Complete Guide to Writing a CV | Manners and Field-by-Field Correct Practices
"There's so much info on how to write a CV — what's actually correct?" The internet is flooded with conflicting advice, and people in their 20s and recent grads tend to feel especially confused. Even the date — should it be Japanese-era (wareki) or Western (seireki)? Submission date or creation date? The decision points are countless.
In this article, we cover everything from CV basics, to correct field-by-field writing, to concerns specific to those in their 20s. You'll come away with a "format" that works for both store-bought CV forms and Web-application PDFs — a guide for producing a single CV that won't fall out at document screening.
Before getting into the individual fields, lock in the basic manners that apply to your CV as a whole. Without them, even the best content can fail to be evaluated.
In today's job-change market, PC creation is the standard. For Web applications and email submissions, PDF format is the norm, and companies value its readability. On the other hand, when the target company specifies handwriting, or in craft / traditional industries, handwriting can be preferred.
When in doubt, check the job posting or application guide. If there's no specification and you're changing jobs for the first time in your 20s, we recommend PC creation since it makes correcting typos easier. For handwriting, use a black ballpoint pen (erasable pens are NG), and don't use correction fluid or correction tape.
A4 and B5 are the two common CV paper sizes. Since A4 is also standard for resumes (shokumu-keirekisho), unifying on A4 makes filing easier. For Web applications, A4 PDFs are standard.
There are multiple format types: "JIS standard," "MHLW format," "career-change-oriented," "student-oriented," and so on. For job changers in their 20s, "career-change" or "MHLW format" — which provide more space for self-PR and motivation — are practical choices.
The date on the CV should be the "submission date." For mail, the postmark date; for hand-delivery, the delivery date; for email, the date you send the email. It's not the creation date or fill-in date, so be careful.
Western-era or Japanese-era is up to you, but you must unify the entire CV. If education / work / qualifications fields use Western-era, the date field should also use Western-era. The reverse applies as well.
Even if a field doesn't apply, write something like "none" or "as above" rather than leaving it blank. If awards/penalties don't apply, write "none"; if dependents are zero, write "0." Blank fields are interpreted as "forgotten" and give an impression of carelessness.
When handwriting and you make a typo, correction fluid, correction tape, and double-line strikethrough are all NG. Start over on a fresh sheet. For PC creation, do at least two passes of proofreading before submitting. Read-aloud features can help you catch errors you wouldn't notice yourself.
Use "株式会社" (Kabushiki Kaisha), not "（株）"; "高等学校" (high school in formal kanji), not "高校"; "アルバイト," not "バイト." Drop the spoken-language register and unify in polite written language.
Recent CVs often omit the stamp field, but if it exists, stamp it. Avoid Shachihata pre-inked stamps; use a registered seal (mitome-in or jitsu-in) carefully with red inkpad. PDF submissions over the Web typically don't require stamping.
From here, we cover CV fields top to bottom. Let's start with basic info — name, address, etc.
Write the name using the official kanji registered in your family register. If you have old-form characters, use the old form. Adding a one-character space between family and given name improves readability.
Use hiragana when the field reads "ふりがな" (lowercase form), and katakana when it reads "フリガナ" (uppercase form). It's a small detail, but hiring managers do notice. The furigana for family and given name should be aligned with the position of the kanji they correspond to.
Match the date of birth to the era format used throughout the CV (wareki or seireki). For age, write your full age "as of CV fill-in." Be careful not to let too much time elapse between your fill-in date and submission date.
Write the address starting from the prefecture name without abbreviation. Continue with city and ward, and write apartment/unit names and unit numbers in their full official form. Avoid hyphenated forms like "1-2-3"; "1丁目2番3号" is the polite form.
Furigana for the address only needs to cover up to the town name; building numbers don't need it. For the phone number, prioritize a mobile that can be reached during the day. If you have a landline, add it as a secondary contact. Use a personal email address — never a corporate one from your current job.
Use a photo taken within the past three months. The standard size is 40mm × 30mm vertically. A photo studio is preferable to ID photo booths for the best impression. For Web applications, attach a JPEG image file.
Both men and women should wear a jacket as a baseline. Background should be white or gray, and the expression should be a slight, natural smile with the corners of the mouth lifted. For paper CVs, write your name on the back of the photo to identify it if it falls off.
The education and work history sections are the heart of the CV. The principle is to write the facts chronologically and accurately, but there are also rules specific to those in their 20s.
Write "Education" centered, then list chronologically on new lines. For job changers in their 20s, it's common to skip compulsory education and start from "high school graduation." If your highest credential is a university or graduate degree, start from high school admission/graduation and continue through university admission/graduation (or graduate school admission/completion).
