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A Japanese rirekisho (履歴書) that gets interview calls is neat, consistent and specific: it follows the standard Ministry of Health, Labour and Welfare (MHLW) layout or the employer’s own template, uses a correct 4 cm × 3 cm photo, keeps one date format from top to bottom, matches the address on your residence card, and contains a clear, job-specific motivation (志望動機) instead of a generic line copied from the internet. Recruiters in Japan often read dozens of forms for a single opening, and small errors can make an application look careless before your skills are even considered.
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For many foreign applicants, especially those coming from India where a free-style CV is normal, the rirekisho feels rigid. Every box has an expected style, and missing details stand out. The good news is that the format is predictable. Once you understand what each section is for, you can fill it in carefully and spend your effort on the two parts that actually differentiate you: the motivation and the self-PR.
This guide walks through the format, each section, photo rules, typed versus handwritten forms, sample motivation lines and the mistakes that most often cost interview calls. It is useful for Specified Skilled Worker (SSW) applicants in fields such as care, manufacturing, construction and logistics, as well as students and graduates applying for office roles.
Rirekisho vs Shokumu Keirekisho vs an Indian CV
Japanese employers may ask for one or two documents. Knowing the difference stops you from sending the wrong thing.
| Document | Purpose | Style |
| Rirekisho (履歴書) | Basic personal record: identity, education, work history, licences, motivation | Fixed boxes, photo, short entries |
| Shokumu keirekisho (職務経歴書) | Detailed work history and achievements, often requested for experienced hires | Freer layout, usually 1–2 pages |
| Indian/Western CV | Marketing document with summary, skills and achievements | Flexible; rarely accepted as a substitute in traditional Japanese hiring |
For most entry-level SSW and factory roles, the rirekisho is the main document. If an employer also asks for a shokumu keirekisho, keep the facts identical in both.
Which Rirekisho Format Should You Use?
There is no legally mandated layout. The old JIS Z 8303 sample form was withdrawn in 2020, and since 2021 the MHLW sample has become the practical standard. Key features of the MHLW style:
- Gender is optional; you may leave it blank or write as you choose.
- There are no fields for commuting time, number of dependents or spouse.
- It contains boxes for education and work history, licences and qualifications, motivation and personal requests.
If an employer, agency or support organisation gives you its own template, use that one. Following their format shows that you can follow instructions, which is valued highly in Japanese workplaces.
Section-by-Section: How to Fill It In
Date, Name and Furigana
Write the date you submit the form. Write your name as it appears on your passport and residence card, and add the katakana reading (furigana) above it, for example the katakana for “Rahul Sharma”. Consistency with official documents matters more than style.
Address and Contact Details
Your address must match your residence card if you are in Japan. Applicants abroad should write their full current address and a reachable phone number and email. Use a simple, professional email address.
Education History (学歴)
List schools in chronological order, oldest first, with month and year of entry and graduation. Many applicants start from junior high or secondary school. For Indian qualifications, write a clear English equivalent, such as “Secondary School Certificate (Class 10), CBSE” or “ITI – Fitter, two-year course”, so the reader can understand the level.
Work History (職歴)
Write each company, joining and leaving month, and a short description of the role. Note “resigned for personal reasons” or “contract ended” if you left. Finish the whole history section with 以上 (“end”) aligned to the right on the last line.
Licences and Qualifications (免許・資格)
This box is very important for SSW applicants. Include JFT-Basic (with your score) or JLPT level, your field’s SSW skills test pass, a driving licence if relevant, ITI or trade certificates, and caregiving training. Use the exact official names and the month and year obtained.
Motivation (志望動機)
Write 4–6 sentences explaining why this field, why this company and what you can contribute. More on this below.
Self-PR (自己PR)
Choose one or two strengths and prove each with a short example, such as attendance record, safety awareness or teamwork on a production line.
Personal Requests (本人希望記入欄)
Most applicants write that they will follow the company’s rules (貴社の規定に従います). Only add a request if it is essential, such as a fixed start date due to visa timing.
Photo Rules Recruiters Notice
- Size: 4 cm tall × 3 cm wide.
- Background: plain white, light blue or grey.
- Clothing: business attire, such as a plain shirt and jacket.
- Taken within the last 3 months.
- Face clearly visible, neutral expression, neat hair, no caps or sunglasses.
- For a typed PDF, insert a clear digital photo; for a paper form, attach the printed photo firmly.
A selfie, a cropped group photo or an old photo is one of the quickest ways to make a form look unprofessional.
Typed or Handwritten?
A typed rirekisho saved as a PDF is now standard for most employers and agencies. Some traditional employers, often in rural care, accommodation or food businesses, may still prefer handwriting because they see it as a sign of effort. If you handwrite, use a black pen, write slowly and start again on a fresh sheet instead of using correction fluid. Never mix typed and handwritten sections in one form. When sending by email, attach a PDF rather than a .docx file, because a Word file can change its layout on another computer.
