Japanese employers may request two different documents: a 履歴書 (rirekisho) for basic personal, education and employment history, and a 職務経歴書 (shokumu keirekisho) for detailed professional experience and achievements.
Requirements vary by employer, industry and application system. Always follow the job posting or the template provided by the company.
Rirekisho vs Shokumu Keirekisho
| Document | Main purpose | Typical content |
|---|---|---|
| 履歴書 Rirekisho | Basic application profile | Contact details, education, employment history, qualifications, reason for applying and availability |
| 職務経歴書 Shokumu keirekisho | Detailed professional record | Career summary, responsibilities, projects, skills and evidence of achievements |
Entry-level applicants may be asked mainly for a rirekisho. Experienced or mid-career applicants are often asked for both documents.
Before You Start
- Read the job description carefully.
- Use the company’s specified file type, form and submission method.
- Prepare exact dates for education, employment and qualifications.
- Confirm the official Japanese names of schools, companies and certificates.
- Use only true information that you can explain in an interview.
- Do not include sensitive personal information unless the form lawfully requires it.
Basic Rirekisho Sections
1. Date and Contact Details
Use a professional email address and a telephone number you answer regularly. Write your current address accurately. Keep the calendar system consistent—either Western years or Japanese era years—unless the form instructs otherwise.
2. Name and Reading
Write your legal name consistently with the application instructions. For the reading field, use the script requested by the form, commonly furigana or katakana.
3. Education History
List the important stages of education in a clear and consistent order. Include the month and year of entry and graduation, or expected graduation.
2021年4月 〇〇大学 〇〇学部 入学
2025年3月 〇〇大学 〇〇学部 卒業
4. Employment History
Record the official company name, start and end dates and a clear reason such as joining or leaving. Use neutral factual wording.
2023年4月 株式会社〇〇 入社
営業部にて顧客対応を担当
2026年3月 一身上の都合により退職
5. Licences and Qualifications
Include relevant qualifications using their official names and acquisition dates. Do not write a qualification you have not yet received unless the form has a clear “planned” or “expected” field.
- 日本語能力試験 N2 合格
- 普通自動車第一種運転免許 取得
- Relevant technical, safety or professional certifications
6. Reason for Applying
A strong 志望動機 connects three things: why this company, what experience you offer and how you hope to contribute.
これまでの接客経験と日本語力を生かし、外国人のお客様にも安心していただけるサービスを提供したいと考え、志望いたしました。
Meaning: “I applied because I want to use my customer-service experience and Japanese ability to provide service that also makes international customers feel comfortable.”
Writing the Shokumu Keirekisho
This document should show what you did, how you did it and what result you achieved. Use headings and bullet points so recruiters can scan it quickly.
Recommended Structure
- Document title and date
- Career summary
- Detailed employment history
- Skills and tools
- Qualifications and language ability
- Self-promotion section
Career Summary Example
飲食店で三年間、接客、予約管理、新人教育を担当しました。日本語とネパール語を使用し、外国人のお客様への案内にも対応してきました。
Meaning: “For three years at a restaurant, I was responsible for customer service, reservation management and training new staff. I also assisted international customers using Japanese and Nepali.”
Achievement Formula
Use: task + action + result. Numbers are helpful when they are accurate and meaningful.
- Handled customer enquiries in Japanese and Nepali.
- Created a multilingual instruction sheet that reduced repeated questions.
- Trained three new staff members using a standard checklist.
- Improved inventory records by introducing a daily confirmation process.
Self-PR That Uses Evidence
Avoid writing only “I am hardworking.” Explain the behaviour that proves the strength.
私の強みは、確認を丁寧に行うことです。前職では、注文内容を復唱し、記録を残すことで、伝達ミスの防止に努めました。
“My strength is checking details carefully. In my previous job, I repeated orders and kept records to help prevent communication errors.”
Photo and Format
Some application forms or employers request a photograph, while other systems do not. Follow the current instructions for the specific application. When a photo is requested, use the stated size and a recent, clear, professional image.
Typed applications are widely used, but some employers may provide a form with specific completion instructions. Do not assume that handwriting is required or preferred. Follow the employer’s directions.
Privacy and Accuracy
- Do not add passport numbers, residence-card numbers or banking information to a normal resume.
- Do not send identity documents through an unverified link or informal message.
- Check whether sensitive fields are required before completing them.
- Keep a copy of the exact application you submitted.
- Be prepared to explain every date, skill and achievement.
Common Mistakes
- Using different dates across the resume and application form
- Translating school or company names inconsistently
- Submitting a generic reason for applying
- Listing responsibilities without showing contribution
- Using exaggerated Japanese ability or invented achievements
- Ignoring the requested filename, format or deadline
- Sending the document without proofreading Japanese names and dates
Final Review Checklist
- The document follows the employer’s current instructions.
- My name, dates and contact details are consistent.
- Every qualification and achievement is accurate.
- My reason for applying is specific to the role.
- The work-history document is easy to scan.
- A proficient Japanese reader has checked important wording.
- The file opens correctly and has a professional filename.
Prepare for the Interview
Make sure your spoken self-introduction matches the information in your application documents.