How to Write a Japanese Resume (履歴書) in 2026: A Complete Guide for Foreigners

Published 2026-09-04 · 7 min read

If you’re applying to work in Japan, the first document you’ll be asked for is the 履歴書 (rirekisho) — a one-page resume in a very specific layout that has barely changed since the 1970s. Unlike a Western CV, the rirekisho is hand-filled (in pen) on a standardized A3 or A4 form, has a passport photo glued to the top-right, and follows strict formatting rules. Get any of these wrong and your application quietly disappears from the shortlist.

This guide explains exactly what a rirekisho is, who needs one, the step-by-step format, the photo requirements (and why your LinkedIn headshot won’t work), the 8 fields you must include, the 5 most common mistakes foreigners make, and a free 2026 template you can print at home. By the end, you’ll have a rirekisho that reads as professionally as a native applicant’s.

We’ll also cover the cultural side — why dates are written in Japanese calendar years, why you must include your 通勤時間 (commute time), and why omitting your photo is a polite way to fail your application.

1. What is a rirekisho, and who needs one?

The 履歴書 (rirekisho) is the Japanese equivalent of a one-page resume. It’s used for new-grad hiring (新卒), mid-career switching (中途採用), and part-time jobs. It is not the same as the 職務経歴書 (work-history CV), which is a separate, multi-page document you attach alongside. Many foreigners confuse the two: rirekisho is the standardized form; 職務経歴書 is the detailed narrative of your career.

1.1 The two documents, side by side

Rirekisho (履歴書) is a 1-page standardized form covering personal info, education, work history, certifications, and self-PR. 職務経歴書 (work-history CV) is a 2-5 page free-form narrative of your projects, tech stack, and achievements. Mid-career roles (中途) want both; new-grad roles (新卒) only want the rirekisho.

1.2 When you don’t need one

You don’t need a rirekisho for: foreign multinationals operating in Japan (they accept Western CVs), gig/contract roles via platforms like Upwork, and remote roles based overseas. For everything else in the Japanese job market — including startups with Japanese founders — a polished rirekisho is non-negotiable.

2. The 8 fields every rirekisho must include

A standard rirekisho form has exactly these 8 fields, in this order:

日付 (Date) — the day you submit. Use Japanese calendar year (令和8年 = 2026).
写真 (Photo) — passport-size (36×4mm, actually 30×40mm in mm; 36×4mm is the field size), glued top-right, taken within 3 months.
氏名 (Name) — your full name in Japanese order (family name first). Add furigana (reading) in hiragana above the kanji.
生年月日 (Date of birth) — year/month/day in Japanese calendar. Add age as of submission date.
現住所 (Current address) — including postal code (〒). Commute time matters: include 通勤時間 (e.g. 30分).
学歴 (Education history) — high school graduation onwards, in chronological order, no gaps.
職歴 (Work history) — every job, in chronological order, with the company name in full (no abbreviations).
志望動機・自己PR (Motivation & self-promotion) — typically 2-3 lines each, hand-written in pen.

3. The 5 mistakes that disqualify most foreigners

In our experience reviewing thousands of rirekisho for foreigners, these 5 mistakes account for 80% of rejections:

Using a Western passport-style photo with white/gray backdrop. Japan wants a specific 履歴書 photo with light-blue or white background, taken in a photo booth (証明写真機) within 3 months. Use a service like aijpjobs.com’s AI Headshot to get a compliant photo in 30 seconds.
Writing dates in Western (Gregorian) calendar instead of Japanese era calendar (令和8年). Most Japanese HR filters look for era-year formatting.
Leaving 通勤時間 (commute time) blank. This is mandatory — employers use it to plan office attendance. If you’re relocating for the job, write "1時間以内" (within 1 hour).
Omitting 志望動機 (motivation). Even a generic 2-line statement is required. Don’t leave it blank.
Hand-writing in pencil. Must be black or blue-black ink pen (黒インク or 黒ボールペン). Pencil is auto-rejected.

4. Frequently asked questions

Do I really need a Japanese-style photo, or can I use my existing headshot?

You need a 履歴書-specific photo: 30×40mm (or 36×48mm depending on form), light-blue or white background, taken within 3 months, with no smiling or closed-mouth bias. Your LinkedIn headshot likely fails all four criteria. Use aijpjobs.com’s AI Headshot to get a compliant one in 30 seconds for ~$0.66.

Can I fill the rirekisho on a computer and print it?

Yes, — many now accept typed and printed submissions. Use a Word/Google Docs template that matches the JIS-standard layout. Hand-writing is more traditional and slightly preferred for new-grad roles, but typed is widely accepted for mid-career.

Do I need a separate 職務経歴書 (work-history CV)?

For mid-career roles (中途採用), yes — typically 2-5 pages detailing your projects, tech stack, achievements, and team size. For new-grad roles (新卒), no. Some companies explicitly request 職務経歴書 in the job posting; others don’t. When in doubt, attach a 2-page one.

How long does it take to write a good rirekisho?

First-time: 2-4 hours. With practice: 30-60 minutes. The bulk of the time is figuring out the 志望動機 (motivation) and self-PR — not the format itself. Tip: draft 志望動機 last; it’s easier once the rest of the document is filled.

I have a Japanese name and a non-Japanese name. Which do I use?

Use the name on your residence card (在留カード) — that’s the legal name in Japan. If your passport name differs, include both in the furigana area with a note like "(パスポート: John Smith)". Don’t try to pick one — HR will cross-check your 在留カード.

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