Submitting a resignation letter involves a range of rules around how to write it, envelope etiquette, and timing — rules that, if you don’t know them, can come across as disrespectful.
This article covers everything you need to navigate a smooth resignation: your rights under civil law, how those interact with company work rules, and what to do if your resignation is refused.
1. Before You Submit: The Difference Between a Resignation Notice, a Resignation Request, and a Letter of Resignation
There are three types of resignation documents in Japan: 退職届 (resignation notice), 退職願 (resignation request), and 辞表 (letter of resignation). Each has a different meaning and use.
Submitting the wrong one can require you to redo the whole process — so start by understanding the differences.
A Resignation Notice Confirms Resignation; a Resignation Request Is a Formal Ask — and Their Legal Weight Differs
Both a resignation notice and a resignation request are resignation-related documents, but their legal implications differ significantly. Understanding each one — and when to use which — is the first step toward a smooth exit.
Resignation Notice: A Binding Document That Cannot, in Principle, Be Withdrawn After Submission
A resignation notice is a definitive document that unilaterally notifies the company of your intent to resign. Under Article 627 of the Civil Code, for employees on open-ended contracts, resignation takes effect two weeks after submission — regardless of company approval. Once submitted, it cannot in principle be withdrawn.
Resignation Request: Can Be Withdrawn Before the Company Approves It
A resignation request is a document asking the company to allow you to resign. Resignation only becomes final once the company approves it — which means it can be withdrawn before that point. At the stage of initial discussions, submitting a resignation request first and negotiating from there is the standard approach.
Letter of Resignation (辞表): For Executives and Public Officials — Not for Regular Employees
A 辞表 is used by company executives and public officials when leaving their positions. Regular employees do not use it. Regardless of whether you are a full-time employee, contract employee, part-timer, or casual worker, you use either a resignation request or a resignation notice.
A Three-Way Comparison of the Three Documents
| Item | Resignation Notice (退職届) | Resignation Request (退職願) | Letter of Resignation (辞表) |
|---|---|---|---|
| Who submits it | Regular employees | Regular employees | Executives / public officials |
| Legal effect | Takes effect without company approval | Requires company approval | Same (depends on position) |
| Can it be withdrawn? | Not in principle | Yes, before approval | Not in principle |
| When to submit | Once the resignation date is confirmed | At the consultation / request stage | Once the decision to resign is made |
The Standard Resignation Process Follows This Order: Resignation Request → Approval → Resignation Notice
The process typically starts with a verbal conversation with your manager. You then submit a resignation request and wait for approval. Once the resignation date is officially confirmed, you submit the resignation notice as the binding document. The basic rule: use the resignation request at the consultation and request stage, and the resignation notice once the decision is final.
▼Related Reading
Planning your next move? Follow these 8 steps for a smooth job change in Japan as a foreign engineer.
2. The First Decision When Submitting: Timing and the Legal Rules
Timing involves both the law and your company’s work rules. Understanding “how many days in advance is required” will help you navigate the resignation process smoothly.
Under Civil Code Article 627, Two Weeks Before Your Desired Last Day Is the Legal Minimum
What Article 627 of the Civil Code Says — and Why It Protects the Right to Resign
Article 627, Paragraph 1 of the Civil Code states: “When no fixed term has been set for employment, either party may give notice of termination at any time. In such cases, employment terminates upon the passage of two weeks from the date notice is given.” Under this provision, employees on open-ended contracts — such as full-time regular employees — may resign as soon as two weeks after giving notice. (Source: e-Gov Legal Search: Civil Code Article 627)
The “Two Weeks” Rule Is the Legal Floor — Company Work Rules May Set a Longer Period
Two weeks’ notice under civil law is the legal minimum. Most companies specify in their work rules that resignations must be submitted at least one month before the desired last day — and following that timeline is standard practice.
Given the time needed for handover and out of consideration for your workplace, aligning with the company’s specified period is the more appropriate approach.
