You’ve found a job in Japan that looks perfect. You click “Apply,” and the company asks you to submit your 応募書類(おうぼしょるい). But what exactly does that mean? Do you need a 履歴書(りれきしょ)? A 職務経歴書(しょくむけいれきしょ)? Or an エントリーシート? All of them? None of them?
If you’re job-hunting in Japan as a foreign national, an international student, or even someone who has studied Japanese for years, the document terminology alone can stop you cold. Japanese application documents follow strict conventions that don’t map neatly onto English “resume” or “CV” — and submitting the wrong set of documents, or submitting them in the wrong format, can cost you an interview before anyone reads a single word you wrote.
This guide explains every major term clearly: what each document is, who uses it, what goes inside it, and — crucially — which ones you actually need for your specific situation.
| Term | Reading | What it is | Who uses it |
|---|---|---|---|
| 履歴書 | りれきしょ | Standardized personal history form (resume-style) | Almost everyone — new graduates, mid-career, part-time |
| 職務経歴書 | しょくむけいれきしょ | Free-format detailed work experience document (CV-style) | Mid-career (中途採用) applicants |
| エントリーシート(ES) | — | Company-specific application essay form | New graduate (新卒採用) applicants |
| 応募書類 | おうぼしょるい | Umbrella term — all application documents as a set | Used by companies to describe what they want submitted |
Quick Answer: 履歴書 vs 職務経歴書 vs エントリーシート vs 応募書類
履歴書 — personal history / resume-style document
履歴書(りれきしょ)is the document almost every Japanese job applicant must submit, for almost every type of job. It uses a standardized format (the JIS規格, Japan Industrial Standard format) that anyone can recognize at a glance. It covers your name, address, education history (学歴), work history (職歴), qualifications and licenses (資格・免許), the reason you want this job (志望動機), and a brief self-introduction (自己PR). You can buy printed 履歴書 forms at any convenience store in Japan for around 100–200 yen.
職務経歴書 — detailed work experience document
職務経歴書(しょくむけいれきしょ)goes far deeper than 履歴書. It is a free-format document — no standard template — where mid-career applicants describe exactly what they did in each job: the scope of their work, specific projects, measurable achievements, tools and skills used. There is no convenience store version of this. You write it yourself, from scratch, and customize it for each company or role.
エントリーシート — company-specific application sheet
エントリーシート(ES)is something that does not really exist in English-speaking hiring cultures. Each company creates its own ES with its own unique questions — some ask about your biggest challenge as a student (ガクチカ), some ask about your five-year career vision, some ask you to draw a diagram of your personality. An ES is not a form you fill in once and reuse. Every company’s ES is different, and you write a completely fresh set of responses for each one. This is primarily used in 新卒採用(しんそつさいよう)— the structured annual new-graduate hiring process that is unique to Japan.
応募書類 — umbrella term for application documents
応募書類(おうぼしょるい)is not a specific document. It is a category term meaning “application documents.” When a company says 「応募書類をご提出ください」, it means: please submit your application documents — and exactly what that includes (履歴書 only? 履歴書 plus 職務経歴書? plus other certificates?) depends on the company’s instructions. Always read the job posting carefully to see what is listed under 応募書類.
How English “resume” and “CV” map (imperfectly) to Japanese
English speakers often try to translate “resume” as 履歴書 and “CV” as 職務経歴書, but the match is loose. A 履歴書 is more standardized and shorter than most English-language resumes. A 職務経歴書 does resemble a CV in that it is longer and more detailed — but unlike a CV, it is specifically for work experience and is not used by new graduates. エントリーシート has no real equivalent in English hiring at all. When a Japanese company in Japan asks for application documents, do not assume what you submitted for jobs in the US or UK will fit the expectations here.
What Does 履歴書 Mean?
履歴書 as a standardized personal history document
The word 履歴書 breaks down as: 履歴(りれき)= personal history, track record + 書(しょ)= document / written record. It is literally your “personal history document.” The JIS規格(JIS きかく)format means every 履歴書 printed in Japan has the same sections in the same order, so hiring managers can scan dozens of them efficiently. You cannot redesign the layout, add colors, or use a non-standard template — that would be considered unprofessional in most traditional Japanese companies.
