Complete List of Documents Needed for a Career Change | Preparation Checklist [2026 Edition]

Once you've secured a new job, various documents are needed at each step from application to onboarding. "What do I need to prepare and by when?" "What documents do I get from my previous employer?" Many people find themselves confused. Delayed document preparation can stall onboarding procedures or cause issues with social insurance enrollment.

This article comprehensively covers all documents needed for a career change across 4 steps: application, post-offer, resignation, and onboarding. Use it as a checklist to ensure nothing falls through the cracks.

STEP 1: Documents Needed for Applications

The first step in job searching requires the following documents. Since document screening determines pass/fail based on these alone, quality matters enormously.

Rirekisho (Resume/CV)

The rirekisho is a document summarizing your basic profile including name, education, work history, and qualifications. A photo is usually required. Ensure accuracy in dates and company names, and tailor your motivation statement specifically to each company you're applying to. More companies now accept web-based resume submissions.

Shokumu Keirekisho (Professional Experience Document)

The shokumu keirekisho details your work history, accomplishments, and skills in depth, and is considered even more important than the resume for mid-career hiring. Rather than simply listing duties, the key is helping hiring managers envision you as someone who can contribute to their company. Include specific numbers (sales achievement rates, project scale, etc.) to showcase your results. Standard format is 1-2 A4 pages.

STEP 2: Documents Needed After Receiving an Offer

After receiving an offer, there are documents to receive from and submit to the company. Offer acceptance typically has a deadline, so prompt action is needed.

Offer Acceptance Letter

This document indicates your intention to accept the offer. Typically, you sign and seal a form provided by the company and return it. Always check the submission deadline.

Employment Contract & Working Conditions Notification

This document specifies working conditions including salary, work hours, holidays, and job duties. Companies are legally required under the Labor Standards Act to disclose these conditions. Review carefully, paying particular attention to salary amount, probation period terms, and overtime pay treatment. Always clarify any questions before signing.

Pledge & Guarantor Documents

Some companies require a pledge promising compliance with work regulations and confidentiality, or a guarantor document. Since guarantor documents require a guarantor's signature, arrange this in advance.

STEP 3: Documents Needed When Resigning

When resigning, there are documents to submit/return to your current employer and documents to receive. The documents you receive are essential for procedures at your new company, so secure them without fail.

Documents to Submit/Return to Your Current Employer

A resignation letter must be submitted. Note the distinction between a resignation request (which can be withdrawn) and a formal resignation notice (which generally cannot). Submit in the format and timing specified by company policy.

Items to return include: health insurance card (not needed if you've transitioned to My Number insurance), employee ID/badge, uniforms and loaned equipment, commuter pass (if provided as physical pass), and work-related materials and data. Note that since December 2024, new physical health insurance cards are no longer issued, with the system transitioning to My Number cards.

Documents to Receive from Your Current Employer

Documents received at resignation are all critical for procedures at your new employer.

The Employment Insurance Certificate proves your enrollment in employment insurance. If your company holds it, don't forget to collect it. Your "employment insurance insured person number" will be needed when enrolling at your new company.

You'll also receive your Pension Handbook or Basic Pension Number Notification. Note that since April 2022, new pension handbooks are no longer issued — new enrollees receive a Basic Pension Number Notification instead.

The Withholding Tax Certificate shows your annual income and social insurance contributions, and is used for year-end tax adjustment at your new company. It's typically issued within 1 month of resignation. If you change jobs within the same calendar year, submission is required; if you start in a new year, it may not be needed. Keep it safe.

Documents Received as Needed

The Separation Certificate is needed if you haven't secured a new job yet, for unemployment benefit procedures at Hello Work. Since January 2025, applicants can receive this through My Number Portal. The Certificate of Employment may be needed when your new employer wants to verify your previous employment, or for National Health Insurance enrollment. Under Article 22 of the Labor Standards Act, employers must issue this upon worker request.

STEP 4: Documents Needed for Onboarding

When starting at your new company, many documents are required for social insurance, tax, and payroll setup procedures. Here are the commonly required items.

My Number (Individual Number)

Required for health insurance, pension, and employment insurance enrollment, as well as tax filings related to salary. Submit a copy of your My Number card (both sides) or a resident certificate showing your individual number. If you have dependents, their My Numbers are also needed.

Dependent Deduction Declaration

Required for income tax deduction procedures — submission is necessary even if you have no dependents. You'll receive the form from your new employer, fill in the required information, and submit it. This important document is also used during year-end tax adjustment.

Health Insurance Dependent Change Notification

Required if you have dependents such as a spouse or children. If dependents have income, verify they meet dependency requirements. Your new employer will provide the designated form.

Salary Direct Deposit Form

This form specifies your bank account for salary deposits. An account in your own name is required, and you may need to provide copies of your bankbook or debit card. Some companies may specify particular banks, so confirm in advance.

What to Do When Documents Aren't Ready

Know how to handle situations where documents from your previous employer don't arrive or get lost.

If the withholding tax certificate doesn't arrive, first contact your former employer's HR department. It should typically be issued within 1 month of departure; if it still doesn't come, you can consult the tax office.

If you've lost your employment insurance certificate, it can be reissued at Hello Work. In some cases, procedures can proceed with just the insured person number, so consult with your new employer.

If you've lost your pension handbook, you can apply for a Basic Pension Number Notification reissue at the pension office. More companies now accept My Number in lieu of the pension handbook for procedures.

In all cases, notify your new employer's contact person as soon as you realize documents won't be ready on time. Most companies will accommodate flexible arrangements.

Tips for Smooth Document Preparation

Here are tips for efficiently preparing your career change documents.

Rather than responding reactively, we recommend listing required documents as soon as you receive an offer. Prepare documents you can gather independently (My Number card copies, bankbook copies, etc.) before your new employer provides instructions.

For documents from your previous employer, confirm "the list of documents to receive and how to receive them" with HR as soon as your departure is decided. The withholding tax certificate in particular is issued after departure, so provide your correct mailing address.

Submission methods vary by company — hand delivery on your first day, advance mailing, or electronic submission. Follow the instructions provided. When mailing, including a cover letter is standard business etiquette.

Summary: Early Preparation Is Key for Career Change Documents

Career change documents span multiple categories across each step from application to onboarding. The key documents required by virtually all companies are the withholding tax certificate, employment insurance certificate, pension handbook (or Basic Pension Number Notification), and My Number.

Delayed document preparation can stall onboarding, affecting social insurance enrollment and salary payments. Once you receive an offer, list required documents early and prepare systematically. Use this article's checklist to ensure a smooth career transition.