One Month in Advance Is Common in Work Rules — and Worth Following for an Amicable Departure
The Relationship Between Work Rules and Civil Law: Which Takes Precedence?
Even if company work rules specify “one month’s notice,” the basic legal interpretation is that they cannot override Civil Code Article 627. In other words, for employees on open-ended contracts (such as regular full-time employees), resignation takes legal effect two weeks after notice is given — even if the company’s own rules say otherwise.
That said, the risk of damage claims from insufficient handover can never be fully eliminated — so in practice, following the company’s specified timeline is the smoother path to a clean departure.
A Realistic Target for When to Give Notice, Accounting for Handover Time
The handover time you’ll need varies with the complexity of your work and the weight of your responsibilities. In general, informing your manager verbally of your intention one to one and a half months before your desired last day is considered appropriate.
Work backward from the time it will take to prepare handover documents and train a successor to determine the right timing.
How to Submit and the Required Notice Period Vary by Employment Type
Regular Full-Time Employees: Civil Code Article 627 Applies
For regular full-time employees (open-ended contracts), Article 627 applies, and resignation takes effect two weeks after notice is given. If your company’s work rules specify a different period, check the details in advance.
Contract Employees / Fixed-Term Contracts: Mid-Contract Resignation Generally Requires “Unavoidable Reasons”
For fixed-term employment contracts (such as one-year agreements), Article 628 of the Civil Code generally prohibits resignation before the contract period ends unless there are “unavoidable reasons.” To avoid complications, the safest approach is to resign at the end of the contract period.
Part-Timers and Casual Workers: The Same Two-Week Rule Applies as for Full-Time Employees
Part-time and casual workers on open-ended contracts are subject to Article 627 just like full-time employees, and may resign with two weeks’ notice. If the contract has a fixed term, the same “unavoidable reasons” requirement may apply as for contract employees. Check your employment contract to be sure.
The Correct Process for Submitting a Resignation Notice Starts With a Verbal Conversation
Step 1: Tell Your Direct Manager Verbally That You Intend to Resign
Arrange a private, one-on-one setting such as a meeting room, and communicate your intention to resign and your preferred timeline. No documents are needed at this stage.
Step 2: Write and Submit a Resignation Request to Obtain Approval
Once your verbal request is received, prepare a resignation request and submit it formally. After receiving approval, work out the specific details: the resignation date, handover schedule, and so on.
Step 3: Submit the Resignation Notice Once the Last Day Is Confirmed
Once the resignation date and handover plan are settled, prepare and submit the resignation notice as the binding document. Since the resignation notice becomes part of the company’s official HR record, take care to write it properly and follow envelope etiquette.
Planning Your Resignation Timeline?
Timing your resignation right matters even more when you’re navigating a visa, a language barrier, or a new job search from within Japan. BLOOMTECH Career for Global supports IT engineers who are current residents of Japan with Japanese proficiency of N2 or higher, helping you plan a resignation and job change that fits both Japanese labor law and your own career goals.
▼Contact BLOOMTECH Career for Global here
▼Related Reading
Resigning to boost your salary? Here’s a complete guide to a higher-paying career change in Japan.
3. How to Write a Resignation Notice Correctly [With Sample Text for Vertical and Horizontal Formats]
Before you start writing, confirm whether you’ll be writing by hand or typing, and whether the format is vertical or horizontal. This section covers the rules and sample text for both.
Handwritten or Typed — Both Are Valid, But the Signature and Seal Must Always Be Written and Stamped by Hand
Why Handwritten Is Often Preferred
There is no legal requirement to write a resignation notice by hand. That said, for such an important occasion, handwriting is customarily preferred as a way of conveying sincerity. In workplaces where senior managers are more traditional, a handwritten notice is less likely to leave a poor impression.
When Typed Is Acceptable — and the Signature/Seal Rules That Always Apply
In remote work environments, or when the company provides a standard template, typed submissions are widely accepted. However, even when the document is typed, the name signature and seal (a personal seal is acceptable) must always be written and stamped by hand. A fully printed document without a handwritten signature may have legal validity issues.
