Zaishoku Shomeisho (Certificate of Employment) in English, With a Bilingual Template
In short
- Zaishoku shomeisho (在職証明書) means certificate of employment: an employer's statement that you work there.
- The Immigration Services Agency of Japan publishes a bilingual reference format with five fields: name, date of birth, passport number, job title, date of employment.
- The company name, address, person in charge and a signature or company seal go at the bottom.
- Below: the fields in Japanese and English, a completed example, and an Excel template for HR.
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Zaishoku Shomeisho (Certificate of Employment)
Sheets: Guide, Fill in, Example · 11 KB · .xlsx (Excel, Google Sheets, Numbers)
Download the Excel fileContents
What a zaishoku shomeisho is
A zaishoku shomeisho (在職証明書, literally "certificate of being employed") is a short statement from your employer in Japan that you currently work there. People are asked for one for immigration procedures, housing, loans, and other paperwork where someone needs proof of a job.
It is different from the certificate of employment a visa applicant's employer writes abroad. For that one, see the [certificate of employment for a Japan visa](/certificate-of-employment-japan-visa/).
The fields in the Immigration Services Agency format
The Immigration Services Agency of Japan publishes a reference format (参考様式1) titled 在職証明書 Certificate of Employment. It is bilingual and has five fields in a table.
| Japanese | English on the form | What goes in it |
|---|---|---|
| 氏名 | Name | Your name |
| 生年月日 | Date of Birth | Year / Month / Day |
| 旅券番号 | Passport Number | From your passport |
| 役職 | Job Title | Title, with a tick for 常勤 (full-time) or 非常勤 (part-time/contract) |
| 雇用開始日 | Date of Employment | Your first day |
Under the table is the certification line, "上記の者は、当社に勤務する職員であることを証明します。We certify that the above mentioned person is our employee." Then the company name (会社名), company address (所在地), name and position of the person in charge (担当者氏名・所属), and signature or company seal (署名・会社印). The date of issue (発行日) is at the top right.
The reference format does not have an income line; if the person asking needs your salary, ask HR to add it or to issue a separate income certificate.
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How to ask HR for a zaishoku shomeisho
- Ask the HR or general affairs section (総務) for a 在職証明書 and say who it is for.
- If the office that asked for it has its own format, give HR that format. Otherwise give them the reference format.
- Say whether you need it in Japanese only or bilingual.
- Check the job title, the full-time or part-time tick and the start date before you leave with it.
A short message in Japanese works: 「在職証明書を1部発行していただけますか。提出先は出入国在留管理局です。」 (Could you issue one certificate of employment? It is for the immigration bureau.)
Where it comes up in immigration
On its page for the status of residence "Engineer / Specialist in Humanities / International Services", the Immigration Services Agency lists a 在職証明書等 (certificate of employment and similar) as one of the documents that can prove the period of related work experience. Which documents you need depends on the procedure and your category, so check the agency's page for your own application.
Zaishoku shomeisho: questions
How do you say zaishoku shomeisho in English?
Certificate of employment. Some companies call it an employment certificate or a certificate of current employment.
Is a zaishoku shomeisho the same as a taishoku shomeisho?
No. A taishoku shomeisho (退職証明書) is a certificate of resignation, issued after you leave a job. A zaishoku shomeisho proves you still work there.
Does it need a company seal?
The reference format has a line for 署名・会社印 (signature / stamp). Many Japanese companies use the company seal.
Fill it in here
Type your answers below. The grey text is the example from this page. Your answers stay in this browser only; nothing is sent to us. Use the buttons to print your draft or copy it to paste into the official form.
Preview of the Excel file
This is the file itself, read back from the .xlsx. It opens on the completed example; the tabs switch sheets.
