Trivia: What number do Japanese people avoid?

Q.

What number do Japanese people avoid? 

a. 13

b. 7

c. 4

A.

The answer is c. 4!
Number 4 is considered unlucky as it is pronounced as death ( 死 ) in Japanese. If you see hotels or hospitals without the 4th floor or room 4, this is the reason why. When you pay close attention, you can see how number 4 is omitted in various places and situations. 

In your culture, what numbers are considered unlucky?

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Trivia: How should you NOT sit in a formal business meeting?

Q.

How should you NOT sit in a formal business meeting?

a. crossed legs

b. crossed arms

c. hand placed on each knee

A.

If you want to give a good first impression, you should avoid crossing your legs as it is considered rude and can be seen as if you have an attitude.  Japanese people are taught to sit up straight and legs together, with hands placed on each knee. 

Japanese people are very observant. How you sit might not be a big deal in other cultures, but in a culture that pays attention to the smallest of details, your posture is equally as important as your personality.

Even though this custom is loosening up nowadays, it does not hurt to have a good posture!

What do you think about this culture?

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Trivia: Why do businesses hand out tissue packets?

Q.

Why do businesses hand out tissue packets?

A.

The main reason you see businesses handing out tissue packets in the streets is for advertising. It is one of the cheapest yet effective marketing strategies to reach potential customers.

Japanese people tend to carry pocket tissues in their purses, just like they do with handkerchiefs as a form of etiquette. As tissues come in handy in a culture that values cleanliness, a lot of pedestrians actually take the tissues being handed to them. Some people keep it in the pocket tissue holder for hygienic purposes.

The luxury tissue industry is also very big in Japan. Hana Celeb ( 鼻セレブ  = Nose Celebrity) is one of the popular choices, described as cashmere for tissues! it is very soft and does not dry out your skin. Some tissue can cost more than 1000 yen per box!

Have you tried any luxury tissues?

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Trivia: What is "Hou-Ren-Sou"?

Q.

What is "Hou-Ren-Sou"?

A.

"Hou-Ren-Sou" is a concept introduced in Japanese business settings. Perhaps, it is one of the first things company will teach you as a new hire. 

Hou is short for houkoku (to report), ren is short for renraku (to inform), and sou is short for soudan (to consult). This concept represents a reporting structure where employees are to keep supervisors up to date about the status of tasks, communicate and inform those involved properly, and seek advice and approval from a supervisor at all times.

You might notice that you're CCed into many emails that might not directly concern you, but this is because your workmates feel it's important to keep you in the loop. On the flip side, you might need to ask yourself if you've been communicating enough, up to the level that is expected of you by your managers and teammates.

This practice of “Hou-Ren-Sou” is the root of building and maintaining trusting relationships with Japanese coworkers. The word hourensou actually means "spinach", so you can remember this as "Spinach Reporting"!

What do you think about this business culture?

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Trivia: What is the difference between Kansai and Kanto dialects?

Q.

What is the difference between Kansai and Kanto dialects? 

A.

Japan has multiple dialects unique to each region and prefecture. To be technical, each community will have slightly different dialects that cannot be easily categorized. However, for the sake of simplicity, let's generalize.

The Kanto dialect is flat and monotone, whereas the Kansai dialect tends to be more emotional and dynamic in its pitch and tone. Because of their expressive nature, Kansai people are often characterized as fun. This is why many comedians in Japan are from the Kansai area! 

What dialects have you heard?

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Trivia: What is the concept of "Ichigo Ichie" ?

Q.

What is the concept of "Ichigo Ichie" ?

A.

Ichigo Ichie ( 一期一会 ) is a Japanese philosophy of well-being. The message is to treasure the moment and treat others with care and respect, as each unique opportunity will be presented once in a lifetime. It is a way of living a fulfilling life by appreciating small moments in the present, rather than dwelling in the past. As many psychologists have suggested, the cultivation of Ichigo Ichie is the key to happiness. 

Let's practice Ichigo Ichie! What do you think about this culture?

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Trivia: What is Osechi?

Q.

What is Osechi?

a) Traditional Japanese New Years Food

b) Festive mochi (pounded rice) that has been sweetened for the Gods

c) A traditional inn where people stay specifically to enjoy and observe New Years practices with family

A.

