STEP2 Apply: Resume Basics and Document Screening

Contents

• Application Methods in Japan
• Should You Apply Online or by Mail?
• Can You Apply to a Company That Is Not Currently Recruiting?
• Application Documents: What Should You Prepare?
• What Do Recruiters Pay Attention to?
• What If You Never Receive a Response?
• Summary

Have you found a company you would like to apply to?

Now it is time to take the next step and start applying. Before you do, let’s first understand how recruitment works in Japan.
In Japan, job opportunities are generally offered through the following four channels. Most applicants apply through one or more of these methods.
While referral hiring is becoming more common, it is still less widespread in Japan than in some other countries. Recruitment through social media platforms such as LinkedIn is also increasing, but it is not yet a mainstream hiring method for new graduates.

• Job websites such as Mynavi and Rikunabi
• Hello Work
• Company recruitment websites
• Recruitment agencies

Many companies recruit through several of these channels at the same time.

Which option is best for you?

If you are interested in receiving scout messages from companies, job websites may be the best choice.
If you are looking for positions that match your experience and skills, including confidential job openings, recruitment agencies can be very useful.
If you would like to explore a wide range of opportunities, including smaller local companies, Hello Work is worth checking.
Many job seekers use both job websites and recruitment agencies during their job search.

If you want to learn more about a company’s philosophy, culture, and business activities before applying, applying directly through the company’s own recruitment website may be a good option.

Should You Apply Online or by Mail?

Today, online applications are the standard in Japan. Both new graduate recruitment and mid-career recruitment are primarily handled online.
However, some companies still request applications by post.
When applying directly to a company, you may be asked to submit documents by mail or email.
Even through Hello Work, application methods vary depending on the company and may include postal mail, email, or online applications.
It is a good idea to prepare resume and career history templates in advance so that you can quickly respond to different application requirements.
Keeping a few envelopes ready for postal applications can also be helpful.

Can You Apply to a Company That Is Not Currently Recruiting?

Not every company has a large recruitment budget.
Job websites and recruitment agencies can be costly for employers, so some companies only advertise positions during specific periods.
In particular, job listings on recruitment websites often appear and disappear depending on the company’s advertising contract.
For this reason, you should not automatically give up simply because a company is not currently listed on a job website.
If the company has its own recruitment website, you can apply directly there.
If there is a company where you genuinely want to work and it does not have a recruitment website, you may consider contacting the company through its inquiry form.
However, if the company provides a dedicated recruitment contact or recruitment email address, you should use those channels first.
Some companies appreciate proactive applicants who demonstrate enthusiasm and a genuine interest in the company’s values.

When I was running a business with my partners, a young applicant contacted us through our inquiry form even though we were not actively recruiting at the time.
His enthusiasm impressed us, so we invited him for a casual interview and eventually hired him.

Even if a recruitment period has officially ended, you can still inquire about future hiring opportunities.

Application Documents: What Should You Prepare?

In Japan, the basic application package usually consists of three documents:

• Resume (Rirekisho)
• Career History Sheet (Shokumukeirekisho)
• Entry Sheet (ES)

Resume (Rirekisho)

The Japanese resume follows a relatively standardized format, whether it is submitted online or on paper.
Typical sections include:

• Name, address, and contact information
• Educational background and work history
• Photograph
• Licenses and certifications
• Motivation and self-promotion
• Hobbies and special skills
• Personal requests or preferences

Depending on the format, sections such as commuting time or dependent family members may also be included.
For detailed guidance, refer to resume-writing resources provided by major job websites.
Mynavi Tenshoku: “How to Write a Japanese Resume (Rirekisho) – Examples and Templates”

Career History Sheet (Shokumukeirekisho)

Unlike a resume, there is no fixed format for a career history sheet.
This means you must clearly and concisely explain your experience, responsibilities, achievements, and results.
Simply stating that you worked in a particular department or position is not enough.
Employers want to know what you accomplished and how you contributed.
For example, if I were writing about my recruitment experience, I would include:

• The number of applications I reviewed each week
• The number of interviews I conducted
• The number of employees I hired
• Recruitment improvements I implemented
• Contributions to reducing employee turnover

Specific numbers help employers understand your experience more clearly and encourage them to learn more about you during an interview.

Mynavi Tenshoku: “Complete Guide to Writing a Career History Sheet (Shokumukeirekisho)”

Entry Sheet (ES)

Entry Sheets are commonly required for new graduate recruitment.
They focus on topics such as:

• Self-promotion
• Motivation for applying
• Future career goals
• Personal values and aspirations

The purpose is to help companies understand who you are and how you envision your future career.

Mynavi Shinsotsu Shokai: “Entry Sheet (ES) Writing Guide”

What Do Recruiters Pay Attention to?

This is probably the question most applicants want answered.
Every company evaluates applications differently.
Some companies rely heavily on document screening, while others place greater emphasis on interviews.

Here, I would like to share my own experience as a recruiter.

At a company with around 50 employees, I was responsible for both new graduate and mid-career recruitment.
Each week, I reviewed approximately 100 to 150 applications and interviewed 20 to 25 candidates, while also handling other responsibilities.
Because of this workload, I had to focus on a limited number of key points during document screening.
I did not place much importance on educational background, hobbies, or even certifications.

The two areas I paid the most attention to were:

• Self-promotion and motivation
• Career history

I could not know whether every statement written by an applicant was completely genuine.
However, it was often easy to recognize applications that felt copied from templates or written without much thought.
Today, many applicants use AI tools to draft self-promotion statements and student achievement stories.
Even so, experienced recruiters can often sense the difference between generic writing and words that genuinely reflect a person’s own experiences.
After reviewing hundreds of applications, certain patterns become easy to recognize.
Since a person’s true character can only be understood through conversation, I tried to interview as many applicants as possible.

However, applications with the following issues were often rejected during document screening:

• Frequent spelling or grammar mistakes
• Large blank sections
• Unclear self-promotion or motivation statements

When reviewing career history sheets for mid-career candidates, I focused on:

• Specific achievements
• Improvements made in previous roles
• Leadership and management experience

If the document lacked sufficient details about actual job responsibilities, I often placed it on hold rather than immediately approving it.
I also paid close attention to whether the applicant’s experience and personality would fit the existing team.
Sometimes an applicant’s experience was so impressive that I wondered whether the position would actually be a good fit.
If the career history sheet was well written, I generally preferred to invite the person for an interview and learn more.

A resume simply records your history.

An Entry Sheet and Career History Sheet communicate your experiences, goals, and future plans.

That is why you should write them in your own words rather than relying too heavily on templates.

What If You Never Receive a Response?

Some applicants experience situations where they never hear back from a company.
Unfortunately, this can happen.
Sometimes delays occur because recruiters are overwhelmed with applications.
Sometimes communication problems occur at recruitment agencies.
In general, it is reasonable to wait one to two weeks.
If you still receive no response after that, do not hesitate to contact the company or agency directly.
There is nothing wrong with politely asking about the status of your application.
And if the answer is rejection, try not to dwell on it.
Focus on the next opportunity and keep moving forward.

Summary

Your application documents are the first opportunity to introduce yourself to a company.
That is why it is important to write them carefully and sincerely.
Writing professional documents in Japanese can be challenging.
One effective approach is to organize your thoughts in your native language first and then translate them into Japanese.
AI can be a useful tool for drafting and translation support, but it is important to review and revise the final content in your own words.
In some cases, submitting an English version alongside your Japanese documents can also be helpful.
To expand your opportunities, do not hesitate to approach as many companies as possible.

Good luck with your job search.

By Hajime Saito
X: @hajimesaitoYJC

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