Use a Black Oil-Based Ballpoint Pen or Fountain Pen
For handwritten notices, use a black oil-based ballpoint pen or fountain pen. Water-based pens or erasable pens (such as Frixion) may raise suspicions of alteration or correction, so avoid them. Gel ink pens are also usable, but choose one with good water resistance. Never use a pencil or mechanical pencil.
A Vertical-Format Resignation Notice Opens With “私儀” and Closes With the Recipient’s Name
A vertical-format resignation notice is written on plain white letter paper, following the structure below.
Opening: How to Use and Position “私儀” or “私事”
Begin the body with 「私儀（わたくしぎ）」or 「私事」, a formal, humble expression meaning roughly “regarding myself.” It is the conventional opening for vertical-format business documents. It is typically written slightly smaller, positioned near the top of the first line, slightly to the right.
Body: How to State Your Resignation and Last Day
State your intention to resign and the specific date. For example: 「私儀 このたび一身上の都合により、令和◯年◯月◯日をもって退職いたします」(“For personal reasons, I hereby resign effective [date].”).
For a resignation request, use the form 「退職いたしたく、ここにお願い申し上げます」(“I respectfully request to be permitted to resign”). Write the date in the Japanese imperial calendar (和暦) using kanji numerals.
Closing: Date, Department, Name, Company Name, and Representative — in That Order
At the end, write in the following order: ① Submission date (right side) → ② Department name and full name (with signature and seal) → ③ Company name and representative’s name (with the honorific 「殿」). In vertical format, the recipient’s name goes at the lower left of the document. Write the company name in full and include the representative’s title.
[Sample] Vertical Format Resignation Notice
| Element | Example Content |
|---|---|
| Title | 退 職 届 (centered, top) |
| Opening | 私儀 (slightly below, right-aligned) |
| Body | このたび一身上の都合により、令和○年○月○日をもって退職いたします。 |
| Date | 令和○年○月○日 |
| Dept. / Name | ○○部 ○○課 氏名○○○○ ㊞ |
| Recipient | 株式会社○○ 代表取締役社長 ○○○○ 殿 (lower left) |
A Horizontal-Format Resignation Notice Follows This Order: Title, Date, Body, Signature
When Horizontal Format Is Used — and Why You Should Confirm With Your Company First
Horizontal format is used when typing or when the company specifies a horizontal layout. Some companies use horizontal format as their standard, so check in advance.
[Sample] Horizontal Format Resignation Notice
For horizontal format, place the title (退職届) at the center top, with the submission date at the upper right.
The body reads: “For personal reasons, I hereby resign effective [date in Japanese imperial calendar].” Your department, name, and seal go at the lower right; the recipient’s name goes at the lower left.
The Standard Reason for Resignation Is “一身上の都合により” (“For Personal Reasons”)
What “For Personal Reasons” Means and Why It’s Used
“一身上の都合” is a set expression that avoids stating specific personal circumstances, and is the established standard phrasing for voluntary resignations. There is no legal obligation to explain your reasons for resigning in detail.
Why It’s Better Not to Write the Full Reason
If you write specific reasons, the company may refuse to accept the document on the grounds that the reason is “insufficient,” or the document could be used as unfavorable evidence in a post-resignation dispute. Keeping it concise with “for personal reasons” is the approach that minimizes risk for both sides.
Special Circumstances — Company Reasons, Harassment — Require Different Wording
Sample Wording for Company-Initiated Separation (Bankruptcy, Dismissal, Encouraged Resignation)
When resignation is due to company circumstances — bankruptcy, dismissal, or encouraged resignation — it is important to write explicitly: “I am resigning due to company circumstances.” Writing “for personal reasons” in these cases would classify the departure as voluntary, which creates less favorable unemployment benefit conditions.