Osechi is a Japanese traditional New Year's food. It is made to last for the whole Oshougatsu, (no supermarkets and department stores were open back then) so it tends to have a lot of sugar and vinegar in it.

Did you know that each dish has its own meaning? 

• kuromame ( sweet black soybeans) represents a wish to be strong and healthy 

• kamaboko (fish cake) resembles the first sunrise of the year

• kobu-maki symbolizes happiness

• kazunoko represents a wish to be blessed with children  

What do you think about this culture?

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Building Relationship with Coworkers

Japanese people value relationships with coworkers and clients, more than the skills and abilities they have to perform tasks. It goes without saying that building trust between your supervisor/coworker and having a good relationship with them is extremely important and a high priority. 

Hou-Ren-Sou

Managers in Japan like to be kept in the loop of what's happening in their team, and most likely, they will demand detailed updates on the status of work, especially if you are new to the company. The first thing new graduates are taught in a company is the concept of “Hou-Ren-Sou”. Hou is short for Houkoku (to report), ren is renraku (to inform), and sou is soudan (to consult). The word hourensou actually means "spinach", so you can remember this as "Spinach Reporting". 

Houkoku (to report)

To keep supervisors up to date about the status of tasks given to you. Even if you are not done with the task, the current status and the time needed for completion must be communicated to the supervisor. You can never report too much, even the smallest update will be appreciated.

Renraku (to inform)

To communicate and inform those involved properly. This refers to contacting coworkers that you will be late for a meeting or to inform the case of customer complaints to a supervisor. If you have relied on email and did not make a follow-up call to your client on an urgent matter,  this will be a failure to inform.

Soudan (to consult)

If you are new or lower in position, there is not a lot of opportunities to make decisions by yourself. Always seek advice and approval from a supervisor even if an action or decision seems like a no-brainer. Share all information and be as transparent as possible. 

This practice of “Hou Ren Sou” is the root of building and maintaining trusting relationships. It is followed to strengthen teamwork and to avoid making big mistakes that could be detrimental to their business. 

Perfectionist culture

Japanese people see mistakes as a failure. One small mistake can destroy the trust that took years to build with coworkers. This is why one report is seen by multiple people until approved and the idea is run by several individuals until agreed to move forward. The supervisor will expect to be handed a perfect report without any mistakes, on a first draft. Even so, the report will be double and triple checked. 

Performing high-quality tasks perfectly is important in order to maintain trust and reputation. As this mindset leaves no room for mistakes, there is always immense pressure on executing even small, seemingly unimportant tasks. 

Business nomikai (drinking gathering)

It is not an exaggeration when people say real business happens after work at nomikai (drinking party). Nomikai is when an indirect and quiet communicator becomes verbal with the help of alcohol. It is when Japanese people reveal their true and honest selves and bond over meaningful conversations.

Drinking alcohol is a big part of relationship-building in Japan. As nomikai culture starts in university, (students start planning nomikai with their extracurricular club friends) it is not a surprise for them when nomikai takes place multiple times a week as a new graduate. Building good relationships with coworkers is part of their job, thus the majority see nomikai more as an obligation rather than a party. Be careful though not to bring nomikai energy back into the workplace the next day. People tend to resume their roles and respectful language once they are back in the office.

Client Meetings

Japan has kept its specific ways of handling social interactions and a unique approach to business, despite welcoming varieties of international companies. 

Punctuality

Japanese people are known for their punctuality. Growing up strictly penalized for being late (even by a minute) as a student, the concept of being on time is embedded in the culture. Being late signifies a lack of respect and is considered very unprofessional, especially in business environments. 

In Japanese business meetings, It is not enough to be on time. People will start gathering 15 min prior to the office or meeting to get ready to perform their tasks. Even if you will just be listening, it is considered polite to be seated 10 min before the meeting starts. When having meetings with clients, some people will arrive at a location an hour in advance just to make sure they know where the place is, and spend time at a cafe nearby until the appropriate time. 

It goes without saying that people arrive at the office with more than enough time to spare, as a result of taking into account the possible train delays. Remember that train delay as an excuse for being late is not accepted. 