Use the official school name. Write "高等学校" rather than "高校"; include the faculty and department name like "○○大学 ○○学部 ○○学科." For currently enrolled, write "○○大学 ○○学部 ○○学科 currently enrolled"; for expected to graduate, write "expected to graduate."
Leaving one blank line below your education, write "Work History" centered and list chronologically. Write each company in order from new-grad onward. Part-time experience is usually not included, but if you're a recent grad with limited full-time experience or have part-time experience directly related to the target role, you may include it.
For each company, write the join and leave events on separate lines. Use the format "20XX年4月 ○○株式会社 入社" / "20XX年X月 一身上の都合により退社" — including join year/month, official company name, department assignment, and leave year/month.
For voluntary departure, "left for personal reasons" (一身上の都合により退社) is the standard phrase. For company-side departure (layoffs, bankruptcy, etc.), use "left for company reasons" (会社都合により退社). Avoid wording that doesn't match reality. If it doesn't match your separation slip from employment insurance, it can cause trouble later.
For details on company-side departure, see "What Is Company-Initiated Resignation? Differences from Voluntary, Unemployment Benefits, and Procedures." If you're currently employed and applying, write "currently employed" on the last line, then put "End" right-aligned below it.
Among recent grads and 20s job changers, some have short tenures or multiple changes. The principle is to write the facts honestly without hiding them. You don't need to describe reasons for departure in detail in the work history field, but be ready with a coherent explanation when asked at interview.
List licenses and qualifications from oldest acquisition date to newest. Always use the official name. For example, write "Practical English Proficiency Test Grade 2" rather than "Eiken 2," and "TOEIC Listening & Reading Test 800 (acquired XX/20XX)" rather than "TOEIC 800."
If you have a driver's license, list it first by convention. Write "Class 1 Ordinary Driver's License — acquired." For automatic-only, write "Class 1 Ordinary Driver's License (automatic only)."
You can write in-progress qualifications you plan to acquire as "○○ Test — currently studying (planned exam: XX/20XX)." However, writing "acquired" for things you haven't passed is NG. Including in-progress qualifications related to the target role also signals learning motivation.
In the "skills" field, prioritize those related to the target role. Languages, PC skills, and domain knowledge are typical. Be sure to convey level of proficiency, like "Excel: capable of data aggregation using VLOOKUP and pivot tables."
Basic info, education, and work are factual fields, but motivation and self-PR are where content makes the difference. For young professionals and recent grads, this is where you persuade hiring managers to "want to meet you."
Motivation is best structured in three elements: "why this industry," "why this company," and "how I'll contribute after joining." Ordering them as industry choice → company choice → contribution intent gives a logical flow that lands well with the reader.
Particularly in the "why this company" portion, it's essential to touch on the target company's specific business, products, or culture. Content that could apply to competitors will be judged as recycled. Pull specific keywords from the job posting, the company website, and the careers page and weave them in.
CV self-PR is roughly 200–300 characters and concisely conveys personality and core strengths. It's more compact than the resume self-PR (400–600 characters), conveying "what kind of person you are" rather than work-based examples.
For detailed examples and how to identify strengths, see "How to Write the Self-PR for Your Resume | Examples That Get Evaluated for Career Change" and "How to Write a Self-PR for Career Change | Finding Your Strengths & Job-Specific Templates." Recycling the same text between CV and resume gets read as "underprepared," so be deliberate about differentiating them.
For both motivation and self-PR, fill 80–90% of the field as a guideline. Too sparse gives an impression of lack of enthusiasm, and overflow is also a manner violation. Write with character count in mind and adjust through proofreading.
The personal requests field has high latitude, but writing it badly hurts your impression. Below are the usage points especially relevant to those in their 20s and recent grads.
If you have no strong preferences, write "I will follow your company's rules" (貴社規定に従います). In writing, use "貴社" (kisha); in speaking — at interview, etc. — use "御社" (onsha). Listing detailed conditions on salary, location, or role makes you look high-maintenance.
On the other hand, if you have legitimate constraints, write them without hesitation. "Due to childcare drop-off, I request a start time of 9 AM or later" or "Due to a chronic medical appointment, I request the third Wednesday afternoons off" — communicating these in advance prevents post-hire mismatch.
When the company is recruiting for multiple roles or locations, state your preference clearly. Writing "I'd like to apply for the sales role (Tokyo office)" makes it easier for your CV to be routed to the appropriate department.