氏名・住所・学歴・職歴・資格
A standard 履歴書 contains the following sections:
- 氏名(しめい)— Full name (Japanese name order: family name first)
- 生年月日(せいねんがっぴ)— Date of birth
- 住所(じゅうしょ)— Current address
- 連絡先(れんらくさき)— Contact information (phone, email)
- 学歴(がくれき)— Academic history, listed chronologically from middle school or high school onwards
- 職歴(しょくれき)— Work history, listed chronologically with company name, job title, and dates
- 資格・免許(しかく・めんきょ)— Qualifications and licenses (e.g., JLPT N2, driver’s license, bookkeeping certificate)
- 志望動機(しぼうどうき)— Reason for applying to this company
- 自己PR(じこピーアール)— Self-introduction / your strengths
- 本人希望欄(ほんにんきぼうらん)— Special requests (salary, location, preferred start date)
志望動機 and 自己PR sections
These two sections are the only parts of 履歴書 where you write in your own words. 志望動機 should explain specifically why this company and why this role — not generic statements like “I want to grow.” 自己PR should highlight a concrete strength with evidence: a skill you developed, a result you achieved, something you can contribute. For Japanese companies, both sections are read carefully for professionalism, sincerity, and cultural fit. Keep the writing formal (です/ます style) throughout.
JIS-format available at convenience stores
You can buy printed 履歴書 forms at most convenience stores in Japan (コンビニ) — at 7-Eleven, FamilyMart, Lawson — for around 100–200 yen for a pack of two sheets. These are A3 sheets folded to A4, using the standard JIS format. You fill them in by hand using blue or black ink, in neat handwriting. Many companies still prefer or require handwritten 履歴書 because it demonstrates care and effort. For more casual jobs and tech companies, typed (PC作成) 履歴書 is increasingly accepted — but always check the job listing.
Common example sentences for 履歴書
履歴書を提出してください。
りれきしょを ていしゅつしてください。
Please submit your 履歴書.
履歴書はコンビニで買えます。
りれきしょは コンビニで かえます。
You can buy a 履歴書 form at a convenience store.
志望動機はなるべく具体的に書いてください。
しぼうどうきは なるべく ぐたいてきに かいてください。
Please write your reason for applying as specifically as possible.
履歴書の学歴欄には中学校から書きます。
りれきしょの がくれきらんには ちゅうがっこうから かきます。
In the academic history section of the 履歴書, you write from middle school onwards.
What Does 職務経歴書 Mean?
職務経歴書 as a free-format work history document
職務経歴書(しょくむけいれきしょ)literally means: 職務(しょくむ)= job duties / work responsibilities + 経歴(けいれき)= career history + 書(しょ)= document. Unlike 履歴書, it has no required format. You design the layout and structure yourself (or use a recommended template), and the content goes far deeper than anything that fits in the 職歴 box of a 履歴書. It is typically 1–3 A4 pages in length.
職務要約・職務内容・実績・スキル
A well-structured 職務経歴書 typically contains:
- 職務要約(しょくむようやく)— A 3–5 sentence summary of your career to date
- 職務内容(しょくむないよう)— Detailed description of each job: company name, industry, headcount, your role, what you actually did day to day
- 実績・成果(じっせき・せいか)— Measurable achievements: “increased sales by 20%,” “managed a team of 8,” “reduced processing time from 3 days to 1”
- スキル・ツール — Technical skills, software, languages spoken, certifications
- 自己PR(じこピーアール)— A targeted self-appeal section (separate from the one in 履歴書, and usually more detailed)
When is 職務経歴書 required?
As a rule of thumb: if you are applying as a mid-career hire(中途採用・ちゅうとさいよう), you need a 職務経歴書 in addition to your 履歴書. If you are a new graduate(新卒・しんそつ)with no full-time work experience, you typically do not submit a 職務経歴書 — you submit a 履歴書 and an エントリーシート instead. For part-time (アルバイト) applications, 職務経歴書 is almost never required.
職務経歴書のフォーマット: 編年体 vs 逆編年体 vs キャリア式
There are three common ways to structure a 職務経歴書:
| Format | Japanese name | Description | Best for |
|---|---|---|---|
| Chronological | 編年体(へんねんたい) | Oldest job first, most recent last | Consistent career path, no gaps |
| Reverse chronological | 逆編年体(ぎゃくへんねんたい) | Most recent job first | Strong recent experience you want highlighted |
| Functional / career-style | キャリア式(キャリアしき) | Grouped by skill or function rather than timeline | Career changers, multi-industry experience |
Reverse chronological (逆編年体) is the most commonly recommended format in modern Japanese job hunting, especially for mid-career applicants using job boards like Rikunabi Next or doda.