Exchanging business card 

Exchanging business cards can be seen as a simple act, but this is not true in Japanese culture.  It is considered an important business transaction and the rules must be followed to avoid being disrespectful.

It is a rule of thumb to have a dozen business cards (meishi) with you at all times. It will be a shame not to be able to introduce yourself in a client meeting. When presenting your card, both hands should be used, with the card facing your client so it is easy for them to read. When you receive a card from your clients, make sure to use both hands as well to show respect. Receiving using one hand will diminish the importance of your clients and might lead to offending them. 

After you thank them with a small bow, place the business card on top of the table. Here, you can also place it on top of your card case. Note that received business cards should not be placed inside a bag or a pocket, as dismissing the card will imply that you are not interested in them or their business. When you have exchanged cards with multiple people, make sure to place them on top of the table so you can remember the names correctly. Do not scribble or take notes on the card as it will give the impression of disrespect. 

A business card in Japan is more than a card with your name and position on it. The act of exchanging business cards is an important practice that marks the start of an exciting future with clients. That is why it has to be treated with care and respect. 

Seating 

Seating arrangement is one of the unique ways Japanese people show respect to guests.

The seat furthest from the door is called kamiza (high seat) which is considered the most comfortable and safest seat of all. This seat is reserved for a person with the highest position or the oldest in age among the guests/clients. 

The shimoza (low seat) which is the seat closest to the door will be seated by the lowest position or the youngest/newest among the hosts. Note that it is important for people seated in shimoza to only take a seat after everyone else has seated. 

When you go for business dinners with clients, you can notify the restaurant about how many hosts (shimoza) and how many guests (kamiza) there are so that the restaurant can prepare the table accordingly and direct you and guests on where to sit. 

These rules are not as strictly followed in big meetings, as these seating arrangements can get quite confusing even for natives. It is interesting to see that in a hierarchical society, status can play a big role in where the person sits in a meeting!

Meeting Etiquette 

Japan’s unwritten rules regarding meeting etiquettes might be hard to grasp when new to the country. 

As a general rule of thumb, eating is not allowed in a meeting, unless it is a lunch meeting. The eating noise can be distracting to attendees, and it is considered rude to eat while someone is talking. Note that chewing gum is also considered rude. Small candies or mints are accepted as it does not make noise. 

Generally, people will drink water or green tea in a meeting. Drinks such as soda or juice are less likely to be consumed especially in a client meeting as it gives an unprofessional impression. 

Japanese people tend to be very observant that they pick up negative energy from a person with bad posture. This is why it is important to conduct yourself professionally and avoid giving negative impressions, especially if you are new to the company.

Greeting Clients & Coworkers

Greeting phrases to remember 

Listed are basic phrases used daily in a workplace environment in Japan. 

1. When arriving at the office in the morning do not forget to greet everyone with: Ohayou gozai masu. The direct translation means "good morning", however people use it as soon as they arrive for their work shift even if their shift starts later in the day.

2. Before going out to see clients, notify coworkers that you are leaving: Itteki masu, which means "I'm heading out". Others will reply itterashai which is a form of acknowledging that you're going out. 

3. When you have met with your clients at a meeting, say yoroshiku onegai itashimasu which is a phrase that shows interest in collaboration. If you are in a meeting with your teammates and coworkers, use a less formal version: yoroshiku onegai shimasu.
   

4. If you are going to leave a meeting and others are still left in the room, say shitsurei itashimasu which is a way of announcing that you are excusing yourself. A less formal version for an internal meeting is: shitsurei shimasu

5. When you arrive back to an office after an offsite meeting, let coworkers know you have returned by saying: tadaima modori mashita (I've just returned). Your teammates will reply with okaerinasai (welcome back). A more formal reply will be okaeri nasai mase which will be used as a form of politeness to you if you are older or in a position of higher status.

6. When you are ready to leave the office, pay respect to those who are still working by saying: osakini shitsurei shimasu (I'm excusing myself now for the day). Then, say a final greeting to everyone with otsukare sama deshita which is a way of indicating thanks for hard work during the day.