Sample Wording for Cases That Qualify as “Specific Eligible Recipients” (e.g., Harassment)
Resignation due to harassment may qualify as a “specific eligible recipient” (特定受給資格者) — meaning no benefit restriction period applies. On the resignation notice, you may either state specifically: “I am resigning effective [date] due to having experienced workplace harassment (power harassment),” or use the broader phrase “due to company circumstances.” Harassment can also be separately reported and substantiated at Hello Work.
How the Reason You Write Affects Your Unemployment Benefit Waiting Period
Whether your departure is classified as “voluntary” or “company-initiated” significantly affects when unemployment benefits begin.
Voluntary resignation involves a 7-day waiting period plus, in principle, a 2-month benefit restriction period. Company-initiated separation or specific eligible recipient status involves no restriction period — benefits begin immediately after the waiting period ends.
4. How to Choose and Address the Envelope for Your Resignation Notice
Envelope etiquette is easy to overlook, but it shapes the first impression of the person receiving your notice. Work through envelope type, front and back addressing, and folding and insertion in order.
Use a Plain White Envelope Without a Postal Code Box — Size Long-4 or Long-3
Recommended Sizes and Why
The envelope for a resignation notice should be plain white with no postal code box printed on it. The most commonly used size is “Long-4” (90mm × 205mm), which fits a letter folded in thirds. For A4 paper, “Long-3” (120mm × 235mm) is the appropriate size.
Why to Avoid Brown Envelopes and Envelopes With Postal Code Boxes
Brown envelopes are generally associated with routine office correspondence and are not appropriate for a resignation notice. Envelopes with a printed postal code box (red border) are standard postal envelopes and lack the formality expected of a business document — avoid them.
There Are Specific Rules for What to Write on the Front and Back of the Envelope
Front: Write “退職届” in the Center and Your Department and Name at the Lower Left
Write “退職届” (or “退職願” if submitting a resignation request) vertically in the center of the envelope’s front face. Write your department and full name at the lower left. Using a black felt-tip pen or brush pen rather than a ballpoint creates a more polished impression.
Back: Write Only Your Department and Name at the Lower Left
On the back of the envelope (on the sealed flap side), write your department name and full name at the lower left as the sender. No address is needed.
[Sample] Front and Back of the Envelope
| Side | What to Write |
|---|---|
| Front center | 退職届 (vertical, centered) |
| Front lower left | ○○部 ○○課 氏名○○ ○○ |
| Back lower left | ○○部 ○○課 氏名○○ ○○ |
| Seal flap center | 〆 (closure mark) |
Fold the Resignation Notice in Thirds and Insert It Facing the Correct Direction for the Envelope’s Front
The Correct Three-Fold Method: Fold Up From the Bottom, Then Fold Down From the Top
Fold the resignation notice in thirds before placing it in the envelope. Fold the bottom third up, then fold the top third down over it. This “fold up from the bottom, then fold down from the top” sequence is the correct three-fold method.
Inserting Into the Envelope: The Top of the Document Should Face the Opening
When placing the folded notice into the envelope, the top edge of the document (the head of the page) should face the envelope’s opening (the side you unseal). This ensures the document can be pulled out in the correct orientation when the envelope is opened. For a vertical-format notice, insert it so that the front of the document faces the front of the envelope when viewed from outside.
Mark the Seal With “〆”
After sealing the envelope with glue, write “〆” in the center of the flap. This is a standard business etiquette mark indicating the envelope has been properly sealed.
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5. How to Actually Submit Your Resignation Notice: In Person, by Post, or Electronically
Once the document is ready, the next step is choosing how to submit it. Handing it over in person is the standard approach, but mailing or email may also be options depending on the circumstances. Review the etiquette and considerations for each method.
Standard Etiquette Is to Hand the Notice Directly to Your Direct Manager in Person
What to Say and How to Hand It Over
When handing over the notice, arrange a private, one-on-one setting such as a meeting room, say “I would like to submit my resignation notice today,” and present it with both hands. Etiquette requires that the envelope be handed over with the front facing the recipient so they can read it. Adding a word of gratitude — “Thank you for everything you have done for me” — leaves a more considerate impression.
