Differences Between Rirekisho and Shokumu Keirekisho in Japan

When job hunting in Japan, many companies require two separate documents: a "Rirekisho" (履歴書) and a "Shokumu Keirekisho" (職務経歴書). Since most countries typically use a single CV or Resume, many foreign engineers find this dual-document system confusing. In reality, these two documents serve distinct purposes, and understanding how to use them effectively is key to landing a job in Japan.

What is Rirekisho: Your Basic Profile

A Rirekisho is a document that lists your basic personal information along with your educational and employment history in chronological order. In Japan, there's a standardized format recommended by the Ministry of Health, Labour and Welfare, which most companies expect applicants to follow.

Main content of a Rirekisho:

• Basic information such as name, date of birth, address, and contact details
• Passport-style photo (simple headshot from top of head to upper chest)
• Educational background (from high school graduation onward)
• Employment history (dates of joining and leaving companies in chronological order)
• Licenses and certifications (with dates of acquisition)
• Motivation for application (approximately 200-300 characters) *May not be present in some formats
• Self-PR (approximately 150-200 characters) *May not be present in some formats
• Personal requests section *May not be present in some formats

The crucial point is that a Rirekisho should "state only facts accurately." It is not the place for detailed explanations of your career. While there are sections for "motivation for application" and "self-PR," these are rarely given much weight. When submitting both documents together, it's often acceptable to leave these sections blank. If leaving them blank feels uncomfortable, simply writing "Please refer to Shokumu Keirekisho" is usually sufficient.

About Educational Background

Educational background should generally be listed in chronological order, starting from high school graduation.

Example:

• March 2015: Graduated from XX High School
• April 2015: Entered XX University, XX Department
• March 2019: Graduated from XX University, XX Department

Employment History

Employment history should also be listed chronologically.

Example:

• April 2019: Joined xxx, Inc
• October 2022: Left xxx, Inc
• November 2022: Joined xxx, Inc

If you have many job changes, you may run out of space. In that case, consider listing only the joining dates without the leaving dates.

Licenses and Certifications

If you hold any IT-related certifications, list them here. Including your Japanese Language Proficiency Test (JLPT) level, for example, is an excellent opportunity to demonstrate your Japanese language skills.

Personal Requests Section

Use this section if you require special support for employment.

Examples:

• Physical disabilities requiring accommodation
• Unable to work full-time
• Need full remote work due to distance
• etc.

It's fine to leave this blank if you have no special requests.

What is Shokumu Keirekisho: Your Presentation Material for Skills and Achievements

A Shokumu Keirekisho is a document that details your work experience and highlights your specific skills and achievements. While a Rirekisho shows "what you have done," a Shokumu Keirekisho demonstrates "how you delivered results."

Main content of a Shokumu Keirekisho:

• Career summary (overview in 3-5 lines)
• Detailed work history (listed by project)
• Technology stack used (languages, frameworks, tools)
• Specific achievements (quantify when possible)
• Self-PR (detailed version, 300-500 characters)

For engineers, technical details are especially important. Instead of simply stating "Handled web application development," provide specifics like "Led frontend development for an e-commerce site with 1 million monthly page views using React + TypeScript + Next.js. Improved page load speed by 40%, resulting in a 15% increase in conversion rate." This approach is similar to standard CVs and Resumes in other countries.

The Most Important Difference Between the Two Documents

A Rirekisho is an "official record," while a Shokumu Keirekisho is a "sales document." While lies or exaggerations are strictly prohibited in a Rirekisho, a Shokumu Keirekisho is expected to showcase your strengths to the fullest (within the bounds of truth).

The difference in length is also notable. A Rirekisho typically fits on one A4 page, but a Shokumu Keirekisho can span 2-5 pages depending on your experience. For senior engineers especially, detailed project history is important.

Key Points for Foreign Engineers

Japanese Rirekisho typically require a passport photo. Prepare a 3×4cm color ID photo, preferably taken in business attire. While it's not mandatory to write your Rirekisho in Japanese, it's advisable to write your address in Japanese.

Where to Obtain Rirekisho and Shokumu Keirekisho Forms

How to Obtain a Rirekisho

In Japan, Rirekisho forms are easily accessible from various sources:

Online sources:

• Ministry of Health, Labour and Welfare Rirekisho format: Free download available from the Ministry website
• Job search websites: Free PDF and Excel formats available from sites like Rikunabi NEXT and doda
• Convenience store printing: Use network print services to print at convenience stores (approximately 20-60 yen per sheet)

Conclusion

The Rirekisho and Shokumu Keirekisho are important documents with distinct purposes. Success lies in presenting accurate facts concisely in your Rirekisho, while detailing specific achievements and skills in your Shokumu Keirekisho. Preparing both documents carefully will make your job applications to Japanese companies much smoother. Start by downloading a Rirekisho format and organizing your career history.