What are the writing standards for Japanese-style resumes (履歴書 - Rirekisho) and work history documents (職務経歴書 - Shokumu Keirekisho)?

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Answer: Okay, no problem! When job hunting in Japan, understanding the two documents, the "Rirekisho" (Resume) and the "Shokumu Keirekisho" (Work History/Career History), is the first and most crucial step. Many people get confused at first, but it becomes simple once you understand their "personas."

Let's use an easy analogy:

• Rirekisho (履歴書): Think of it as your "official household register" or "ID card." It has a fixed format and is primarily for companies to quickly and standardly understand your basic background information, such as who you are, where you graduated from, and how many jobs you've held. The focus is on "listing facts."
• Shokumu Keirekisho (職務経歴書): This is your "personal professional storybook" or "capability specification." The format is flexible, and its main purpose is to showcase your professional skills, project experience, and specific achievements to the company, demonstrating exactly what you can do. The focus is on "demonstrating abilities and achievements."

Now, let's look at the specific writing conventions for each in detail.

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Rirekisho (履歴書) – Your "Official Record"

This document is very particular about format and details, as it reflects your seriousness and meticulousness.

Key Points:

1. Standard Format: Typically use commercially available or downloadable JIS (Japanese Industrial Standard) formatted templates. Do not create your own format.
2. Photo:
   • Must be attached! This is a strict requirement.
   • Size is usually 3cm x 4cm.
   • Must be a recent photo taken within the last 3 months, facing forward, without a hat, and with a plain background (usually blue or white).
   • Wear formal attire! Men: suit and tie. Women: business suit. Expression should be serious and alert. Absolutely do not use casual photos or selfies.
3. Date:
   • The date in the top-right corner should be the submission date, not the date you wrote it.
   • The year can be written in the Western calendar (e.g., 2023) or the Japanese calendar era (e.g., Reiwa 5), but the entire resume must be consistent! Using the Japanese era is recommended for a more authentic feel.
4. Personal Information Section:
   • For the ふりがな field above your name: if it says 「ふりがな」, use Hiragana for phonetic spelling; if it says 「フリガナ」, use Katakana.
   • Write your full address, down to the house/apartment number.
5. Education and Work History (学歴・職歴):
   • Write them separately. Start with "Education" (学歴), beginning from high school (some say start from elementary/middle school, but high school is the minimum).
   • After finishing education, leave one blank line, center "Work History" (職歴), and then list your work experience.
   • List all entries in chronological order.
   • Write company names in their full official form, not abbreviations. Include "Kabushiki Kaisha" (株式会社) or "Yugen Kaisha" (有限会社).
   • For reason for leaving, generally write "Isshinjō no tsugō ni yori taishoku" (一身上の都合により退職 - resigned due to personal circumstances). If it was due to company circumstances like bankruptcy, you can write "Kaisha tsugō ni yori taishoku" (会社都合により退職 - resigned due to company circumstances).
   • After listing everything, write "Ijō" (以上 - End) on the far right of the last line.
6. Licenses and Qualifications (免許・資格):
   • List in chronological order of acquisition.
   • Write the official name of the qualification, e.g., "Nihongo Nōryoku Shiken N1 Gōkaku" (日本語能力試験N1 合格 - Passed Japanese Language Proficiency Test N1), not just "N1".
7. Self-PR / Motivation (自己PR・志望動機):
   • This is one of the few sections in the Rirekisho where you can express yourself freely, but space is limited.
   • Keep the content concise and impactful, highlighting your core strengths and why you want to join this company. A more detailed version will go in the Shokumu Keirekisho.
8. Preferences Section (本人希望記入欄):
   • This is not for discussing salary! Unless the job posting explicitly asks for expected salary.
   • Generally, fill in your desired position, work location, etc. If there are no specific requirements, write "Kisha kitei ni shitagaimasu" (貴社規定に従います - Will follow your company's regulations).

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Shokumu Keirekisho (職務経歴書) – Your "Professional Storybook"

This document is where you shine. The format is relatively free, and it's key to showcasing yourself and impressing HR.

Key Points:

1. Flexible Format, but Clear: While there's no fixed template, it's usually 1-2 pages on A4 paper. Layout should be clear and easy to read so HR can quickly grasp the key points.
2. Common Structures:
   • Reverse Chronological (逆編年体式): Most common! Start with your most recent job and work backwards. Suitable for most people because HR is most interested in what you've done recently.
   • Chronological (編年体式): List jobs from your first position to the present in order. Suitable for those with shorter work experience or a very linear career path.
   • Functional / Skills-Based (キャリア式): Organize content by project or skill area, not by time. Suitable for technical experts, project specialists, or those with frequent job changes who want to highlight specific expertise.
3. Core Content Structure:
   • ① Job Summary (職務要約):
     • Place this at the very beginning; it's the "trailer" for the whole document.
     • Summarize your career, core skills, and key highlights in 3-5 lines. This is crucial for grabbing the HR reader's attention.
   • ② Work Experience (職務経歴):
     • This is the main section. For each job, include:
       • Company name, employment period, department, position.
       • 【Key】Job Responsibilities (業務内容): What were you specifically responsible for?
       • 【Super Key】Achievements (実績): What results did you achieve? Always quantify your achievements!
         • Bad Example: Responsible for product sales.
         • Good Example: Increased quarterly sales of Product A by 15% and exceeded KPI by 20% by developing new sales channels and optimizing sales pitches.
   • ③ Applicable Experience, Knowledge, Skills (活かせる経験・知識・スキル):
     • List your skills separately in a dedicated section.
     • E.g.: Language skills (Japanese: Business level N1, English: TOEIC 900), PC skills (Word, Excel advanced functions, PowerPoint), Professional skills (Python, Java, SQL, Financial Analysis, etc.).
   • ④ Self-PR (自己PR):
     • This is your "closing argument."
     • Combine your achievements and skills to explain why you are suitable for the position and what value you can bring to the company.
     • Always tailor it to the company and position you are applying for, showing you've done your research and are genuinely interested.

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Summary: Key Differences at a Glance

Final Tips from the Pros

1. Tailor It: Don't use the same resume for every application. Especially the "Self-PR" section in the Shokumu Keirekisho must be customized for each company and position you apply to.
2. Handwritten or Printed?: Printed versions are now accepted and recommended in the vast majority of cases, as they are clearer and easier to read. Only very traditional companies or in specific situations might require handwritten versions. If unsure, printed is the safest choice.
3. Devil is in the Details: Before submitting, have a Japanese friend or a senior proficient in Japanese check for typos, grammatical errors, or unnatural expressions. This is very important!
4. Use Templates: When starting out, look for Shokumu Keirekisho templates and examples on major Japanese job sites (like Recruit, Doda, MyNavi) to help you get started quickly.

Hope this explanation helps! Best of luck with your job search in Japan!