Why You Should Avoid Submitting Directly to HR or Going Over Your Manager’s Head
As a general rule, the resignation notice should be submitted to your direct manager. Submitting it directly to HR, or bypassing your manager to go straight to an executive, can damage the trust relationship with your manager. Unless the company’s own rules specify otherwise, the respectful approach is to go through your direct manager.
Whether to Use a Double Envelope
A single plain white envelope is standard for resignation notices. Double envelopes are sometimes used for condolence letters and similar correspondence, but are not required for a resignation notice. A single plain white envelope is perfectly appropriate.
If Mailing Is Unavoidable, Include a Cover Letter and Use Registered Mail
What to Include in the Cover Letter and How to Write It
If in-person delivery is not possible — for example, due to a remote posting or illness — mailing is also acceptable. When mailing, include a cover letter separately from the resignation notice envelope. The cover letter should include: the recipient’s name, the date, a subject line (“Submission of Resignation Notice”), the reason for mailing and an expression of regret, and the name and count of the enclosed documents.
When to Use Standard Mail, Registered Mail, or Certified Mail
For standard postal submissions, using “tokutei kiroku yubin” (registered mail — a Japan Post service that records receipt) is recommended.
Standard mail carries the risk of disputes over whether the document was received. If there is a risk the company will refuse to accept the resignation, sending by “naiyou shomeiyubin” (certified mail, which certifies the content and delivery) preserves documented evidence of your notice.
In Remote or Telework Settings, Submission by Email or PDF May Be Accepted
Subject Line, Body Text, and File Format Considerations for Email Submission
If the company accepts resignations submitted by email or electronic application, email submission is possible. Use the subject line “Submission of Resignation Notice,” clearly state your intent to resign and desired last day in the body, and attach the signed and sealed resignation notice as a PDF. Avoid sending it in editable formats such as Word or Excel.
The Legal Validity of Electronic Signatures — and the Importance of Confirming With Your Company First
Electronic signatures under the Electronic Signatures Act carry the same legal weight as handwritten signatures.
However, whether a company has the infrastructure to accept electronically signed resignation notices varies. If you are considering submitting electronically, confirm with your HR department or manager in advance.
6. What to Do If Problems Arise When Submitting Your Resignation Notice
Sometimes companies try to pressure employees to stay, or simply refuse to accept the resignation notice. Even in these cases, resignation is possible if you know how to use the legal tools available to you.
Your Notice of Intent to Resign Is Legally Valid — You Can Resign Without the Company’s Consent
“We Won’t Accept It Because There’s No Replacement” Is Not a Legally Valid Reason to Block Resignation
Being told “you can’t leave until we find a replacement” or “we won’t approve it because it’s a busy season” does not constitute a legally valid basis for preventing resignation under Article 627 of the Civil Code.
Resignation is a worker’s right. It takes effect two weeks after notice is given, regardless of whether the company approves it. You are under no obligation to comply with retention pressure.
How to Exercise the Right to Resign Under Civil Code Article 627
If your resignation is being blocked, an effective approach is to send written notice — such as by certified mail — stating: “I have given notice of my intention to resign and will be leaving two weeks from today.” Sending your resignation notice with a confirmed last day via certified mail creates documented proof of when you gave notice.
If the Company Refuses to Accept Your Notice, Certified Mail Proves Your Intent
How Certified Mail Works and How to Use It
Certified mail (naiyou shomeiyubin) is a Japan Post service that officially certifies when a document was sent, what it said, and who sent it to whom. It is an effective option when the company refuses to accept your resignation notice or continues to pressure you verbally. You can bring three copies of the same document to a post office window, or use the e-certified mail (electronic certified mail) service online.
Why Resignation Takes Legal Effect Two Weeks After the Certified Mail Is Delivered
The date the certified mail is delivered to the company becomes the “date of arrival” of the resignation notice — and resignation takes effect the day after two weeks have passed from that date.
Even if the company refuses to accept the letter, once Japan Post issues a storage notification, it may be deemed delivered in certain circumstances.