Writing a 志望動機 That Gets Read
The motivation section is where most foreign applicants lose the reader. A weak motivation is vague and could be sent to any company. A strong one is specific to the field and the employer.
Weak example (English meaning): “I like Japan and want to work in a Japanese company. I will work hard.”
Stronger example (English meaning): “I studied as a fitter at ITI and worked for two years assembling pump parts, where I followed daily quality checklists. I passed the manufacturing skills test and JFT-Basic. I am applying to your company because you produce precision parts and train staff in quality control, and I want to grow into an inspector role. I can contribute careful work and a strong attendance record.”
- Mention one concrete fact about the employer from its official website.
- Link your experience or training to the actual duties.
- State a realistic goal, such as learning a process or reaching N3.
- Avoid machine translation; ask a teacher or Japanese speaker to check grammar.
A Self-PR That Uses Evidence
The 自己PR box is your chance to show character, but adjectives alone do not convince recruiters. “I am hardworking and punctual” is something every applicant writes. Instead, pick one strength and prove it with a fact.
- Reliability: “In two years at my previous workplace, I was never late and took no unplanned leave.”
- Safety awareness: “I followed lockout and safety checklists daily on a press machine line.”
- Care and patience: “I cared for my grandmother for three years, helping with meals and mobility, which led me to choose nursing care.”
- Learning ability: “I studied Japanese for one hour every day and moved from no knowledge to JFT-Basic A2 in about a year.”
Keep it to three or four sentences and end by linking the strength to how it will help in the job you are applying for.
Common Mistakes That Cost Interview Calls
- Mixing Western years and Japanese era years (such as 令和8年 for 2026) in one form.
- Gaps in dates with no explanation.
- An address that does not match the residence card.
- Copying the same motivation for every company.
- Overstating Japanese ability, which becomes obvious in the interview.
- Listing tests you have booked but not passed as if they were passed.
- Forgetting 以上 at the end of the history section.
- Sending a phone photo of a paper form instead of a clean scan or PDF.
Roles Where a Strong Rirekisho Helps – Typical Pay
Many SSW and entry-level roles receive many applications, so a clean form can help you reach interview. Indicative figures from survey and job-offer data:
| Position | Indicative Monthly Salary |
| SSW Worker (all-field average) | around ¥200,000 – ¥210,000 |
| Warehouse Worker (Saitama, part-time) | ¥210,000 (hourly ¥1,298 average) |
| Quality Inspector | ¥237,000 |
| Caregiver | ¥253,000 (base and regular allowances) |
| Welder | ¥260,000 |
Actual pay depends on the employer, prefecture, shift pattern and allowances, and take-home pay will be lower after insurance, pension and tax.
Final Checklist Before You Send
- Names, dates and test results match your passport, residence card and certificates.
- One date format used throughout.
- Photo meets the size and background rules.
- Motivation mentions this specific employer.
- File saved as a PDF with a clear name, such as your name and “rirekisho”.
- You have applied only through the employer’s official recruit page or a licensed agency; never pay an unlicensed agent to “prepare” or “approve” your rirekisho.
- Remember that receiving an interview or job offer is not a visa guarantee; the Immigration Services Agency decides on visas.
Typical Monthly Pay for Common Roles
The figures below are indicative monthly amounts drawn from published job listings and wage data. Actual pay depends on the employer, region, shifts and allowances.
| Position | Indicative Monthly Salary |
| Welder | ¥260,000 |
| Caregiver | ¥250,000 |
| Quality Inspector | ¥240,000 |
| Warehouse Worker | ¥210,000 |
| SSW Worker | ¥210,000 |
Frequently Asked Questions
Can I write my rirekisho in English?
Some international employers accept English, but most Japanese employers expect Japanese. Follow the job posting’s instructions.
Do I need to write my age or gender?
The MHLW sample makes gender optional. Date of birth is usually still requested; follow the template you are given.
How long should the 志望動機 be?
About 4–6 sentences is a good target: enough to be specific without overflowing the box.
Should I list part-time jobs?
Include them if they are relevant or if leaving them out would create an unexplained gap.
Is the same rirekisho fine for every company?
The personal and history sections can stay the same, but rewrite the motivation for each employer.
Can someone else write it for me?
A teacher can check grammar, but the content should be yours, because interviewers will ask about it.
Final Words
A rirekisho rarely wins a job on its own, but a careless one can lose you the chance to interview. Use the employer’s template or the MHLW format, follow the photo rules, keep dates consistent and invest your effort in a specific motivation and a short, evidence-based self-PR. Combined with genuine Japanese study and the right test passes, a clean rirekisho gives recruiters a reason to call you.
Disclaimer: All salary figures mentioned in this article are indicative estimates based on published job listings and industry data and may vary by employer, location, experience, and contract terms. They do not represent a guaranteed salary, job offer, or visa approval.