Common example sentences for 職務経歴書
中途採用の場合は、職務経歴書も必要です。
ちゅうとさいようの ばあいは、しょくむけいれきしょも ひつようです。
For mid-career applications, a 職務経歴書 is also required.
職務経歴書には具体的な実績を書いてください。
しょくむけいれきしょには ぐたいてきな じっせきを かいてください。
Please write your specific achievements in the 職務経歴書.
職務経歴書はA4・2枚程度にまとめるのが一般的です。
しょくむけいれきしょは エーよん・にまい ていどに まとめるのが いっぱんてきです。
It is generally recommended to keep your 職務経歴書 to around 2 A4 pages.
What Does エントリーシート Mean?
エントリーシート as a company-specific application form
エントリーシート is a loanword from English: “entry sheet.” But it means something quite specific in Japan that has no direct English equivalent. An ES is a document form — created and distributed by each individual company — that candidates fill out and submit as part of a 新卒採用 application. Because each company designs its own ES, every ES looks different and asks different questions. There is no universal ES template. You cannot recycle one ES across multiple companies.
新卒採用での使い方
新卒採用(しんそつさいよう)is the annual mass hiring of fresh graduates that happens across Japanese companies every spring. Universities students in their final year apply to dozens of companies between roughly October and June. Each company’s ES is part of the first screening stage — before any interview. The ES is how the company decides whom to invite for an interview. That makes it extremely important: a weak ES means no interview, no matter how strong your background is.
ガクチカ(学生時代に力を入れたこと)
One of the most common ES questions is 学生時代に力を入れたこと(がくせいじだいに ちからを いれたこと)— “What did you put your energy into during your student life?” This is so universally asked that Japanese students have a slang term for it: ガクチカ. A strong ガクチカ describes a specific challenge, explains what you did about it, and shows what you learned — following a structure similar to the STAR method (Situation, Task, Action, Result) used in English interviews. Weak ガクチカ answers are vague: “I worked hard at part-time jobs.” Strong ones are specific: “I was the treasurer of a 50-member club, restructured our budget process, and reduced unnecessary spending by 30%.”
自己PR・志望動機 in ES vs 履歴書
Both 履歴書 and エントリーシート contain 自己PR and 志望動機 sections — but they serve slightly different purposes. In 履歴書, these sections are short (they must fit in a small printed box). In an ES, these sections are longer essay questions with word or character limits set by the company. The ES versions allow you to go deeper, be more specific, and tailor your answers to that company’s culture and values. Even if both a 履歴書 and an ES are submitted together, the content should not be identical.
Each company has different questions
To illustrate how different ES questions can be: one company might ask “Describe yourself in one word and explain why.” Another asks “Draw a diagram that represents your career goals.” A third asks “What would you do on your first week at this company?” Because of this variety, preparing for ES submissions takes significant time — international students and foreign applicants often underestimate this, expecting a single document to cover all applications.
Common example sentences for エントリーシート
エントリーシートは会社ごとに異なります。
エントリーシートは かいしゃごとに ことなります。
Each company’s entry sheet is different.
エントリーシートの締め切りは来週の月曜日です。
エントリーシートの しめきりは らいしゅうの げつようびです。
The deadline for the entry sheet is next Monday.
ガクチカは具体的なエピソードで書くようにしましょう。
ガクチカは ぐたいてきな エピソードで かくように しましょう。
Try to write your ガクチカ using a specific episode or story.
エントリーシートを提出しないと選考に進めません。
エントリーシートを ていしゅつしないと せんこうに すすめません。
You cannot advance in the selection process without submitting your entry sheet.
What Does 応募書類 Mean?
応募書類 as the umbrella category
応募(おうぼ)means “application” (the act of applying). 書類(しょるい)means “documents.” So 応募書類 = “application documents” — and that’s exactly how to understand it: an umbrella term that refers to the full set of documents a company requires when you apply. The specific documents that make up 応募書類 vary by company, job type, and hiring track. The term itself tells you nothing about which documents are required — you have to check the 応募方法(おうぼほうほう)or 応募要項(おうぼようこう)section of each job posting to find out.