If the Issue Remains Unresolved, the MHLW’s General Labor Consultation Service Is a Useful Resource
How to Use the Free Consultation Service (MHLW “General Labor Consultation Corner”)
If a resignation-related dispute remains unresolved, you can consult free of charge at the “General Labor Consultation Corner” (総合労働相談コーナー) operated by prefectural Labor Bureaus across Japan. Trained advisors handle issues related to resignation, dismissal, and harassment, and can advise you on specific next steps. Some locations accept walk-ins without an appointment. (Source: MHLW “General Labor Consultation Corner”)
Need Support Navigating a Difficult Resignation?
If a company is pressuring you to stay or refusing to accept your notice, having the right support matters — especially when you’re also managing a visa or language barrier. BLOOMTECH Career for Global connects Japan-resident IT engineers with N2-level Japanese or higher to opportunities and guidance for a smoother transition.
▼Contact BLOOMTECH Career for Global here
7. Key Considerations IT Engineers Should Confirm Before Submitting a Resignation Notice
IT engineers have additional items to confirm beyond the standard resignation process. Check the following before your departure to prevent post-resignation disputes around non-compete obligations, account access, and copyright.
Review Your Confidentiality Agreement and Non-Compete Obligations Before Resigning
What to Look for in Non-Compete Clauses in Your Employment Contract and Initial Pledge
IT engineers regularly handle highly confidential technical and customer information in the course of their work — and may be subject to non-compete and confidentiality obligations upon leaving. Before resigning, revisit your employment contract, work rules, and any pledges you signed on joining to check whether non-compete clauses exist and what they say. Key things to verify: the duration of the obligation, the geographic scope, the range of prohibited activities, and the consequences for violation (including potential liability for damages).
Requirements for a Valid Non-Compete Obligation: Reasonableness of Duration, Region, and Scope
Not all non-compete clauses are legally enforceable. Courts weigh the following factors: ① whether there is a legitimate interest worth protecting, ② the seniority and role of the employee, ③ whether the prohibited activities, duration, and geographic scope are reasonable, and ④ whether any compensation or benefit was provided in exchange. Overly broad non-compete clauses may be found invalid — if you have concerns, consider consulting a lawyer.
The Risk Level Varies Depending on Your Destination’s Industry and Size
Moving to a direct competitor carries the highest risk of violating a non-compete obligation. Moving to a different industry, or to a company with substantially different technical work, lowers the risk considerably.
Using or disclosing your former employer’s confidential information — such as customer lists, technical specifications, or algorithms — at your new employer may also constitute a violation of the Unfair Competition Prevention Act.
▼Related Reading
Before resigning, understand how non-compete clauses affect your next career move as an engineer in Japan.
Return and Hand Over Access to Business Systems, GitHub Accounts, and Cloud Credentials Properly
How to Create a Return List of Company Devices, Licenses, and Access Credentials
Before leaving, create a complete list of everything issued by the company: devices (laptops, smartphones, security tokens), software licenses, cloud service accounts (AWS, GCP, etc.), VPN access, and business email accounts — then work through returning them and transferring access in an organized way. If you still have access to business accounts after your last day, you risk violating the Unauthorized Computer Access Act.
Confirm the Separation Between Personal and Business Accounts
In version control services like GitHub, personal and business accounts are sometimes intermingled. Before leaving, sort out your access to business repositories and verify that no work-related code has ended up in your personal account. Moving code written for work purposes into a personal repository may constitute copyright infringement.
Well-Prepared Handover Documentation (READMEs, Runbooks) Also Reflects Well on You at Your Next Job
In the IT engineering job market, your reputation at previous employers can carry weight — including through reference checks. Taking care to prepare and hand over thorough documentation — READMEs, operational runbooks, architecture diagrams — for the systems you managed is a mark of professional conduct that people remember.
A thorough handover also reduces the likelihood of post-departure inquiries, which ultimately protects you as well.
