Writing a Cover Letter in Japan: Guide with Tips and Samples

In the pre-email and electronic job application days, cover letters were necessary to be included along with the resume while applying for a job. A cover letter allows the applicants to introduce themselves to the employer and explain what position in the company they are applying for.

This article will discuss the general tips for an effective cover letter and specifics about a cover letter in Japan.

This article will also discuss the situations in which you should send a cover letter with your job applications, tips for writing an effective cover letter, samples, and how to draft a cover letter while applying to a Japanese company.

Importance of a Cover Letter

In addition to the resume, the cover letter touches on the applicant’s skills and highlights their experience related to the job they were applying for. The cover letter also gives the employer a sense of who they might be interviewing and hiring, and the resume would provide more details on the experience.

Emails and other electronic means of communication are so prevalent now that the necessity for cover letters is often debated. However, a cover letter is still required for many job applications. So, the question remains: Should you include a cover letter with your resume, even if it is not asked for?

The short answer to “If I should include a cover letter with the job application?” is a “yes.” It’s always better to apply for a job with a cover letter. While a resume details your experience and job history, the cover letter allows you to relate to the company and the position.

When to send a cover letter and when not?

Direct Applications to the Hiring Company

If you are applying directly by email, and there is a specific requirement for a cover letter, then a cover letter becomes mandatory. However, in many cases, the company may not ask you to include a cover letter; in that situation, the question of whether or not to have a cover letter with your resume arises.

A cover letter tells the employer why you are keen to join them and why you think you are a good fit and will be able to create value for them.

The hiring manager reads the resume and analyzes whether you are a good fit. At the same time, a cover letter serves the purpose of telling them that. So, the cover letter compliments the resume. Considering this, it’s always better to include a cover letter.

However, there may be a case where you need to upload your resume through the employer’s application platform, which may not have the functionality to upload a cover letter. In such a case, you only need to upload your resume.

Job Application Through a Recruitment Agency

When applying for a job through a recruitment company, it’s always better to ask the agency if a cover letter would be preferable. In most such cases, a recruitment company only sends the resume to their client; in that case, there is no need to put in the extra effort to write a cover letter.

9 Tips for Writing Effective Cover Letters

1. Customize your Cover Letter for Each Company

A standard cover letter for every company you apply to defeats the purpose. While it is very much advisable to customize your resume for each application, customizing a cover letter is a must. If you are applying for more than one position for the same company, customize your cover letter for each position.

Deep dive into the requirements mentioned in the job description and make your cover letter show you as the solution to the prospective employer’s request.

While you highlight why you would be the right fit for the company AND the position, also highlight why you are keen to join them. For the latter part, only going through the job description is never enough; you will have to research more about the company through its website and any recent news items and press releases.

The language should clearly show the following points:

• Do you know about the company or have researched the company
• That you have gained some knowledge about their product and/or services
• That you are really excited about the opportunity and not just keen for it as a job
• That you are confident of adding value
• That you have a strong feeling that the opportunity will add to your professional goals
• You understand the importance of continuous improvements and business growth
• That you have a learning aptitude

2. Avoid duplication with the Resume

Your resume already mentions your skills, experiences, and achievements. So, even while mentioning some of those same points in the cover letter, it mustn’t look like a duplication. Instead, make it look complementary to what you have mentioned in the resume.

3. Precise and Short & Sweet

Big can be boring. Like the summary part of the resume, which can be termed the soul of the resume, the cover letter must be precise and short. Your cover letter should be a one-pager, ideally 250 to 400 words.

Mention the facts supported by numbers and percentages, as numbers tell more significant stories than words.

Some examples:

• Test Automation: I automated xxx QA process, which cut down the average test case creation time by 20%, and test execution time by 30%, resulting in an estimated saving of US$ xxx a year.
• Insurance Claims Business Process: I led a team for Lean and Six Sigma implementation, which helped reduce the overall claim processing time by 15%, resulting in an estimated JPY XXX per year for the company.
• Sales: For 2019, my target was xxx, and I achieved 119% of that. In 2020, my achievement was 108% of my target of xxx.

4. Grammar and Language

Keep the language of your cover letter simple and precise. Simple spelling and grammar mistakes can create negative impressions and require careful checking.

Using tools like Grammarly is always good for non-native English speakers. In fact, Grammarly helps even if you are a native English speaker, as we tend to make small mistakes like punctuation, etc. Tools like HyperWriteAi can also be handy for writing.

