Writing a Rirekisho as a Foreign Job Seeker in Japan: A Section-by-Section Guide

The rirekisho (履歴書) is one of Japan’s most widely used résumé formats, and while it might feel rigid compared to résumé styles you’re used to, understanding its structure makes it much easier to fill out well. It’s worth knowing upfront that exact requirements vary by company and industry — some employers request it, some don’t, and formats aren’t perfectly uniform across every template in circulation.

Short answer: it’s a largely standardized document covering your personal details, education and work history in chronological order, qualifications, and your motivation for applying — commonly submitted alongside a separate, more detailed shokumu-keirekisho (職務経歴書) for professional roles.

Rirekisho vs Shokumu-keirekisho: What’s the Difference?

	履歴書 (Rirekisho)	職務経歴書 (Shokumu-keirekisho)
Format	Fixed, standardized template	Free-form, generally 1-2 pages
Content	Personal details, education/work history in list form, qualifications	Detailed narrative of your work experience, achievements, and skills
When it’s needed	Widely used and commonly requested, though not universal across every company or industry	Commonly expected for mid-career and professional roles; less common for entry-level or part-time positions

The 2021 Format Update You Should Know About

If you’re starting from scratch today, using the current Ministry of Health, Labour and Welfare (MHLW) sample template is generally a safe default unless your employer specifies a different format. Here’s the background on why two versions exist.

Until 2020, the de facto standard in Japan was based on a format published as part of a Japanese Industrial Standards (JIS) reference document. In July 2020, following advocacy from LGBT rights organizations specifically calling for the removal of a mandatory gender field, the Japan Standards Association removed the resume format from its official JIS reference materials entirely. MHLW subsequently published its own sample resume template (履歴書様式例) in April 2021, intended as a reference for employers and job seekers pursuing fair hiring practices.

Field	Old JIS-Style Format	MHLW Sample Template (2021–)
Gender (性別)	Typically required	Optional — can be left blank entirely
Commute Time (通勤時間)	Typically included	Not included
Spouse (配偶者)	Typically included	Not included
Dependents (扶養家族数)	Typically included	Not included

⚠️ Keep in Mind: Some employers may still ask applicants to complete fields like gender or family status when using their own company-specific template, even though the current MHLW sample template omits them entirely.

Section-by-Section Breakdown

1. Basic Information (基本情報)

• Date of writing — many templates expect this updated to the date you actually submit it, not when you first drafted it
• Name, date of birth, address, contact information — straightforward, though address formatting follows Japanese conventions (postal code, prefecture, city, etc.)

• Photo — a formal photo is commonly expected in the designated box; conventions around attire and background are generally recommended rather than strictly mandated, though following common practice (plain background, business attire) is a safe default

Aspect	General Convention
Size	30mm × 40mm (or 40mm × 30mm depending on the template)
Background	Plain, light-colored (white, light blue, or light gray)
Expression	A natural, neutral expression is generally recommended
Attire	Business attire is generally recommended, though this varies by industry
Recency	Taken within the last 3 months

2. Education and Work History (学歴・職歴)

Listed in chronological order, generally starting with your most senior secondary or post-secondary education, through to your most recent job. Japanese convention typically separates 学歴 (education) and 職歴 (work history) into their own labeled sections within the same chronological table, with the word 「以上」 (literally “the above/that’s all”) written on its own line directly after the very last entry in the entire history section — marking the end of the list, not a header for each entry.

💡 If you attended school or worked outside Japan, it’s generally fine to include the institution or company name in its original language alongside an English or Japanese translation for clarity, since the reviewer may not be familiar with a foreign institution’s name.

3. Qualifications and Licenses (資格・免許)

List relevant certifications, language proficiency test results (like JLPT level, if applicable), and any professional licenses. If you don’t have formal certifications relevant to the role, it’s generally acceptable to note relevant skills here instead, though the section is traditionally intended for formal qualifications.

