Pro GaijinJapanese words on forms: a dictionary of the ones you'll actually meet
Name, address, signature, seal, the box that says "office use only". The words on ward office, bank, phone and rental forms, what to write in each box, and how to write your foreign name.
Last updated 4 October 2026
About you
| On the form | What to write |
|---|---|
| 氏名 (shimei) / 名前 (namae) | Your full name, exactly as on your residence card. |
| フリガナ / ふりがな | Your name's reading, in katakana (フリガナ) or hiragana (ふりがな), whichever the form uses. |
| ローマ字 (rōmaji) | Your name in Latin letters. |
| 生年月日 (seinengappi) | Date of birth. Often 年 (year) 月 (month) 日 (day), sometimes in the Japanese era: 平成, 令和. Western years are usually accepted; write 西暦 (seireki) before it. |
| 性別 (seibetsu) | Sex: 男 (male) / 女 (female). |
| 国籍 (kokuseki) | Nationality, as on your residence card. |
| 在留資格 (zairyū shikaku) | Your residence status, as on your card. |
| 在留期間 (zairyū kikan) / 満了日 (manryōbi) | Your period of stay / its expiry date. |
| 職業 (shokugyō) / 勤務先 (kinmusaki) | Occupation / employer's name. |
| 続柄 (tsuzukigara) | Relationship (to the head of household): 本人 self, 妻 wife, 夫 husband, 子 child. |
Use the same katakana spelling of your name everywhere. Different spellings across the bank, phone and city records cause problems later.
Address and contact
| On the form | What to write |
|---|---|
| 住所 (jūsho) | Address, in Japanese, exactly as on your residence card, including building name and room number. |
| 〒 / 郵便番号 (yūbin bangō) | Postcode, seven digits: 123-4567. |
| 方書 (katagaki) | Building name and room, or "c/o" when you live at someone else's place. |
| 電話番号 (denwa bangō) / 携帯 (keitai) | Phone number / mobile number. |
| 連絡先 (renrakusaki) | How to contact you, usually your phone. |
| 緊急連絡先 (kinkyū renrakusaki) | Emergency contact: someone else, ideally in Japan. |
| 世帯主 (setainushi) | Head of household. If you live alone, it's you. |
Signing, stamping and dates
| On the form | What it means |
|---|---|
| 署名 (shomei) | Signature. Foreign residents can usually sign instead of using a seal. |
| 印 / 印鑑 / 押印 (in / inkan / ōin) | Seal / stamp here. If you don't have one, ask: サインでもいいですか? (Is a signature OK?) |
| 記入日 / 申請日 (kinyūbi / shinseibi) | Today's date. |
| 記入例 (kinyūrei) | A filled-in example. There's often one on the counter or wall. |
| 太枠内 (futowaku nai) | Fill in only inside the thick-bordered boxes. |
| ※ 事務処理欄 / 職員記入欄 | For office use. Leave it blank. |
| 該当するものに○ (gaitō suru mono ni maru) | Circle the one that applies. |
| □ にチェック | Tick the box. |
| 有 / 無 (u / mu) | Yes, there is / no, there isn't. |
| 要 / 不要 (yō / fuyō) | Needed / not needed. |
Money and banks
| On the form | What it means |
|---|---|
| 口座 (kōza) / 口座番号 (kōza bangō) | Bank account / account number. |
| 銀行名 / 支店名 (ginkōmei / shitenmei) | Bank name / branch name. |
| 普通 / 当座 (futsū / tōza) | Ordinary savings account (yours) / current account (businesses). |
| 口座名義 (kōza meigi) | Account holder's name, usually in katakana. |
| 振込 (furikomi) | Bank transfer. |
| 口座振替 (kōza furikae) | Direct debit. |
| 金額 / 合計 (kingaku / gōkei) | Amount / total. |
| 税込 / 税抜 (zeikomi / zeinuki) | Tax included / before tax. |
| 期限 / 納期限 (kigen / nōkigen) | Deadline / payment due date. |
Documents they ask for
| On the form | What it is |
|---|---|
| 本人確認書類 (honnin kakunin shorui) | ID: your residence card, passport, My Number card. |
| 在留カード (zairyū kādo) | Residence card. |
| 住民票 (jūminhyō) | Certificate of residence, from the ward office or a convenience store. |
| 課税証明書 / 納税証明書 | Tax certificate (how much tax) / tax payment certificate (that you paid). |
| 在職証明書 (zaishoku shōmeisho) | Employment certificate, from your employer. |
| 源泉徴収票 (gensen chōshūhyō) | Annual tax withholding statement, from your employer. |
| 写し / コピー (utsushi) | Copy. |
| 原本 (genpon) | The original. |
Writing a foreign name in katakana
- Go by sound, not spelling: Michael is マイケル, not ミチャエル.
- Long sounds use ー: Lee is リー.
- Put ・ or a space between given and family names: マリア・ガルシア.
- Already have a katakana spelling on an official document (bank, residence card notes, school)? Copy it exactly everywhere.
Keep reading
That letter from the city: what it is and what to do
Tax, insurance, pension, overdue notices: which letters need you, and how to pay at the konbini.
Your first two weeks in Japan: the order that actually works
Address, ward office, phone, bank: the order that breaks the chicken-and-egg loop.
Opening a bank account in Japan as a foreigner
Which banks say yes early, what to bring, and the six-month rule nobody explains.
Sources
Facts checked against these official sources. Rules change and differ by city: if something here looks out of date, tell us at support@progaijin.com.