応募書類一式 — full application package
You will often see the phrase 応募書類一式(おうぼしょるい いっしき)— “full set of application documents.” 一式(いっしき)means “complete set.” When a company says this, they typically list exactly what is included — for example:
- 履歴書(りれきしょ)
- 職務経歴書(しょくむけいれきしょ)
- 資格証明書のコピー(しかくしょうめいしょの コピー)— copy of qualification certificate
- 成績証明書(せいせきしょうめいしょ)— academic transcript
Never assume you know what 応募書類一式 includes without reading the posting. Submitting only a 履歴書 when a 職務経歴書 was also requested is one of the most common mistakes mid-career foreign applicants make.
応募書類を郵送する / メールで送る
Japanese companies still frequently request documents by postal mail(郵送・ゆうそう)rather than email or online upload — especially for traditional industries and government-affiliated organizations. When mailing, you write 「応募書類在中」(おうぼしょるい ざいちゅう)on the outside of the envelope in red — this phrase means “application documents enclosed” and signals to the mail room that this envelope should go directly to the hiring department. Mailing documents in a crumpled envelope or folding an A4 sheet more than once is considered careless. Use a large flat envelope (角形2号 or A4サイズの封筒) so documents do not need to be folded.
Common example sentences for 応募書類
応募書類はメールにてお送りください。
おうぼしょるいは メールにて おおくりください。
Please send your application documents by email.
応募書類在中と封筒に書いて郵送してください。
おうぼしょるい ざいちゅうと ふうとうに かいて ゆうそうしてください。
Please write “application documents enclosed” on the envelope and send by post.
応募書類に不備があると、選考が遅れる場合があります。
おうぼしょるいに ふびが あると、せんこうが おくれる ばあいが あります。
If there are any deficiencies in your application documents, the screening process may be delayed.
So if I see 応募書類を提出してください in a job ad, it doesn't tell me which documents to prepare?


Exactly right. 応募書類 is just the umbrella term. The specific list is always written somewhere else in the posting — look for 応募に必要な書類 or a section listing 履歴書・職務経歴書・その他. If it’s not clear, contact the company directly and ask. That’s considered perfectly professional in Japan.
履歴書 vs 職務経歴書: Side-by-Side Comparison
Standardized form vs free-format document
This is the most important structural difference. 履歴書 uses a fixed JIS layout — you write into printed boxes. 職務経歴書 has no required template — you create the document yourself in a word processor. Because of this, 職務経歴書 allows much more flexibility, detail, and customization, but it also requires far more effort to write well.
| Point | 履歴書 | 職務経歴書 |
|---|---|---|
| Format | Standardized (JIS) | Free-format (自由形式) |
| Template source | Buy at convenience store or download JIS template | Create yourself or download recommended template |
| Length | 1 sheet (A3 folded to A4) | 1–3 A4 pages |
| Work history depth | Company name, job title, dates only | Full role description, achievements, skills |
| Required for new graduates? | Yes | Usually no |
| Required for mid-career? | Yes | Yes (in addition to 履歴書) |
| Required for part-time? | Yes | No |
| Contains 志望動機? | Yes (brief) | Sometimes (more detailed) |
Common mistakes when handling 履歴書 and 職務経歴書
- Submitting only 履歴書 for a mid-career role. Many foreign applicants assume 履歴書 alone is sufficient. For 中途採用, 職務経歴書 is almost always expected too.
- Copying the same 職歴 text from 履歴書 into 職務経歴書. These are different documents with different purposes. 職務経歴書 should have far more detail than the brief 職歴 entry in 履歴書.
- Using English resume formatting for 職務経歴書. Bullet points, tables, and clear section headers are fine — but keep the document in Japanese and follow the conventional structure Japanese hiring managers expect.
- Forgetting to write your name and date at the top of every page. 履歴書 has a date field — always write today’s date (not the date you started writing it). 職務経歴書 should also be dated.
