Step 2 of 4

Understand employment documents

Understand the important documents connected to your employment and keep the records you may need later.

Overview

Employment in Japan can generate several types of documents concerning working conditions, wages, taxes, social insurance, and changes in employment. Understand what each document is for, check important information when you receive it, and keep appropriate records throughout your employment.

Requirements

Understand your written working conditionsKeep the document or contract showing the working conditions provided when employment begins and review important terms such as job duties, workplace, wages, working hours, contract period, days off, and applicable rules.
Keep records of wages and paymentsRetain wage statements and related records so that you can check gross pay, deductions, allowances, and the amount actually paid.
Keep important tax and insurance recordsEmployment can generate documents relating to income tax, employment insurance, health insurance, pension, and other administrative systems. Keep the records that apply to your employment and circumstances.

Documents and items

Employment contract or working-conditions noticeKeep the written document describing your employment conditions and any later documents that formally change those conditions.
Wage statementsKeep wage statements or equivalent payroll records showing wages, allowances, deductions, and payment information.
Withholding tax certificateKeep any withholding tax certificate issued for your employment. It may be needed when confirming annual employment income or completing later tax or employment procedures.
Employment insurance recordsIf employment insurance applies to you, keep relevant insured-person information and documents issued in connection with enrollment or separation from employment.
Health-insurance and pension informationKeep notices or records that help confirm your employee health-insurance and pension enrollment where those systems apply.
Employer-issued notices and correspondenceKeep important written notices concerning changes to working conditions, transfers, leave, disciplinary matters, resignation, termination, or other significant employment events.

Actions

Review documents when you receive themCheck your name, employer information, dates, working conditions, wages, deductions, and other important details and raise questions promptly if something appears incorrect or unclear.
Compare wage statements with your employment conditionsReview payroll information against the applicable employment terms so that wages, allowances, working-time-related payments, and deductions can be understood.
Keep records throughout your employmentStore important employment documents in an organized way rather than relying entirely on continued access to an employer's internal system.
Keep copies before changing or leaving employmentBefore access to workplace systems ends, make sure you retain employment records that you are legitimately entitled to keep and may need for later procedures.
Ask about documents you do not understandIf the purpose or contents of an employment document are unclear, ask the employer or appropriate government consultation service for an explanation before making important decisions based on it.

Practical notes