Can’t Read a Letter from the City Office? Translating Official Letters in Japan
Official letters in Japan, from the city or ward office, the tax office, the pension service or your health insurance, usually tell you about a payment, a deadline or something you need to submit. If you can’t read one, the fastest fix is to find the sender, the deadline (期限 or 納期限) and the amount (金額), then get the letter translated or explained so you know what to do. We translate these letters into English for personal reference; the translation is uncertified, and it isn’t legal or tax advice, so for decisions on what you owe or your rights, ask the office that sent it.
Common letters and what they’re about
| Letter or word on the envelope | Usually from | What it’s about |
|---|---|---|
| 住民税 (jūminzei) 納税通知書 | City or ward office | Resident tax bill, often with payment slips for several instalments |
| 国民健康保険 (kokumin kenkō hoken) | City or ward office | National Health Insurance premiums, new insurance cards |
| 国民年金 (kokumin nenkin) | Japan Pension Service | Pension contributions, payment slips, exemption forms |
| 税務署 (zeimusho) | Tax office | Income tax returns and notices |
| 督促状 (tokusokujō) | Any of the above | A reminder that a payment is overdue; act on it quickly |
| 在留カード / 入管 (nyūkan) | Immigration Services Agency | Residence status and card matters |
Words to look for first
- 期限・納期限・提出期限 (deadline, payment deadline, submission deadline)
- 金額・納付額・合計 (amount, amount due, total)
- 納付書 (payment slip, often payable at a convenience store or bank)
- 口座振替 (direct debit from your bank account)
- 申請・届出 (application, notification you need to submit)
- お問い合わせ先 (contact for questions), usually with a phone number and department
- 重要 or 親展 on the envelope (important / confidential, to be opened by the addressee)
Ways to understand a letter
- Phone camera translation gives you the gist quickly. It often gets names, amounts and official terms wrong, so don’t rely on it for anything with money or deadlines. See machine translation for Japanese.
- Ask the office. Many city offices have foreign resident desks or interpretation services; call the お問い合わせ先 number or visit. See Japanese at the ward office.
- Get a human translation when you want a clear English version to keep, share with a partner or employer, or check against your records.
- Ask a professional such as a tax accountant (税理士) or an administrative scrivener (行政書士) when you need advice on what to do, not just what the letter says.
Tips for staying on top of letters
- Open everything from public offices promptly, even if it looks routine.
- Keep a folder for tax, pension and insurance letters; you’ll need them when you change jobs, move or leave Japan. See the leaving Japan checklist.
- Set up direct debit for regular payments if you keep missing slips.
- Learn the kanji you see most often; a handful of words covers most letters. See how to learn kanji.
How Hanabuddies can help
Send us a photo or scan of the letter and we’ll translate it into clear English, keeping names, amounts and dates exactly as written. Our translations are uncertified and for personal reference; we can’t give legal, tax or immigration advice, and offices that need an official translation may have their own requirements. If you’d rather read these letters yourself, our native tutors teach the Japanese of everyday paperwork in one-to-one online lessons. See translating Japanese documents and filing a tax return in Japan.