Code and Deliverables Created During Employment Generally Belong to the Company Under Copyright Law
The Work-for-Hire Principle — and How to Check Whether You Can Use Past Work in a Portfolio
Under the “work-for-hire” doctrine in Article 15 of the Copyright Act, copyright in programs and design documents created by an employee in the course of their duties generally belongs to the employer. If you intend to use code written during your employment in a personal portfolio, freelance project, or side venture, you need to obtain the company’s permission in advance.
Cases Where You Need to Confirm With the Company Before Publishing or Using Past Work
If you plan to publicly share deliverables as part of a job search portfolio, it’s safest to obtain the company’s consent beforehand. Keep in mind that confidentiality obligations around projects covered by an NDA — including non-public technical details — continue after your resignation.
▼Related Reading
Infrastructure engineer? This strategic guide walks you through quitting and transitioning smoothly.
8. Social Insurance, Pension, and Tax Procedures Required After Submitting Your Resignation
After resigning, a series of time-sensitive tasks await: health insurance, pension, residence tax, unemployment benefits, and more. Knowing which documents you need and what the process looks like before you leave will help you handle everything calmly after your last day.
Confirm in Advance Which Documents You Should Receive From the Company Before Your Last Day
Post-resignation procedures require documents from both the company and your own applications. The main documents the company is obligated to issue are as follows:
| Document | Purpose / Notes |
|---|---|
| Separation Notice (離職票 1 & 2) | Required for unemployment benefit procedures at Hello Work. Issued by the company within 10 days of departure. |
| Employment Insurance Certificate | Submitted to your next employer. You may already be holding this yourself. |
| Withholding Tax Statement (源泉徴収票) | Required for tax filing and year-end adjustment. Issued by the company within one month of departure. |
| Health Insurance Loss-of-Coverage Certificate | Required for switching to National Health Insurance. |
| Certificate of Retirement (退職証明書) | Some new employers request this. The company is obligated to issue it upon request. |
Certificate of Retirement: Request It From the Company If Your New Employer Requires It
Under Article 22 of the Labor Standards Act, companies are required to issue a certificate of retirement promptly when a former employee requests one.
Some employers ask for this at the time of joining, so preparing it before your departure avoids delays. The certificate states only the information the employee requests — typically: length of service, job duties, and reason for leaving. (Source: Labor Standards Act Article 22)
Health Insurance, Pension, and Residence Tax Must Be Switched Promptly After Resignation
Switching to National Health Insurance vs. Continuing Coverage — How to Choose and What the Cost Difference Looks Like
Once you leave, your company’s health insurance coverage ends — so you need to switch quickly to avoid a gap in coverage. The main options are: ① National Health Insurance (enroll at your local municipal office; premiums are calculated based on previous year’s income), ② continued enrollment in your former employer’s health insurance (up to two years; premiums are often roughly double what you paid while employed), or ③ joining a family member’s health insurance as a dependent (if you meet the eligibility requirements).
Which option is most advantageous depends on your previous year’s income. Consulting the municipal office or Hello Work is recommended.
How to Switch to the National Pension (at Your Municipal Office)
While employed, you were enrolled in the Employees’ Pension (厚生年金). After resigning, you need to switch to the National Pension (第1号被保険者). Complete the procedure at your local municipal office’s pension counter within 14 days of your last day. Bring your Health Insurance Loss-of-Coverage Certificate or Separation Notice.
If premiums are financially difficult, you can apply for a full or partial exemption, or a payment deferral.
Residence Tax: Switching From Employer Withholding to Self-Payment — and the Lump-Sum Deduction Warning
Residence tax is levied on the previous year’s income and continues to be owed after resignation. While employed, it was deducted from your monthly salary (special collection). After leaving, you pay it yourself via a tax bill (ordinary collection).
Depending on your resignation month, the remaining residence tax balance may be deducted in full from your final paycheck — check your final pay slip in advance to avoid surprises.