It goes without saying that greeting politely is crucial in making good impressions, especially in Japan. As Japanese supervisors prefer to be kept in the loop of all things, these phrases will come in handy when updating and notifying your whereabouts. 

Public Cleanliness

In 2018, Japan made headlines when Japanese fans cleaned up and picked up garbage left by spectators at a World Cup football game. For Japanese fans, cleaning the stadium was a way to show respect and pay tribute to the athletes.

Osouji (Cleaning) Culture

Japanese people are taught the importance of maintaining a clean environment from when they are young. Japanese public schools do not rely on janitors to keep the environment clean. Instead, students have time set aside for cleaning and tidying in the afternoon, called osouji. Students are to clean their assigned location; some hand wipe the floors, some move the desks, and some clean the hallway. Students rotate between roles from time to time and clean the whole campus as a team every single day. Students do not necessarily enjoy this “osouji” time, however, students learn to clean up after themselves and develop a habit of doing so. It is also a way for them to learn to not only clean up their items for themselves, but to keep things clean for others.

Japan has held an event called, “SPO GOMI” (スポGOMI), since 2008 in hopes to spread the importance and raise awareness of public cleanliness. In this event, high school students compete for the amount of trash they were able to find in the streets in a given amount of time. “SPO GOMI” is a very unique event that treats street cleaning as a sport, which has taken place over 500 times, and 16,180 bags of garbage have been collected thus far!

Growing up with these practices and habits, cleaning has become a big part of Japanese people's daily routine. Even as adults, employees of Japanese traditional companies will empty trash and do osouji in the morning before work begins - and depending on your company, you might be asked to do the same. After meetings, employees themselves put the cups and trash away and make sure that it is clean and tidy for the next people to use. 

Garbage in Public

As Japanese people tend to be sensitive and aware of other people’s eyes, they are extra careful when handling garbage in public. 

Public trash bins are only placed strategically, especially outside the train stations. This encourages people to dispose of their garbage in their own homes. Generally speaking, Japanese people tend to avoid eating while standing/walking in public as it can be seen as unmannerly. In public, many people use convenience store bags as trash bags and bring them back home if they fail to find an appropriate public garbage can.

Garbage Disposal

The rules for garbage disposal and recycling can be very complicated as each ward has its own system and regulations. It is important to put the right type of trash out on the appropriate date at a requested time. Many people take out the trash right before the collection time instead of the night before to avoid being picked by the Japanese crows which can easily leave a huge mess in the streets. This is why people who leave trash outdoors for pick up place their trash bags under a net to keep them in a safe place. The designated bags for each type of trash can be purchased in the nearest convenience stores. For more information on trash and recycling, visit the less on Trash & Recycling under the Adapting section.

Dress Code in Japan

Workplace attire

It is important to pay close attention to the standard office dress code at your company if you want to make a good first impression in Japan. Generally, Japanese people tend to dress conservatively especially if they are new to the company or working in a traditional Japanese company.

For women:

• Suit or a dress with neutral colors like black, navy, and grey

• Skirt lengths below the knee

• Tights or stockings should be worn

• Blouses with light colors like light pink, light beige, and white

• Heels between 3cm - 5cm ( heel should not be too high). No flats or sneakers.

• Simple light-colored nails

• Avoid wearing sleeveless tops or deep-cut blouses that show too much skin (if you wear one, bring a cardigan or blazer). 

• Avoid tightly form-fitted clothes that accentuate your body line.

• Avoid dyeing your hair a color that stands out

For men:

• Suit with neutral colors like black, navy, and grey. Stripes or no patterns.

• White or light blue shirts

• Black or brown shoes with neutral-colored socks like black, navy, and grey

• Ideally short hair

• Avoid dyeing your hair a color that stands out

Note that dress codes vary by companies, as well as the specific role of the person. If the job description requires meeting with clients on a daily basis, the dress code will likely be more formal compared to people working from the office all the time. Although many companies are starting to accept business-casual attires (especially startups and international companies), people dress rather conservatively in order to be taken seriously. 

