Resignation Letter Japan: An Easy Guide to Leave Your Job

When resigning from your job, you'll need to go through certain procedures to ensure a smooth transition.

In this resignation letter Japan guide, we'll discuss the steps of writing a resignation letter, the notice period, and key factors that can help you leave your job on good terms. 

Pre-resignation steps

If you are considering resigning soon, here are a few key things to know and do before you take that step.

What to do before resigning in Japan

1. Have a job before you resign.

If you want to change jobs, make sure you have a new job lined up before you hand in your resignation letter in Japan. 

Having a job relieves visa stress, especially if you are a foreigner. If not, staying with your current job is best until you receive a job offer.

2. Use any leftover leave.

You're leaving the company soon. You might as well use up any paid leave you have left.

3. Inform your immediate supervisor.

At this step, you'll be transitioning out of the company. During this time, you'll fill out a proper notice, complete any necessary documents, and train or hand over any duties to the other employees.

4. Return all company property.

Before you do so, transfer any important or personal files from your work laptop to your personal e-mail address or laptop.

Other company property can include your employee ID, health insurance card, company phones and laptops, documents related to your work, etc. Check with your HR department for any other items you need to return.

Additionally, you can ask any of your former colleagues' contact information to keep in touch with them.

5. Request documents from your company.

There are important documents you need to request, such as:

• Resignation certificate (退職証明書 or 離職票)

• Withholding tax slip

• Unemployment insurance certificate and pensions book (for those enrolled in the company's social insurance)

• Certificate of health insurance coverage loss

• Reference letter

These documents are important for your unemployment status, especially if you do not have a job lined up. 

How much time do you need to give notice to quit a job in Japan?

According to Japan's Civil Code Article 627 Paragraph 1 , the legal notice period is 2 weeks. 

However, depending on your company's policy, you might have to give a 1-3 month formal notice beforehand. It is recommended that you resign one month before to account for finding a new employee and the handover process during your last few weeks there.

What is the best timing for quitting a job in Japan?

Japanese companies hire between February and March and September and October. 

It would be best to resign from your job about a month before these periods, giving you enough time to update your resume and prepare to search for a job. 

How does resignation work in Japan?

Each company will have a different resignation procedure in Japan. Check your employee handbook or your employee contract to see who to inform and by when. 

Here are the general steps for when you want to resign in Japan: 

1. Check your employee regulations and decide your date based on the information. 

2. State your intention to your supervisor to submit the resignation request.

3. Once approved, set the date, make a plan to pass your work, and complete any offboarding steps. 

4. Pass your work to the next person and submit your resignation notice.

5. Resign.

Different types of job resignation in Japan

There are three types of resignation documents that workers can use to declare resignation from their jobs: 

1. Resignation requests: a document to fill out when you want to resign.

2. Resignation notices: when your resignation is approved with a fixed date, this notice notifies you of your resignation.

3. Resignation letters: for employees without employment contracts to resign from their jobs. 

How do I write a letter of resignation in Japan?

There is no specific resignation letter format that will fit every scenario, but we have a general format to follow here.

Resignation envelope

You'll need to create a resignation environment by writing "退職願" or "退職届" in the front. 

On the back, write your department and your name. 

7 things to include in a Japanese resignation letter

What to write in a resignation letter in Japan

If you work for a Japanese company, your resignation letter should be written in Japanese from right to left. 

1. Title: 退職届

You can also write 退職願 as both terms refer to a resignation notice in Japan. Additionally, at the bottom, you should include "私儀" or "私事" to express formally that this notice is a personal matter. 

2. Reason for resigning: 一身上の都合

Simply writing, "一身上の都合" should suffice as your resignation for personal reasons, as you are not necessarily required to give personal details.

The phrase: "このたび一身上の都合により" translates to "due to personal reason."

3. Desired resignation date

Whether you are giving two weeks or a month's notice, state the date you want to resign. You can write the date format in Japanese or Western style; just be clear on the month and date, especially. 

4. Resignation request

For a request resignation, write, "退職いたしたく、お願い申し上げます."

However, if it is a resignation notice, write "退職いたします."

5. Submission date

Write the date you are submitting this resignation letter in Japan.

6. Sender details

Write your name and department, and stamp it with your seal. 

7. Recipient details

Write the official name of the company in one line. The next line should be the president's full name to whom you will submit this resignation letter in Japan. 

In closing

With this resignation letter Japan guide, you know how to resign from your job in Japan. 

Writing your resignation letter in Japan doesn't require too much personal reason, but leaving on a positive note keeps you on good terms with your company, allowing you to move forward on your next career path.

Depending on your company, they may prepare small gifts for you to show their appreciation.