4. Motivation for Applying (志望動機)

This section asks why you specifically want this job at this company — generic answers are generally noticeable to reviewers, so connecting your specific background or interests to the company’s actual work tends to stand out more than a broadly reusable answer.

5. Personal Preferences / Requests (本人希望記入欄)

A space to note any specific requests, such as preferred work location if the company has multiple offices, or other relevant conditions. If you don’t have specific requests, writing something like 「貴社規定に従います」(I will follow your company’s policies) is a commonly used, neutral phrase.

Common Kanji You’ll See on Every Rirekisho

Japanese	Meaning
入学	Entered school
卒業	Graduated
入社	Joined company
退社	Left company
現在に至る	Present (still ongoing)
以上	End of list

Keeping this table nearby while filling out your rirekisho can save a lot of dictionary look-ups.

Formatting Conventions Worth Knowing

Convention	General Guidance
Handwritten vs. digital	Digital rirekisho are commonly accepted today, especially for online applications, though some traditional companies may still prefer handwritten versions — if unsure, a digital version is generally a safe default unless specified otherwise
Photo style	Generally recommended: plain background, business attire, neutral expression — not a strict legal requirement, but a widely followed convention
Hanko (personal seal)	Older traditional formats sometimes include a space for a personal seal, but many current templates in circulation have dropped this field entirely as part of Japan’s broader move away from hanko-based paperwork; if it’s not present or not explicitly requested, this is generally not a concern for foreign applicants
Phone number format	Japanese phone number formatting (e.g., 090-XXXX-XXXX) is commonly expected if you have a Japanese number; if you only have a foreign number, including the country code clearly is a reasonable alternative

Formatting Your Work History as a Foreigner

Your Original Title	A Clearer Equivalent for a Japanese Reviewer
Growth Hacker	Marketing Strategy (マーケティング戦略)
Customer Success Manager	Customer Support / Client Relations (カスタマーサポート)
Sales Engineer	Technical Sales (技術営業)
Evangelist	Product Marketing / Community Lead, depending on actual duties

Two friends of mine took different paths to their first rirekisho. One handed her English-language resume to a Japanese friend, who reformatted the content into the standard rirekisho layout for her. Another built her own version in Japanese, based loosely on the European-style CV format she was used to from home — a reminder that a reasonably close approximation is often good enough, especially early on.

Writing a Motivation Section That Actually Works

Weaker Example	Stronger Example
“I like Japan and want to work here.”	“I would like to apply my five years of marketing experience to help [Company]’s growing international customer base.”
“I am a hard worker and fast learner.”	“In my previous role, I reduced onboarding time for new clients by 30% — a skill I’d like to bring to your team.”

Common Mistakes Foreign Applicants Make

• Submitting a resume translated word-for-word from a Western CV format instead of using the rirekisho template structure
• Leaving the 志望動機 (motivation) section generic or reused across multiple applications
• Forgetting furigana readings above your name and address
• Omitting 以上 at the end of the work history section

FAQ

Q: Can I write my rirekisho in English?
A: This depends heavily on the company and role — some international or foreign-friendly companies accept English rirekisho, while many domestic Japanese companies generally expect Japanese. When in doubt, ask the recruiter or check the job posting’s language before assuming.

Q: Do I need to include a photo?
A: Most standard rirekisho templates include a designated photo space, and providing one is commonly expected — leaving it blank without explanation may come across as incomplete.

Q: Where can I get a rirekisho template?
A: Templates are widely available for free online (both digital fillable formats and printable ones), and are also sold at convenience stores and stationery shops in physical form.

Your Rirekisho Checklist

• Used a standard, widely recognized rirekisho template rather than an informal format
• Listed education and work history in correct chronological order with consistent date formatting
• Included a business-appropriate photo in the designated space
• Wrote a specific, company-relevant motivation statement rather than a generic one
• Confirmed whether the company expects a rirekisho in Japanese, English, or either
• Prepared a separate shokumu-keirekisho if applying for a professional or mid-career role

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