Wedding attire

Weddings tend to vary in styles. It can range from a very formal Shinto-style wedding to casual Western-style weddings. As a general etiquette, when invited to the wedding, make sure to prepare goshugi (gift money) which ranges from 30,000 yen to 100,000 yen depending on the relationships with the newly married couple. Place crisp notes in a shugibukuro (money envelope) which can be found in stationery stores and convenience stores. The dress code is not as strict, however it's a universal rule to avoid wearing white to any kind of wedding in Japan. Generally,  Japanese women will dress up and get their hair set but also make sure they are not wear anything too striking or revealing to pay respect to the bride. The specific dress code will depend on the style of the wedding, so make sure to check before attending. 

Funeral attire

Regardless of what the family practices, most osoushiki (funerals) are conducted in a Buddhist-style in Japan. The deceased’s family is responsible for organizing a funeral service which includes the otsuya (wake), and kokubetsushiki (ceremony).

Otsuya is when families, relatives, and friends pay their last respect to the deceased. Here, the guests will give kouden (condolence money) which generally varies from 3,000 yen to 30,000 yen depending on the relationship with the deceased. Note that the bills have to be new and crisp. Generally, the next day follows the Kokubetsushiki, when the body is cremated and people say goodbye to the departed for the last time. 

The dress code for funerals must be followed strictly. The general rule is to wear all black (the blackest shade of black you can find), including your belongings, and no accessories except for pearls and wedding rings.

For Women:

• Plain black dress or a suit. No patterns.

• The only color allowed other than black is the white shirt under the suit. However, the jacket shall not be taken off at any time.

• Plain small black handbag. Avoid shiny patent leathers or flourishes. No backpacks or messenger bags allowed.

• Black plain shoes. The heels should not be too tall, flats are allowed. No shiny fabrics or sneakers.

• No showing of skin, wear stockings that are black or the same as your skin color.

• Dress length should be below the knee.

• No strong perfumes.

• No bright colored nails. Although no nail polishes are ideal, light pink or light beige is also acceptable.

• Jewelry is limited to small pearls and wedding rings.

• Hair should be tied back in a low ponytail or a bun if long. Keep it simple if short.

• School uniform is allowed for students.

For Men:

• Plain Black suit

• Black shoes (no sneakers) 

• Black tie (no bow tie) 

• Black handbag

• No jewelry or watches other than wedding rings

• No strong perfume

• School uniforms are allowed for students.

This may sound like a lot of rules to figure out, but many suit stores in Japan and department stores will have a section for funeral attire. Japanese people will buy a whole set for funerals and keep them in their closets as funeral attire, as there will be no other time to wear an all-black outfit. The list can be overwhelming, but remember to dress all back, (even your umbrella) and avoid any embellishment of any sort. 

Omiyage - Gift Giving Culture

The omiyage (gift) culture is more than just an act of giving a souvenir. In a country where people do not often communicate directly or express feelings, gift-giving is used to show love and appreciation. 

Gift to coworkers after a trip

Omiyage can be given to friends, coworkers, and neighbors, generally after a trip or a vacation. It is especially important to give gifts in a workplace setting, as a way to thank teammates for the work that had to be taken over while on vacation. It shows how much a person appreciates team members and coworkers for support and their hard work.

It is fair to say that one of the biggest events on a vacation is to pick suitable and appropriate omiyage for the team, or sometimes the whole office. It is easy to find reasonably priced omiyage shops, especially in touristy locations. Generally, people tend to pick sweet snacks that are individually wrapped so that it is easy to share among coworkers. 

It is not rare to see an office kitchen table filled with omiyage unique to people’s vacation spots, especially after major holidays like the New Years, Obon, and Golden Week. Not only is it a great conversation starter, but it also gives an impression that a person cares about work and is serious about maintaining good relationships with coworkers. The power of omiyage should not be underestimated, especially in a workplace setting. 

Gift when visiting people’s homes 

It is a nice gesture to bring a small gift when visiting people’s homes, regardless of how close you are to the person. Generally speaking, people in Tokyo are not very big on spending time at the homes of new friends as they would have to kiwotsukau (pay careful attention to guests/hosts), which isn't relaxing. Japanese people (especially those who grew up in big cities like Tokyo) tend to invite people to their place only if they are close, or can be trusted. If you are invited to someone's home, this is a positive sign. On a side note, it can be seen as too informal or even a bit rude to show up at people’s places unannounced. 

