A Japanese Resignation Letter is not just paperwork—it is a formal expression of your intent to leave a company, written with politeness and professionalism. While our other guide explains the step-by-step procedures for quitting a job in Japan, this article focuses specifically on how to write a proper resignation letter. Learn the differences between 退職願 (taishoku negai) and 退職届 (taishoku todoke), how to format them, and FAQ.
Table of Contents
Chapter 1: 退職願 (Taishoku Negai) vs. 退職届 (Taishoku Todoke)
Understand the critical difference between these two types of resignation letters, and learn when to use each depending on your situation.
When to use which?
Use 退職願 when submitting your intention to resign but are open to discussion.
Use 退職届 when your decision is final and already approved.
| Term | Meaning | Nuance |
|---|---|---|
|
退職願 |
Letter of resignation (request) |
You are asking for permission to resign. Can be withdrawn. |
|
退職届 |
Letter of resignation (notification) |
You are informing the company of your resignation. Cannot be withdrawn. |
Chapter 2: Format and Writing Etiquette
Before you start writing, make sure your letter meets all the expected standards in Japan. From paper type to writing style, here’s what’s considered proper.
Use plain white A4 paper (no logos or lined paper)
Handwritten in black ink is most traditional, but typed letters are accepted in most companies
No envelope with logos; use a plain white envelope
Avoid emotional or negative content
Always submit directly to your supervisor if possible
Chapter 3: Example Letter with Translation
Example: 退職願 – Taishoku Negai
Below is a standard format for a Japanese resignation request letter (退職願) along with its English translation and an explanation of key vocabulary.
English Translation
Resignation Request
I hereby respectfully submit my request to resign, effective [Date], due to personal reasons.
[Submission Date]
[Department Name]
[Your Name]
[Company Name]
To: Representative Director [Recipient’s Name]
| No. | Japanese | Romaji | English |
|---|---|---|---|
|
1 |
私儀 |
Watakushigi |
A very formal way to say “I” in written letters |
|
2 |
一身上の都合により |
Isshinjō no tsugō ni yori |
Due to personal reasons |
|
3 |
勝手ながら |
katte nagara |
Regretfully or selfishly (humble apology) |
|
4 |
退職いたしたく |
taishoku itashitaku |
I would like to resign (very formal expression) |
|
5 |
お願い申し上げます |
onegai moushiagemasu |
I humbly request |
6: After the submission date, include your department name and your own name. Below your name, stamp your personal seal (inkan). While affixing a seal is not legally required for resignation letters, some companies may expect it. In such cases, a general-purpose seal (認印) is typically acceptable. Be sure to follow your company’s internal rules.
7: Lastly, write the company name and the name of its representative.
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Example: 退職届 – Taishoku Todoke
The taishoku todoke is almost identical to the taishoku negai in format. However, while the taishoku negai expresses a request to resign, the taishoku todoke is a formal notification that your resignation has already been decided and approved. As a result, the phrasing shifts from a humble request—“I would like to resign” (退職いたしたく、ここにお願い申し上げます)—to a definitive statement: “I hereby resign” (退職いたします). Aside from this change in wording and the submission date, the contents of the two documents are essentially the same.
| No. | Japanese | Romaji | English |
|---|---|---|---|
|
1 |
私儀 |
Watakushigi |
A very formal way to say “I” in written letters |
|
2 |
一身上の都合により |
Isshinjō no tsugō ni yori |
Due to personal reasons |
|
3 |
勝手ながら |
katte nagara |
Regretfully or selfishly (humble apology) |
|
4 |
退職いたします |
taishoku itashimasu |
I hereby resign |
5: As with the Taishoku Negai, include the submission date, department name, your name, with the personal seal.
6: Finally, the company name and the representative’s name.
Chapter 4: About the Envelope
When submitting a resignation letter in Japan, how you present the letter is just as important as its contents. Follow these envelope etiquette tips to ensure your letter is received with respect:
Use a plain white envelope, ideally without any logos or decorative patterns
Write “退職願” or “退職届” in large characters in the center of the envelope, depending on which document you’re submitting
Write your name and department on the back of the envelope
Fold the letter into thirds with the top of the text facing inward (so it can be read properly when taken out)
Insert the letter so the opening is at the top when the envelope is vertical (text upright)
Using a simple and respectful presentation reflects sincerity and professionalism, and aligns with traditional Japanese business etiquette.
Chapter 5: FAQ
Q1: Can I use a typed resignation letter instead of handwriting it?
A: Yes. Although handwritten letters are traditional, typed versions are widely accepted, especially in international or modern workplaces.
Q2: Is it okay to submit my resignation letter via email?
A: It’s best to hand it over in person. If you’re working remotely or overseas, email a scanned copy and then send the original by post.
Q3: Who should I give my resignation letter to?
A: Submit it to your direct supervisor, depending on your company’s procedure.
Q4: Is it common to have an exit interview?
A: Some companies hold exit interviews to understand reasons for leaving and gather feedback.
Q5: Do I need to provide a reason for resignation in the letter?
A: It is not mandatory to state your reason. If you do, keep it brief and professional.
