyo and Shikaku Example: 

If you have no qualifications to write, do not leave it blank but write 特になし (Toku ni nashi), which means “nothing in particular”. 

Menkyo and Shikaku Nothing to Add Example: 

Appeal Points - 自己PR (Jiko PR) & Reason for Application - 志望動機 (Shiboudouki)

Jiko PR and Shiboudouki (自己PR・志望動機) is the section that provides you with an opportunity to sell your strengths to the company, letting them know why they should pick you. Write clearly, concisely, and straight to the point. If you make it to the interview stage, keep in mind that you may be asked about what you’ve written in this section. 

Information that can be included in this section include…

志望動機 (Shiboudouki) - Reason for Application

Your reason for application and interest in the company. Do some research about the company in advance. Explain why you want to join while highlighting the company’s features. Include information like why you’d make a great fit for the role in the company, and include past experiences and strengths that would make you an asset to the company. To further demonstrate your enthusiasm, you can include your goals and career plan after joining the company. Make sure that your vision for the future is something that can be realised while at the company you are applying for. 

自己PR (Jiko PR) - Promoting Your Positive Qualities 

Recruiters are also interested in you as a person and not just your motivations for joining the company, this is where you can appeal to the company by sharing your positive qualities. If you have hobbies or special skills that can be used at the job, give priority to them. For example, if you are applying for a hotel or tourism job, then highlighting your bilingual or multilingual skills will be an advantage. Further, when writing about your hobbies, elaborate on them a little. Let’s say that your hobby is reading - it would be better to add a sentence to show just how much, such as “I read 20 books a month.” 

特技 (Tokugi) - Special Skill

Through your hobbies, you can also demonstrate your strength and personality by including an episode about your activities. For example, if your hobby is a sport, you can talk about your endeavours to improve yourself and discipline in sticking to your training regime. If you play competitively, you can also demonstrate your will to overcome defeat, teamwork skills, etc. with past experiences to back them up. 

Personal Requests - 本人希望欄 (Honnin Kibouran) & Other Information

Honnin Kibouran (本人希望欄) is a dedicated section for candidates to make requests to the company. If there are multiple positions available, this is where you can write your preferred position. It is not recommended to write salary, working hours, or workplace preferences unless there are special circumstances; these are better brought up during the interview. 

If there is nothing in particular to add, do not leave this section blank but write 貴社規定に従います (Kisha kitei ni shitagaimasu.) which means “I will follow the stipulations provided by the company”. 

Depending on the Rirekisho’s template, additional information may be asked of you…

通勤時間 (Tsuukin Jikan) - Commute Time

Write down the travel time from your current residence to the office. If different modes of commute are required then state the total time. For example, 10 minutes walk to the nearest station plus 20 minutes train commute to the office for a total of 30 minutes commute time. 

If you are planning to move house somewhere nearer to the company upon being hired, then indicate here that commuting will not be a problem.

配偶者の有無 (Haiguusha no Umu) - Marital Status

配偶者 (Haigusha) means “spouse”, and 有無 (Umu) means “Presence or Absence”, so this is basically asking your marital status. Circle 有 if married, 無 if unmarried. 

配偶者の扶養義務 (Haiguusha no Fuyougimu) - Duty to Support Spouse

If you financially support your spouse, meaning your spouse is a dependant on account of being a housewife/househusband or earning income below the dependant threshold, then circle 有. If your spouse is self-supporting and earning a salary above the dependant threshold, then circle 無. 

扶養家族 (Fuyou Kazoku) - Dependants

This section inquires whether you have dependants aside from your spouse, the words 配偶者を除く (Haiguusha wo Nozoku) - “excluding spouse” is usually written next to it in brackets. Write down the number of dependants apart from your spouse here, for example children and parents that you are financially supporting. 

Important Rules When Writing a Japanese Resume (Rirekisho)

There are some important rules to abide by when writing your Rirekisho. Be careful not to make these common mistakes!

• Do not abbreviate names of educational institutions or companies. Always write the full official names.
• Do not use pencils, mechanical pencils, erasable pens when filling out your resume.
• Do not use correction fluid. If there are any mistakes, rewrite from scratch even if it’s troublesome. 
• Do not leave any sections blank. If there is nothing to write, then indicate with 特になし (Toku ni Nashi) meaning “Nothing in particular.” Leaving sections blank can be interpreted as omission out of carelessness. 
• Do not reuse old resumes. Always use updated resumes and customise resumes for each application. 

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