The gift you bring when invited to people’s places greatly differs depending on the relationship you have and how close you are with the person, but generally, people would bring something to snack on for around 2000-3000 yen.

Gift for new neighbors 

As soon as you've settled into a new place, it is important to greet neighbors with a small gift within the first week. As Japanese people favor polite, well-mannered, and quiet neighbors, it is especially a smart idea to greet neighbors with a gift if you have babies or small kids.

There are no particular rules on which neighbors to gift to or what to gift. Generally, people will greet just the neighbors who live next door to them or all neighbors on the same floor of their apartment. The gift should not be anything expensive, as it would pressure the neighbors to give a gift in return. It can be anything from a snack to cups or cutleries (something practical). Introduce yourself with a gift and tell them you will be living next door. The small act of kindness will go a long way in Japanese communities. 

Tipping

Unlike many western countries, tipping is not customary in Japan. Service workers do not depend on tips and tipping is not recognized as a way to show appreciation. Rather, people would most likely turn down tips, and some might even consider it rude. 

Japanese people will give excellent customer service without a tip. If you are absolutely inclined to tip, it will be appropriate to put cash in an envelope instead of pulling out money from your wallet and giving it directly. However be ready to be declined, as many companies restrict employees from getting personal gifts from customers.

Dining Out

Generally speaking, Japanese people are health conscious and have high expectations regarding quality food. Dining culture in Japan is very unique and some etiquettes are quite surprising for newcomers.

Taking home leftovers

The majority of restaurants in Japan do not allow customers to bring back leftover food. As the portion tends to be generally smaller than it is in western countries, many expect the customers to finish the food in the first place. However, even if it’s a big portion, Japanese restaurants do not like customers taking the food home because of the issue surrounding food safety. 

Restaurants worry that food might get bad between the time the customer leaves the restaurants and eat them at home. If they are not properly refrigerated or stored during said time, customers can get sick. They do not want to take any chances as Japanese restaurants/ consumers take food safety very seriously and one complaint can be detrimental to their business. 

As more restaurants take on take out businesses, some places are starting to permit customers to take the food home (limited to those who are willing to take possible risks and have agreed that it will be their responsibility not the restaurant’s when something happens). 

Chopstick usage

Chopsticks are the most used eating utensil in Japan. Japanese people eat rice, noodles, and even potato chips with chopsticks. There are several etiquettes regarding chopstick usage including rules that are universal and etiquettes that are more unique to Japanese culture. 

1. Do not stick chopsticks into food

2. Do not stab the food

3. Do not pass food between people with chopsticks: this is only done in funerals when handling   cremated bones

4. Do not point at objects or people with chopsticks

5. Do not make noise with/play with chopsticks

6. Do not leave the chopstick in X shape: when finish eating, place your chopstick so that it is parallel to one another

Using chopsticks in above ways are seen as lacking in manners and are considered very rude. The ones that involve traditional funeral culture is especially a big no-no.

Elevators & Escalators

Elevators 

For Japanese people, a simple act of using an elevator is an opportunity to kiwotsukau ( to prioritize other’s needs above your own). 

The first person to enter the elevator automatically becomes the elevator operator. The responsibilities include holding the doors open until all people waiting have entered, pressing the floors requested by other passengers, and closing the elevator in a timely manner. Here, note that the open button has to be pressed while performing operator duties, as it will automatically close after a certain period of time. Even if the elevator operator was the first one onto the elevator, they are usually the last person to leave because they hold the doors open. 

In business settings, the youngest person within a company becomes the operator. Generally, the youngest employee or a newcomer will let others in first, and take on the operator role. Even if someone is already operating the elevator when a younger staff enters, that younger staff will most likely offer to take over the role. Here, note that the act of offering is what is important rather than actually taking over the operator role. To show appreciation, people will lightly bow to the operator when they get off. For business meetings between companies, the host of the meeting becomes the elevator operator.

Escalators

Rules for using the escalators are more straightforward, and for a busy city like Tokyo, it is important to follow the rules for maximum efficiency.

