What is the process for mailing letters and packages? How to use services like Japan Post and Yamato Transport?

No problem! Sending things in Japan is actually very convenient once you get the hang of it—the system is truly a breeze. Let me break down the whole process for you in simple terms.

First, Meet the Two Giants: Japan Post vs. Kuroneko Yamato (Black Cat Ta-Q-Bin)

In Japan, the parcel delivery market is dominated by these two companies:

Japan Post (日本郵便 - Nippon Yūbin)
- Identity: The official postal service, similar to China Post.
- Logo: The red "〒" symbol.
- Services: Handles everything from letters and postcards to large parcels, both domestically and internationally. It's the most common choice for international shipments.
- Locations: Post offices are everywhere.
Kuroneko Yamato (ヤマト運輸 / Kuroneko Yamato - Black Cat Ta-Q-Bin)
- Identity: The largest private delivery company, think of it as Japan's "SF Express" (Shunfeng).
- Logo: The heartwarming logo of a black cat carrying a kitten.
- Services: Specializes in domestic parcel delivery within Japan, renowned for excellent service, speed, and convenience.
- Locations: Besides their own service centers, their biggest advantage is that you can ship from almost any convenience store (7-11, FamilyMart, etc.)!

I. Sending a Letter or Postcard (The Simplest)

This is primarily handled by Japan Post.

Prepare the Envelope/Postcard and Stamp:
- You can buy these at any post office or convenience store. Stamps (切手 - kitte) are also available there.
- For standard domestic mail (定形郵便物), it costs ¥84 for up to 25g and ¥94 for up to 50g (prices may change, confirm when buying).
Write the Address:
- Japanese addresses are written in the opposite order to Chinese, starting broadly and narrowing down:
  - Line 1: Recipient's Name + 様 (様 is an honorific, equivalent to "Mr./Ms.", it's essential!)
  - Line 2: Apartment/Building Name and Room Number
  - Line 3: XX Ward, XX City, XX Prefecture (e.g., Shinjuku-ku, Tokyo-to) - the detailed address from smaller to larger areas.
  - Line 4: 〒XXX-XXXX (Postal Code)
- Write your own address and name in the top left corner.
Mail It:
- Find a red mailbox (ポスト - posuto) on the street.
- Mailboxes usually have two slots:
  - Left Slot: For standard-sized mail like letters and postcards.
  - Right Slot: For larger letters, international mail, or express mail (速達 - sokutatsu).
- Just drop it in – super simple.

II. Sending a Domestic Parcel within Japan

This is where Kuroneko Yamato shines, though Japan Post is also an option.

Method A: Using Kuroneko Yamato (Most Recommended!)

Where to Send From?

Convenience Stores (コンビニ - conbini): This is the easiest way! Just take your packed item to a 7-11 or FamilyMart.
Kuroneko Yamato Service Centers: You can also go directly if there's one nearby.

What's the Process?

Pack your item securely. You can use your own box or buy one at the convenience store or service center.
Fill out the "Ta-Q-Bin Waybill" (送り状 - okurijō). This is the most crucial step.
- Waybills are usually available near the counter for you to pick up:
  - Sender-Pay (元払い - Motobarai): Green form – sender pays the shipping fee. This is the most common.
  - Receiver-Pay (着払い - Chakubarai): Pink form – receiver pays the shipping fee (cash on delivery).
- You need to fill in:
  - Recipient (お届け先 - O-todoke-saki): Recipient's postal code, address, name, phone number.
  - Sender (ご依頼主 - Go-irainushi): Your postal code, address, name, phone number.
  - Item Description (品名 - Hinmei): What's inside the parcel. Keep it simple, e.g., "Books (書籍)", "Clothes (衣類)", "Food (食品)".
  - Preferred Delivery Time (配達希望時間帯): This is a fantastic Kuroneko service! You can specify a delivery window, like morning, 14:00-16:00, or 18:00-20:00. Optional.
Hand it to the clerk. Give your packed item and the completed waybill to the convenience store clerk.
Measurement and Payment. The clerk will measure the parcel's size and weight to calculate the shipping cost. After you pay, they'll give you a receipt with the tracking number (お問い合わせ番号) – keep this safe!
Done! You can go home and wait for the recipient to get it.