Sheet: Guide
| A | |
|---|---|
| 1 | Zaishoku Shomeisho (Certificate of Employment): template and example |
| 2 | From Japan Forms (https://forms.syojin.com/zaishoku-shomeisho/). Run by SYOJIN LLC, Tokyo. |
| 3 | |
| 4 | Sheets in this file |
| 5 | "Guide": this sheet. |
| 6 | "Fill in": the same fields as the official form, with what to write. Type your answers in the last column. |
| 7 | "Example": a completed example with made-up names. |
| 8 | |
| 9 | How to use it |
| 10 | 1. Give the file to your employer's HR or general affairs section (総務). |
| 11 | 2. HR fills in the five fields, the company name and address, and the name and position of the person in charge. |
| 12 | 3. The certificate is signed or stamped with the company seal (署名・会社印). |
| 13 | 4. Use the version the office or company that asked for it requires. This file follows the agency's reference format. |
| 14 | |
| 15 | Common mistakes |
| 16 | Job title left blank. The format pairs the job title with a full-time or part-time/contract tick box. |
| 17 | The date of issue missing at the top right. |
| 18 | A personal seal instead of the company seal or a signature. |
| 19 | A Japanese-only certificate when the person reading it needs English. The reference format is bilingual. |
| 20 | |
| 21 | About this form |
| 22 | The Zaishoku Shomeisho (在職証明書) is the Japanese certificate of employment: a one-page statement from an employer that a person works there. The Immigration Services Agency of Japan publishes a bilingual reference format (参考様式1) with five fields and a certification line. This file has the same fields in Japanese and English and a completed example. |
| 23 | |
| 24 | The official form |
| 25 | 在職証明書 Certificate of Employment (参考様式1), Immigration Services Agency of Japan (PDF): https://www.moj.go.jp/isa/content/930002434.pdf |
| 26 | |
| 27 | Before you use this file |
| 28 | This is a drafting aid, not an official document. Submit the form your embassy or consulate asks for. |
| 29 | Requirements differ by country and change without notice. Check the website of the Japanese embassy or consulate that handles your application before you submit. |
| 30 | You may edit, print and share this file. Please do not sell it. |
| 31 | |
| 32 | Sources |
| 33 | Immigration Services Agency of Japan, 在職証明書 Certificate of Employment, reference format 1 (930002434.pdf). |
| 34 | Immigration Services Agency of Japan, status of residence "Engineer/Specialist in Humanities/International Services" page (documents proving work history). |
| 35 | |
| 36 | Last checked |
| 37 | 2026-11-12 |
Sheet: Fill in
| A | B | C | |
|---|---|---|---|
| 1 | Zaishoku Shomeisho (Certificate of Employment) - worksheet | ||
| 2 | |||
| 3 | 発行日 Date of Issue | ||
| 4 | |||
| 5 | 項目 Field | What to write | Answer |
| 6 | 氏名 (Name) | As in the passport or residence card | |
| 7 | 生年月日 (Date of Birth) | Year / Month / Day | |
| 8 | 旅券番号 (Passport Number) | From the passport | |
| 9 | 役職 (Job Title) | Job title, and tick 常勤 full-time or 非常勤 part-time/contract | |
| 10 | 雇用開始日 (Date of Employment) | The first day of employment | |
| 11 | 証明文 (Certification) | Printed: 上記の者は、当社に勤務する職員であることを証明します。We certify that the above mentioned person is our employee. | (printed) |
| 12 | 会社名 (Company Name) | Registered company name | |
| 13 | 所在地 (Company Address) | Head office or the office the person works at | |
| 14 | 担当者氏名・所属 (Name and Position of the person in charge) | HR or general affairs contact | |
| 15 | 署名・会社印 (Signature / Stamp) | Signature or company seal | |
Sheet: Example
| A | B | C | |
|---|---|---|---|
| 1 | Zaishoku Shomeisho (Certificate of Employment) - completed example | ||
| 2 | |||
| 3 | 発行日 Date of Issue | 2026年11月20日 (2026/11/20) | |
| 4 | |||
| 5 | 項目 Field | What to write | Answer |
| 6 | 氏名 (Name) | As in the passport | NGUYEN VAN AN |
| 7 | 生年月日 (Date of Birth) | Year / Month / Day | 1995/08/12 |
| 8 | 旅券番号 (Passport Number) | From the passport | C0000000 |
| 9 | 役職 (Job Title) | Title and employment type | System Engineer / 常勤 full-time |
| 10 | 雇用開始日 (Date of Employment) | First day | 2022/04/01 |
| 11 | 会社名 (Company Name) | Company name | Example Systems株式会社 (Example Systems Co., Ltd.) |
| 12 | 所在地 (Company Address) | Address | 東京都新宿区例町1-2-3 (1-2-3 Example-cho, Shinjuku-ku, Tokyo) |
| 13 | 担当者氏名・所属 (Name and Position of the person in charge) | HR contact | 佐藤 花子 総務部 (SATO HANAKO, General Affairs) |
| 14 | 署名・会社印 (Signature / Stamp) | Signature or seal | (company seal) |
Free Excel worksheet · no sign-up
Zaishoku Shomeisho (Certificate of Employment)
Sheets: Guide, Fill in, Example · 11 KB · .xlsx (Excel, Google Sheets, Numbers)
Download the Excel fileSummary: the zaishoku shomeisho
A zaishoku shomeisho is your employer's statement that you work there. The Immigration Services Agency's bilingual reference format has five fields (name, date of birth, passport number, job title with full-time or part-time, start date), a certification line, the company details and a signature or seal.
Download the Excel template below to give to HR. It has the fields in Japanese and English and a completed example.
Free Excel worksheet · no sign-up
Zaishoku Shomeisho (Certificate of Employment)
Sheets: Guide, Fill in, Example · 11 KB · .xlsx (Excel, Google Sheets, Numbers)
Download the Excel fileAdvertisement
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