People who wish to stand will position themselves on the left side of the escalator, leaving the left side available for people in a hurry to walk up/down the escalator. However, in the Kansai region, the rules flip. People stand on the right side and walk through the left side.

Japanese people tend to be strict about these rules so make sure to be aware of the escalator etiquettes in your region!

How to Address People in Japan

When you are new to Japan, addressing people can be tricky. There is a different level of formality, and people address each other accordingly.

Business coworkers: Last name + san

When the interaction is formal, people usually call each other by their last names plus the suffix -san (Tanaka + san = Tanakasan). Adding san at the end of someone’s last name makes it very polite and appropriate for professional relationships. However, some people will refer to others with their first name + san (Ayaka + san = Ayakasan), which adds a friendlier tone. This suggests that the person is close but not close enough to be friends. 

Business Clients: Last name + sama 

Last name plus sama is the most formal and polite way of addressing others. This is generally used to refer to someone outside of work, such as clients. The people in the service industry will call customers “Okyakusama” (お客様). This is because customers are higher in position. Be careful not to overuse -sama as this is only used to refer mostly in business situations. 

Friends: First Name + san, chan (for girls), or kun (for boys)

The way friends address each other depends on the closeness and the age difference. With friends of similar age or younger, people would call each other only by their first names (yobisute), the closest form of addressing people. If your friend is older, senpai (先輩) is added at the end of first or last names ( Ayaka senpai or Tanaka senpai). This can also be used when addressing coworkers. Although adding -chan (for girls) and -kun (for boys) are mostly used to address younger kids, it's not rare for adults to add -chan/-kun at the end of a nickname (ayano: aya + chan= ayachan あやちゃん).

Depending on the closeness, age difference, and the environment people are in, the nuance changes. That’s why the simple act of addressing others can be confusing at times. When not sure, the safest is to use -san as it will not sound rude or offend anyone!

The Level of Formality & Closeness

Very Formal                                    Formal                                                  Casual + Close

Last name + sama       Last name+san  First name+san       senpai   chan/kun/yobisute 

What you can receive from the Ward Office

Resident Record (Juminhyo)

There are some circumstances in which you’ll need to provide a Certificate of Residence (Juminhyo) to confirm your personal information and address. This can include when you’re applying for a contract for a mobile phone, for example. The local ward/municipal office will issue you a Juminhyo upon request. It generally costs around 300 JPY (fee varies depending on the ward) to have a Juminhyo issued.

My Number (mai nambā)

As soon as you finish your registration, you will be sent a My Number (マイナンバー mai nambā) notification card to your address. 

My Number is also known as an Individual Number (個人番号 kojin bangō). This is a 12-digit ID number issued to every resident of Japan and is used for various administrative purposes, including taxation and social security. It is basically the Japanese version of a Social Security Number.

What you need to register at your ward office

You must register your address at your city or ward office within 14 days of moving into a municipality.

What you will need to register at your ward office:

Residence Card (Zairyu Card)

Once you arrive in Japan with legal permission for a mid to long-term stay, you will receive a Residence Card (在留カード, zairyū kādo) at the airport. You will need to register at your nearest ward office.

Bring your passport and shiny-new Residence Card with you to the city or ward office in order to register your address. 

If you need to register your family members, do remember to bring your marriage certificate, your childrens' birth certificates and a Japanese translation for each document. 

Resident registration (Jumin-toroku, Tennyu-todoke)

Those who are issued a Residence Card at the time of entry are required to report an address in Japan to a local ward/municipal office (Jumin-toroku) by submitting a prescribed form (Tennyu-todoke ) within 14 days from the date of arrival. The form (Tennyu-todoke) is available at the ward/municipal office. 

Note: If you move within your ward, you need to report your change of address. And, if you ever move to a different ward, you must report this to your current ward office and then register in your new ward office within 14 days of moving. 

Personal Information on Your Zairyu Card

Here's the personal information that will be displayed on your Zairyu Card

Zairyu cards show all important identification information, including your visa status.

1. Name (including legal alias)

2. Gender 

3. Date of birth

4. Nationality/Region of origin

5. Visa status and period of stay (same as date of card expiration)

6. Residential address

7. Whether or not you are permitted to work