Unemployment Benefits (Employment Insurance) Are Processed at Hello Work — and the Conditions Depend on Why You Left
Voluntary Resignation: A 2-Month Restriction Period Delays When Benefits Start
For voluntary resignations, after filing with Hello Work there is a 7-day waiting period followed by, in principle, a 2-month benefit restriction period (3 months from the second instance within a 5-year window). After that, basic benefits are paid for the prescribed number of days — which varies by how long you were covered: 90 days for 1 to under 5 years, 120 days for 10 to under 20 years, and so on.
Company-Initiated Separation / Specific Eligible Recipients: No Restriction Period — Benefits Begin Sooner
For company-initiated separations (bankruptcy, dismissal, encouraged resignation) or cases that qualify as “specific eligible recipients” (such as harassment-related departures), there is only a 7-day waiting period — no benefit restriction period. The number of benefit days is also longer than for voluntary resignation. Accurately reporting your reason for leaving has meaningful financial implications.
Documents Required and the Application Process
| Document | Where to Get It |
|---|---|
| Separation Notice (1 & 2) | Former employer |
| Employment Insurance Certificate | Former employer or your own records |
| My Number Card (or notification card + ID) | Prepare yourself |
| Two ID photos (3cm × 2.5cm) | Prepare yourself |
| Bank account passbook or cash card in your name | Prepare yourself |
| Personal seal (inkan) | Prepare yourself |
The process unfolds as follows: visit Hello Work → receive your Employment Insurance Benefit Certificate → attend an employment insurance information session → conduct job-search activities and attend certification appointments (every four weeks) → receive basic benefit payments by bank transfer.
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Not sure if resigning is the right call? This guide helps you decide without regret.
9. FAQ: Common Questions About Submitting a Resignation Notice
Here are answers to frequently asked questions about resignation notices. Review these before moving forward with the process.
How Far in Advance Do I Need to Submit My Resignation Notice?
Under Civil Code Article 627, for employees on open-ended contracts (such as regular full-time employees), submitting two weeks before your desired last day is legally sufficient. However, most company work rules specify “one month in advance” — and following that guideline is the recommended approach for an amicable departure.
Does a Resignation Notice Have to Be Handwritten?
There is no legal requirement for it to be handwritten. A typed notice is legally valid, but the name signature and seal must always be handwritten and hand-stamped. If the company recommends or requires handwriting, follow their preference.
What Should I Do If the Company Refuses to Accept My Resignation Notice?
Sending notice of your intent to resign by certified mail is an effective step. Once the certified mail is delivered, two weeks later your resignation takes legal effect under Civil Code Article 627. If the issue remains unresolved, consulting the MHLW’s “General Labor Consultation Corner” is recommended.
What Is the Difference Between a Resignation Notice and a Resignation Request?
A resignation notice is a binding document that unilaterally notifies the company of resignation — it carries legal effect regardless of company approval. A resignation request is an appeal to the company — resignation only becomes final once approved. If your resignation date is already confirmed, use the resignation notice. If you’re still at the discussion and negotiation stage, use the resignation request.
Is It Okay to Submit a Resignation Notice by Email While Working Remotely?
It’s fine as long as the company accepts submissions by email or electronic application. When submitting by email, it’s recommended to attach the signed and sealed resignation notice as a PDF. Confirm the company’s policies and your manager’s or HR department’s preferences before proceeding.
10. Summary: Submitting a Resignation Notice Isn’t Difficult Once You Know the Steps and the Etiquette
Submitting a resignation notice involves checkpoints at every stage: document type, timing, how to write it, and envelope etiquette. Understanding your rights under civil law and following the steps in your company’s work rules is the most straightforward path to an amicable departure.
Post-resignation procedures for health insurance, pension, and residence tax all have deadlines — get ahead of the schedule before you leave, and work through each step at a steady pace.
Ready for Your Next Career Move in Japan?
Once your resignation is squared away, the next step is finding the right next role. BLOOMTECH Career for Global specializes in supporting IT engineers who are current residents of Japan with N2-level Japanese or higher, matching you with companies that value your skills and background.
▼Contact BLOOMTECH Career for Global here
