How to Resign from a Japanese Company Politely: Steps and Phrases
To resign from a Japanese company smoothly, tell your direct manager in person first, usually one to three months before you want to leave, then submit a written resignation (退職願 or 退職届), hand over your work carefully and thank your colleagues before your last day. Check your employment contract and work rules for the notice period your company expects. How you leave matters in Japan: industries are close-knit, and a polite exit protects your reputation and references. If you’re on a work visa, there are also immigration steps to take. Here’s how to do it, with the Japanese you’ll need.
Step 1: check your contract and timing
Look at your contract and the company’s work rules (就業規則) for the notice period. Many companies ask for one month or more. Think about timing too: leaving straight after a big project ends, rather than in the middle of it, is appreciated. If you aren’t sure of your rights, ask your company’s HR team or a labour consultation service. This guide isn’t legal advice.
Step 2: tell your manager first, in person
In Japan, it’s important that your direct manager hears it from you before anyone else, including colleagues. Ask for a private moment:
- お忙しいところ恐れ入ります。ご相談したいことがあるのですが、少しお時間をいただけますか。 Sorry to bother you when you’re busy. There’s something I’d like to discuss. Could I have a little of your time?
Then explain clearly:
- 誠に勝手ながら、〇月末で退職させていただきたいと考えております。 I’m sorry for the inconvenience, but I would like to leave the company at the end of ___.
You don’t need to give detailed reasons. Keep it positive or neutral: a new challenge, family reasons or returning home. Avoid criticising the company. Your manager may try to persuade you to stay; if your decision is final, say so politely and firmly.
Step 3: the written resignation
| Document | Meaning | When it’s used |
|---|---|---|
| 退職願 (taishoku negai) | A request to resign | When you’re still discussing the leaving date with the company |
| 退職届 (taishoku todoke) | A notice of resignation | When the decision and date are fixed |
Many companies have their own form, so ask HR first. The standard reason written is 一身上の都合により (“for personal reasons”), even if the real reason is different.
Step 4: handover
A careful handover (引き継ぎ) is what people remember. Write clear notes on your tasks, contacts and files, introduce your successor to clients and leave time to answer questions. Let clients know you’re leaving only when your manager agrees.
Step 5: the last day
- Return your ID card, health insurance card if the company issued it, keys and equipment.
- Give a short farewell speech if asked, and send a thank-you email to colleagues.
- Many people bring individually wrapped sweets (菓子折り) to share with the team.
A simple farewell line: 短い間でしたが、大変お世話になりました。 (“It was a short time, but thank you so much for everything.”) For more on email style, see our Japanese business email guide.
If you’re on a work visa
Foreign residents with a work-based status of residence usually need to notify the Immigration Services Agency within 14 days of leaving their employer, and again when they join a new one. Your status may also depend on finding work that matches it. Check the Immigration Services Agency’s website for current rules, and ask your company for documents such as your withholding tax slip (源泉徴収票) and proof of leaving (離職票), which you may need later.
How Hanabuddies can help
We help international professionals handle work conversations in Japanese: practising how to tell your manager, checking your resignation letter and farewell emails, and coaching you for interviews at your next company. See our career coaching page, then tell us your situation and your timeline.