5. Use Standard Practices for writing

Some people like to act as rebellions by not capitalizing the first letter of a name in capital or the first letter of a sentence. Moreover, some fail to understand the importance of standard practices of writing a word in the standard way, for example, JavaScript instead of javascript or JAVASCRIPT. Both would fail to create a positive impression.

Please use standard practices to write words and abbreviations. Some representative examples of such mistakes in writing technical skills are as follows:

• Javascript instead of JavaScript
• Typescript instead of TypeScript
• Vue or vue.js or Vue.Js instead of Vue.js
• MacOs instead of macOS

Such small mistakes can create the wrong impression. By writing any word in a non-standard way, we only imply our lack of knowledge about the subject.

6. Avoid Cliches by Not Sounding Stereotyped

It helps to avoid generic statements like “I have great leadership qualities” or “I have great communication skills.” Mentioning words like great for oneself can be quite negative. Instead, use language to make the person reading your cover letter deduce what you wish to convey.

For example, “I am good at people and task management and do not believe in transactional leadership and reactive management. I have led 6 successful projects within budget and deadlines within the past 5 years. My teams also always excelled in their tasks and careers.“

7. Highlight Your Achievements with Action Words

Your roles and responsibilities do not say much about you. What you did or achieved speaks more about you. So, writing “I was in charge of” or “My role involved” is rather pointless. Using action verbs is always better for showing your actions and achievements. For example, you can say, “I managed” or “I executed.”

Some examples of action verbs are as follows:

• Coordinated
• Directed
• Executed
• Headed
• Managed
• Operated
• Planned
• Produced
• Programmed
• Developed
• Engineered
• Formalized
• Implemented
• Initiated
• Introduced
• Consolidated
• Decreased
• Delivered
• Enhanced
• Expanded
• Generated
• Improved
• Increased
• Maximized
• Reduced
• Saved
• Directed
• Supervised
• Completed
• Finished
• Exceeded
• Won

You may check an exhaustive list of action verbs here.

8. Maintain Uniformity for Branding

One of the most important branding factors is uniformity and standardization, in addition to quality and other aspects. Think about the biggest brands of cars, watches, or even pens like Mont Blanc.

People interested in them would recognize the brand without seeing the logo from a distance. You will know it’s a Rolls Royce or BMW just by its shape, but you may not recognize a Suzuki car or a Toyota. The same principles apply to personal and professional branding. And your cover letter and resume give you that opportunity.

Maintain Uniformity in your cover letter, resume, and emails.

Maintaining uniformity in your cover letter, resume, and email communication is crucial. Uniformity is about the information we share and how we share it.

Most people would use Arial, Times New Roman, or Calibri. Using these, you would not stand apart. While you should not use fancy fonts, it may be a good idea to use a font type that does not look fancy but makes you stand out.

One example is Trebuchet MS, which is not fancy but easy to read while setting you apart from the rest. Maintain uniformity of fonts and styles in your cover letter and resume for better personal and professional branding and to create a positive impression.

9. Don’t Oversell, AND Don’t Undersell

Overselling can be killing. Well, not a killer, but killing for your chances. The people responsible for shortlisting your profile should be expected to be smart enough to read between the lines. So, don’t try to oversell. However, do not make the mistake of underselling also. There is no need to mention things like the following:

• “I think I am good at managing people.”
• “Though I don’t have extensive experience with JavaScript programming, I have done a bit and know the concepts. So I am sure that I can manage.”

Write a Cover Letter to Address the Needs of Different Stakeholders

Every decision-maker looks at things from their viewpoints and objectives. These objectives come from their role and responsibilities in the company.

For example, a project manager may only be looking for a person with the right skill set for the success of the current project. An HR manager may look more closely at the cultural fitment and stability of the employee. In addition to the above, a top executive would also look for soft skills and leadership qualities that would be necessary for the overall career journey for the future.

Because multiple stakeholders may view your application, your cover letter should address the needs of those different decision-makers to catch their attention.

Cover Letter Sample

Takeaways from the Above Cover Letter Sample

Cover letter vs. Job application email body

Another question you may have is whether to send the cover letter as a document or whether the content should be in the body of the email.

Usually, your email does not go directly to the hiring team. Instead, it goes to the recruitment team for initial screening before being sent to the hiring team. In such a case, the recruitment team may not forward your email as it is. Typically, the team will only send your resume to the hiring team.

Considering the possibilities mentioned above, it’s better to send the cover letter as a separate document attached to your email.

Now, the second question you would face is if the cover letter goes as an attachment, what would you write in the body of the email?