履歴書 vs エントリーシート: Side-by-Side Comparison
General personal document vs company-specific essay form
履歴書 is a one-size-fits-all personal history form. You prepare one 履歴書, update it slightly for each company (especially 志望動機), and submit it everywhere. エントリーシート is the opposite — it is bespoke. You start from scratch for every single company.
| Point | 履歴書 | エントリーシート(ES) |
|---|---|---|
| Who uses it | All applicants (new grad, mid-career, part-time) | New graduates (新卒採用) primarily |
| Format | Standardized (JIS) | Unique per company |
| Questions | Fixed standard sections | Custom questions per company |
| Can you reuse it? | Mostly yes (update 志望動機 per company) | No — must be written fresh for each company |
| Contains 自己PR? | Yes (short, in a printed box) | Yes (longer essay format) |
| Contains 志望動機? | Yes (short) | Yes (longer, tailored) |
| Contains ガクチカ? | No | Very often yes |
履歴書だけでよい場合 vs ES提出が必要な場合
When a company’s job posting says only 「履歴書をご提出ください」, that means 履歴書 alone is enough — this is common for part-time jobs and some small companies. When a new graduate job listing mentions エントリーシート, you must complete the company’s own ES — and often submitting 履歴書 alone without the ES would result in immediate disqualification. Some companies accept only ES at the application stage and do not ask for 履歴書 until a later interview round.
Common mistakes with エントリーシート
- Recycling the same ES answers across companies. Every ES is read by people who know their own company’s culture well. Generic answers that could apply to any company almost always fail the screening.
- Ignoring character limits. Japanese ES questions typically have a 文字数制限(もじすうせいげん)— character limit. Staying within 10% below the maximum is ideal. Going over is an automatic fail.
- Confusing ES with a personal statement or cover letter. A cover letter (カバーレター) is rarely used in Japanese 新卒採用. ES is the primary written screening tool.
- Submitting an ES with the 志望動機 left blank or vague. 「御社に貢献したい」(“I want to contribute to your company”) tells the reader nothing. Name specific products, values, or business areas you researched.
Other Documents Often Requested with Job Applications
Depending on the company and role, your 応募書類一式 may include one or more of the following in addition to 履歴書 or 職務経歴書:
卒業証明書 / 成績証明書
卒業証明書(そつぎょうしょうめいしょ)= certificate of graduation. 成績証明書(せいせきしょうめいしょ)= academic transcript. These are often requested from new graduate applicants, particularly for corporate roles or public sector jobs. You obtain these from your university’s academic affairs office (教務課・きょうむか). Note: these documents usually have an expiration — many are valid for only 3 months from issue date.
在留カードの写し(for foreign nationals)
If you are a foreign national applying to work in Japan, many companies will ask for a copy of your 在留カード(ざいりゅうカード)— your residence card — to confirm your visa status and right to work. Some job postings mention this as part of 応募書類. Keep a clear photocopy ready. Note: you are legally required to carry your 在留カード at all times in Japan.
資格証明書
資格証明書(しかくしょうめいしょ)= certificate proving a qualification. If you listed a license or certification in the 資格・免許 section of your 履歴書, some companies will ask for a copy of the certificate as evidence. Common examples: driver’s license(運転免許証・うんてんめんきょしょう), bookkeeping certification(簿記・ぼき), TOEIC score sheet, JLPT certificate.
日本語能力試験の証明書 — JLPT certificate
If you are a non-native Japanese speaker applying to a Japanese company, your JLPT(日本語能力試験) certificate is an important credential to include. Many companies have minimum Japanese language requirements for certain roles (N2 or higher for most office jobs; N1 for roles requiring formal writing). The JLPT certificate can be included in 資格・免許 on your 履歴書 and provided as a copy in your 応募書類 if requested.
推薦状(すいせんじょう)— reference letter
Reference letters (推薦状) are requested less commonly in Japanese job hunting than in Western hiring — the Japanese job market relies more heavily on structured interviews and internal background checks. However, they are sometimes requested for academic positions, international organizations operating in Japan, or senior executive roles. If requested, they should be written formally in Japanese (or in both Japanese and English), addressed to the hiring company.
ポートフォリオ — portfolio
For creative roles — graphic design, web development, UX, video production, writing — a ポートフォリオ (portfolio) is expected alongside standard application documents. This is usually submitted as a PDF file or a URL to an online portfolio. Many tech companies and startups in Japan are very open to portfolio links in addition to or instead of some traditional document requirements.


I'm a foreign student applying for my first full-time job in Japan. I have JLPT N2. What documents do I actually need to prepare?