Method B: Using Japan Post (ゆうパック - Yū-Pack)

The process is similar to Kuroneko, just the location and forms differ.

Where to Send From?

Post Office (郵便局 - yūbinkyoku).

What's the Process?

Pack your item securely.
Go to the post office counter and fill out the "Yū-Pack" waybill. You'll need to fill in sender/recipient info and contents.
Hand it to the counter staff. They will weigh it and calculate the postage.
Pay and get your receipt with the tracking number.

Pro Tip: Japan Post's "Magic Tool" – Letter Pack If your item isn't too big (within A4 size, under 4kg), consider using Letter Pack (レターパック).

It's a fixed-price envelope pouch.
Available at post offices and some convenience stores (like Lawson).
Two Types:
- Letter Pack Light (Blue): ¥370. For items under 3cm thick; delivered directly to the recipient's mailbox.
- Letter Pack Plus (Red): ¥520. No thickness limit (as long as it fits and seals); requires recipient signature upon delivery.
After buying, put your item inside, write the address, and drop it into the mailbox (use the large slot on the right) – no need to go to the counter, super convenient!

III. Sending an International Parcel from Japan

This is mainly Japan Post's domain.

Where to Send From?

You must go to a post office counter. A larger central post office is best, as smaller ones might not handle international mail.

What's the Process?

Pack your item securely. Note: Postal staff may need to inspect the contents, so don't seal the box completely beforehand.
Go to the post office and tell the staff you want to send an international parcel (国際郵便 - kokusai yūbin).
Fill out the waybill and Customs Declaration Form (税関告知書 - zeikan kokuchisho).
- This is the most important step. You must fill it out in English or the language of the destination country.
- Contents (Content): Be specific. Don't just write "Gift" or "Personal items". Write things like "Used clothes", "Books", "Snacks", etc.
- Quantity & Value: List the quantity and value of each item accurately. The total value affects whether customs duties apply in the destination country.
- Signature.
Choose a shipping method. The staff will ask how you want to send it. Main options (choose based on budget and speed needs):
- EMS (国際スピード郵便 - Express Mail Service): Fastest, most expensive, full tracking, best service. Ideal for important documents or urgent items. Takes about 3-7 days.
- Airmail (航空便 - Kōkūbin): Standard airmail. Slower than EMS, moderate price. Takes about 1-2 weeks.
- SAL (エコノミー航空便 - Economy Airmail): Uses surplus aircraft space, so speed varies. Slower than Airmail but faster than Sea Mail. Good value. Takes about 2-4 weeks. (Note: SAL service to many countries was suspended after the pandemic; check the official website before sending).
- Surface Mail (船便 - Funa-bin): Sea Mail. Slowest, cheapest. Suitable for large, non-urgent items like books or moving boxes. Be prepared to wait 1-3 months.
Weighing and Payment. The staff will weigh your parcel and calculate the cost based on your chosen method and destination.
Get your receipt. It has your tracking number so you can check the parcel's location anytime.

Key Takeaways:

Sending Domestic Small Parcels: Kuroneko Yamato is the top choice, using convenience stores is easiest. Remember to use the correct green (sender-pay) or pink (receiver-pay) form.
Sending Domestic Documents/Small Items: Use Japan Post's Letter Pack (Red/Blue envelope pouch) for hassle-free shipping.
Sending International Parcels: Must go to the post office, carefully fill out the Customs Declaration, and choose between EMS / Airmail / SAL / Surface Mail based on speed and budget.

Hope this guide helps! The overall experience of sending things in Japan is excellent, and the staff are usually very patient. If you're unsure about anything, just ask them directly.