The simple answer could be to have the same content in the email body with a note at the end that you are also attaching this cover letter as a separate document in case it is needed. This note will also tell the receiver that the attached cover letter is important.

Writing a Cover Letter in Japan

After taking some time to put together a good Japanese resume, you might find yourself in need of a cover letter. Although it’s not often called for in applications in Japan, including a cover letter with your application could be the difference between being passed over and getting the job. Japan is known for standardization, and job application cover letters are no exception.

The following guide will discuss writing an effective cover letter while applying to a Japanese company.

Components of Japanese Cover Letter

Typically, there are four key components to a Japanese cover letter—introductions, reasons for leaving your current job, qualifications, and closing section. In general, Japanese cover letters are shorter than English cover letters.

Western cover letters encourage more freeform expression, but Japanese cover letters typically follow the same pattern. 

Introductions

The first part of the letter starts by greeting the person who will likely offer you the job. It’s best to address the hiring manager directly by their title and name.

Use the format of the company name, department title, and then name if you’re sure of who the person is. If you’re unsure of who the person is, then use a general greeting like “saiyou go tantou sama” (採用後担当様), which translates to “Dear hiring manager.” 

Next, you’ll want to introduce yourself with your full name, the position you’re applying to, and why you’re interested in the company and position. Uses phrases such as” zehiichido, ohanashiwo ukagaerukikaiwo itadakerebasaiwaidesu“ (ぜひ一度、お話を伺える機会をいただければ幸いです) which means “I’d really appreciate being given a chance to speak with you more about this.” 

At the end of the introduction, give a few reasons why you’re interested in the position. Phrases such as “…node konokaishade hatarakukotoni kyoumigaarimasu.“(。。。のでこの会社で働くことに興味があります。) for “I want to work for this company because” “…toshite onshani kinmushitaito kangaeteorimasu (。。。として御社に勤務したいと考えています)” for “I would like to work for you, to…”. 

Reasons for Leaving Your Job 

In the second section of your cover letter, you must give a reason for leaving your current job.

It’s better to lean more towards using positive language. Even if you had a bad experience at your last job, don’t use this as a negative time to discuss your previous company. Instead, focus on your learned skills and how to use them for future projects.

A phrase like “daigakude … wobenkyoushitanode, genzaino…nokeikenwo katsukashi, sachinikibono ookipurojekkutowo tantoushitaito kangaetaimasu“ (大学で。。。を勉強したので、現在の。。。の経験を活かし、さらに規模の大きいプロジェクトを担当したいと考えています) to mean “I would like to make the most of my experience in… and take charge in larger-scale projects”.

If you’re still employed at the company you plan to quit, you’re leaving using a sentence like “genzai watashiha…de…notantoutoshite kinmushiteorimasu“ (現在私は。。。で。。。の担当として勤務しております) to mean “Currently I am working for… and my responsibilities include…”.

Qualifications and skills

Next, you’ll want to describe the qualifications and skills that apply to the job you want. Finally, try to talk about the company and how they relate to your career objectives. 

The following table lists the terminology for the skills you can use in your Japanese cover letter. Along with the Japanese translation of the terms:

The Closing 

Finally, finish your letter with a formal closing statement. A standard closing is good for the cover letter and standard business emails in Japan. 

Oisogashii tokoro kyuushudesuga, yoroshikuonegaimoshiwagemasu. (お忙しいところ恐縮ですが、よろしくお願い申し上げます。)

“I apologize for interrupting your busy schedule and look forward to speaking with you further.” Like resumes, cover letters are an essential part of your application.

There is much debate on whether people should include them, but unless the employer states otherwise, we suggest submitting one anyway. It is a formality in the hiring process and could be the difference between being passed over or hired.

Conclusion

A cover letter is an opportunity to elaborate on your professional accomplishments, personal motivations, and future goals in a way impossible on a resume. It also demonstrates your ability to communicate professionally and effectively present your qualifications.

We should treat applying for a job as a project. And the success of any project depends on careful planning and execution.

It is always advisable not to leave any stone unturned.  Hence, it is better to include a cover letter with your job application to complement your resume and to improve the probability of shortlisting.

At worst, your cover letter may not reach the right people or not get the desired attention, but in any case, it will not have any negative impact and will complement your resume.

Himanshu Jain

A long-term ex-pat in Japan, Himanshu comes with an IT background in SAP consulting, IT Business Development, and then running the country operations of an IT consulting multinational. Himanshu is the co-founder and Managing Director of ReachExt K.K. and EJable.com. He is also an Advisory Board Member of a Silicon Valley AI/IoT startup.