For 新卒採用 as a foreign student: start with 履歴書 and be ready to complete each company's エントリーシート. Have your JLPT N2 certificate copy ready. Keep a copy of your 在留カード. And get your 卒業証明書 and 成績証明書 from your university — they'll ask for them at some point. You won't need 職務経歴書 unless you have significant prior work experience you want to highlight.
Decision Rule: Which Document Do You Need?
Applying as a new graduate (新卒)? → 履歴書 + ES
For 新卒採用, you submit your 履歴書 and each company’s エントリーシート. You will not typically need a 職務経歴書. The ES submission usually happens through each company’s online recruitment system (マイナビ, リクナビ, or the company’s own site).
Applying mid-career (中途)? → 履歴書 + 職務経歴書
For 中途採用, you submit 履歴書 plus 職務経歴書. The 職務経歴書 is your most important document for a mid-career application — it carries far more weight than the 履歴書 at this stage, because the hiring manager wants to understand your actual work history and what you can bring to the role.
Did the company just say 応募書類を提出? → Check what they mean
Read the job posting carefully. Find the section that lists what is included in 応募書類. If unclear, email the company with a polite inquiry: 「応募書類の内容についてご確認したく連絡いたしました。履歴書のほかに職務経歴書も必要でしょうか。」
Applying for part-time (アルバイト)? → 履歴書 only (usually)
Most part-time job applications in Japan require 履歴書 only. A handwritten 履歴書 purchased at a convenience store is perfectly standard. You generally do not need 職務経歴書 or ES unless the listing specifically asks for them.
Quick flowchart: Which documents do I need?
Are you a new graduate (新卒)?
YES ─→ 履歴書 + エントリーシート (ES per company)
└─ Also: 卒業証明書, 成績証明書 if requested
└─ If foreign national: add 在留カード copy
└─ If JLPT passed: add JLPT certificate copy
NO ─→ Do you have prior full-time work experience?
YES ─→ Applying mid-career (中途採用)?
YES ─→ 履歴書 + 職務経歴書
└─ Also: 資格証明書 if you listed qualifications
└─ If foreign national: add 在留カード copy
NO ─→ Check job listing for specific requirements
NO ─→ Applying for part-time (アルバイト)?
YES ─→ 履歴書 only (usually)
NO ─→ Check job listing for specific requirements
In all cases: read 応募書類 section of job listing carefullyBefore you submit anything, re-read the job posting and locate the 応募方法(おうぼほうほう)section. That section always lists exactly what to submit, how to submit it, and by when.
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Quick Quiz
Test what you’ve learned. Try each question before reading the answer.
Question 1. You are applying for your first full-time job after graduating from university in Japan. Which documents should you generally prepare?
Answer: 履歴書 and the company's エントリーシート(ES). You do not need 職務経歴書 as a new graduate with no prior full-time work experience.
Question 2. A mid-career job listing says 「応募書類一式を郵送してください」and lists 履歴書・職務経歴書の2点. What must you send?
Answer: Both 履歴書 and 職務経歴書, mailed together. Writing 「応募書類在中」on the outside of the envelope in red is standard practice.
Question 3. What is ガクチカ(ガクチカ)?
Answer: A slang abbreviation for 学生時代に力を入れたこと — “what you put your energy into during your student life.” It is one of the most common questions on a new graduate's エントリーシート.
Question 4. Choose the correct statement.
a) 職務経歴書 uses a standardized JIS format.
b) 履歴書 is a free-format document you design yourself.
c) 職務経歴書 is free-format and focuses on detailed work experience.
d) エントリーシート is the same document for every company.
Answer: c) 職務経歴書 is free-format and focuses on detailed work experience. (a and b are reversed; d is incorrect — every company's ES is different.)
Question 5. You see 「応募書類をメールにてお送りください」 in a job listing. What does 応募書類 refer to?
Answer: 応募書類 is an umbrella term — it does not tell you which specific documents to send. You must read the rest of the posting to find the list of required documents.
Question 6. Fill in the blank: 「在留カードの写しは、___の方が求められることが多い。」
Answer: 外国籍(がいこくせき)— “A copy of the residence card is often required from foreign nationals.” Alternatively: 外国人 applicants.
Have a question about a specific document or application situation in Japan? Leave a comment below — we answer every one.
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