A Japanese resume isn't a translated version of a Western CV — it's a different document with its own format, its own conventions, and its own vocabulary that doesn't map directly onto English resume-writing instincts. This guide walks through both documents you'll need, the exact format expected, and example phrases you can adapt, so that even if you've never written one before, you can produce something a Japanese employer will recognize as properly done.
You Actually Need Two Documents, Not One
Japanese job applications typically require two separate documents, and conflating them is one of the most common mistakes foreign applicants make.
The 履歴書 (rirekisho) is your basic personal information document — education history, work history in brief, qualifications, and a short personal statement. Think of it as your factual record.
The 職務経歴書 (shokumu keirekisho) is your detailed work history document — what you actually did, your skills, your achievements, written in your own format rather than a fixed template. This is where you make your case, similar to a Western CV's substance.
New graduates often only need the rirekisho
If you're a new graduate with no full-time work history, you typically don't need a shokumu keirekisho — or if one is requested anyway, you write "特になし" (nothing in particular) rather than leaving it blank. For anyone with prior full-time work experience, both documents are expected.
The Rirekisho Format — What Changed in 2021
For years, the rirekisho followed a fixed JIS (Japan Industrial Standards) format. In July 2020, that standard format was officially discontinued, and the Ministry of Health, Labour and Welfare introduced a new recommended template in 2021 specifically to support fairer hiring practices. The differences matter if you're using an older template you found online:
Old JIS templates may ask for things you shouldn't have to answer
The 2021 MHLW-recommended format made gender an optional field rather than mandatory, and removed four fields entirely: commute time, number of dependents (excluding spouse), spouse status, and spousal support obligation. Older JIS-format templates still circulating online include these fields. Use a current MHLW-format template where possible — it's both more appropriate and signals that you understand current norms.
What Goes in the Rirekisho, Section by Section
Personal information (基本情報): full name in both Roman letters and katakana reading, date of birth, address, phone, email. Your photo (写真) needs to be a proper formal headshot — taken within the last 3 months, plain background, business attire. This isn't optional or casual; a casual photo here actively hurts your application.
Education and work history (学歴・職歴): listed chronologically, starting with the date in the left column. Education starts from high school. Work history lists company name, and uses specific phrases for entering and leaving: 入社 (entered the company) and 退社 or 退職 (left the company). At the end of your work history list, write 現在に至る (the above continues to the present) if you're still employed, followed by 以上 (the above is everything — a formal closing marker) on the next line.
Era formatting — pick one and stay consistent
Japanese documents can use either the Western calendar (西暦, e.g. 2024年) or the Japanese imperial era (和暦, e.g. 令和6年). Either is acceptable, but mixing them within one document looks careless. Pick one system and use it throughout both your rirekisho and shokumu keirekisho.
Qualifications and licenses (資格・免許): list only qualifications you've actually obtained, using their full official name — abbreviations are considered inappropriate here even for well-known qualifications. If you have none relevant, write "特になし."
The Self-PR and Motivation Section — Where Most Foreign Applicants Struggle
This section, usually labeled 志望動機・自己PR (motivation for applying / self-PR), is the most consequential part of the rirekisho and the part with the least obvious template if you're new to it. The two parts are different in purpose, and Japanese employers expect to see both addressed even when they share one writing space.
志望動機 (motivation for applying) answers "why this company, specifically" — your understanding of the company and why you want to work there. 自己PR (self-promotion) answers "why you, specifically" — your strengths and what you bring.
A simple structure for 志望動機
A reliable four-part structure: (1) state your relevant work background briefly, (2) name your specific strength, (3) reference something specific about the company that genuinely attracted you, (4) connect your experience and skills to how you'll contribute. Example skeleton: "これまで○○の業務に携わってきました。その中でも特に○○が得意でした。貴社の○○に魅力を感じ、これまでの経験を活かして貢献したいと考えています。" (I have worked in [field]. In particular, I was skilled at [strength]. I was drawn to [company]'s [specific quality], and I want to use my experience and skills to contribute.)
A simple structure for 自己PR
A reliable three-part structure: (1) state your strength directly as a single sentence, (2) back it with a specific, concrete example — ideally with a number or measurable outcome, (3) connect it to how you'll apply that strength in the new role. Example skeleton: "私の強みは○○です。前職では○○の業務において、○○を実践し、○○という成果を上げました。この強みを貴社でも活かし、貢献したいと考えています。" (My strength is [strength]. In my previous role, I [specific action] in [area of work], achieving [concrete result]. I want to apply this strength to contribute at your company.)
貴社 vs 御社 — a common and noticeable mistake
These both mean "your company" but are used in different contexts: 貴社 (kisha) is for written documents — your rirekisho, shokumu keirekisho, and any written application. 御社 (onsha) is for spoken contexts — the interview itself. Using 御社 in your written rirekisho, or 貴社 out loud in an interview, is a small but noticeable error that signals you don't yet know the convention.
End sentences with commitment, not hesitation
Avoid ending your self-PR and motivation sentences with tentative phrasing like 〜と思います (I think...) or 〜と考えています used repeatedly. Stronger, more standard phrasing ends with direct commitment verbs: 〜します (I will do...) or 〜を行います (I will carry out...). This reads as more confident and is the conventional register expected in these documents.
Reframing Negatives — A Genuinely Useful Technique
If your real reason for leaving a previous job or seeking a change involves something that sounds negative stated directly — wanting better pay, fewer hours, a better work environment — Japanese convention is to reframe it toward a positive value rather than state the complaint directly.
Reframing examples
Instead of "the pay was low," phrase it as appreciating a results-based evaluation system: "成果が評価に直結していることに魅力を感じました." Instead of "I wanted more time off," phrase it as valuing a company's approach to work-life balance: "働く環境への取り組みに魅力を感じました." Instead of citing benefits directly, frame it as wanting long-term stability: "安心して長く働くことができる environment に魅力を感じました." The underlying reason can be the same — the framing simply emphasizes what you're moving toward rather than what you're escaping.
The Shokumu Keirekisho — Your Detailed Work History
Unlike the rigid rirekisho format, the shokumu keirekisho has more flexibility in layout, though a few conventions are still expected: A4 size (matching the rirekisho), organized either chronologically or by skill category, and focused specifically on full-time work experience with concrete detail on your actual responsibilities, scale of work, and outcomes.
For technical or specialist roles, this document carries even more weight. As one industry guide for engineers put it: think of the rirekisho as proving your character, and the shokumu keirekisho as proving your actual capability — project details, tools and technologies used, team size, and your specific role within it.
Sizing and submission practicalities
Both documents are typically formatted as A4 size for consistency and ease of handling, whether submitted by email as PDF or printed. If printing, A3 paper folded to display both A4 pages side by side (見開き) is standard; submitting as two separate A4 sheets is equally acceptable — there's no penalty for either approach. If submitting digitally, combine both documents into a single PDF file rather than sending separate attachments.
A Few Final Details That Matter More Than They Should
Never leave a field blank. If something doesn't apply to you, write "特になし" (nothing in particular) rather than leaving empty space — a blank field reads as an oversight rather than a deliberate "not applicable."
Write the document date (作成日) as close to your actual submission date as possible, not the day you first started drafting it.
List qualifications using their complete, official name rather than common abbreviations, even for widely-recognized certifications — double-check the formal name before writing it.
If hand-writing rather than typing, legibility and consistent formatting matter more than they would in an English-language context — Japanese readers expect a level of careful presentation that signals attention to detail before they've read a single word of content.