If you're currently employed, including a note like "I can start within about one month after offer, accounting for handover at my current job" in the personal requests field helps the company plan their schedule. If you've already left your role and can start immediately, write "available to start immediately." Vague answers slow down hiring decisions.
When mailing, use a Japanese kakugata 2 (角形2号) white envelope that fits A4 unfolded. Write "履歴書在中" (CV enclosed) in red on the lower-left front, with a square around it. The cover letter (sōfujō / soeji-jō) inside should fit on one page and include the target role, your name, contact info, and a short greeting.
Have the post office weigh it for the correct stamp, and submit at the counter rather than dropping in a mailbox to be safe. If you write your date close to mailing, you can avoid having to rewrite the form.
For email, send as PDF as a baseline. Sending as Word risks layout breaking on the recipient's system. Use a filename like "CV_YourName.pdf" so it's immediately clear whose document it is.
In the email body, give a concise greeting and list the attachment's contents in bullet form. Don't try to make the body do all the work — make sure to attach the file. Always check before sending that you didn't forget the attachment.
When entering directly into a company's application form, browser issues can wipe your input. Drafting in a notes app or Word and copy-pasting in is the safe approach.
In fields with character limits, polish your text to fit. Line breaks may not render, so always check via the preview function if available.
When you've only been working 1–2 years as a recent grad, having a few-line work history is natural. Padding your work history is absolutely NG, but you can balance the document by enriching the self-PR and motivation sections.
If you have part-time or internship experience that's directly relevant, touching on it in the self-PR section adds meaningful information density.
In the work history field of the CV, "left for personal reasons" is enough. You don't need to write detailed reasons for departure in the field. The preparation matters when asked at interview.
Even with a negative reason, train yourself to convert it into a future-oriented framing of "what I want to achieve in my next career." For example, transform "interpersonal issues" into "I want to deliver results in a more collaborative environment."
It's common to have few qualifications in your 20s. Even if you only have a driver's license and TOEIC, writing in-progress qualifications and skills you're currently learning conveys a forward-leaning posture. Phrases like "currently studying for Bookkeeping Level 3 (planned exam: XX/20XX)" are effective.
The photo is a critical element shaping the first impression of your CV. ID-photo booths are fine, but a photo studio adjusts lighting, posture, and expression — and the visible improvement is significant. For 20s job changing, getting one professional shoot before applying to multiple companies tends to deliver strong returns.
Below are NG patterns that put you at a disadvantage in document screening. Check whether any apply before submitting.
1. "Old or stiff photo." Photos taken more than three months ago, or with a flat expression, lower your impression.
2. "Date is the fill-in date." Failing to align with the submission date and leaving an old date raises suspicion of recycling.
3. "Mixed Japanese and Western era." A common careless mistake — education in wareki, work in seireki — happens often.
4. "Abbreviated company or school names." Avoid abbreviations like "（株）" or "○○高校."
5. "Recycled motivation." Motivation without keywords specific to the target company won't leave an impression.
6. "Abstract self-PR." Self-PRs that just say "I have great communication skills" without concrete examples are hard to pass.
7. "Lots of empty fields." Leaving the awards/penalties or personal-requests fields blank is read as forgetting.
8. "Free email address trouble." Listing an address you don't actively check makes you miss company outreach.
9. "Typos." Errors in name, address, or company name are fatal. Read through at least twice before submitting.
10. "Inconsistency with the resume." If tenure or titles differ between documents, your credibility plummets. Always cross-check before submitting.
Run through these 10 items right before submitting. Clearing them all sharply lowers your risk of point loss in document screening.
1. Is the date the submission date? Are wareki and seireki unified across the CV?
2. Does the furigana on your name match the field's notation (hiragana / katakana)?
3. Is the photo from within the past three months, with correct size and placement?
4. Is the address written from the prefecture, with full apartment / room numbers?
5. Is the contact email a personal address with no input errors?
6. Are all school and company names in their official form?
7. Are qualifications listed in acquisition order and with official names?
8. Is the motivation specific to the target company?
9. Is the self-PR differentiated between CV and resume?
10. Is the personal-requests field non-blank and filled with appropriate content?
They're sold at convenience stores, 100-yen shops, stationery stores, and bookstores. Multiple formats exist, so choose the career-change or MHLW format. For Web applications, using a PDF template is standard, with the MHLW and job-search sites distributing them for free.
For Web applications and PDF CVs, you'll attach the photo as data. Use 300 dpi or higher resolution and 40mm × 30mm vertically. Photo studios often provide data, so it's convenient to use them.
Write "currently employed" on the last line of the work history section. Add "End" right-aligned below it as a closer. In the personal-requests field, you can include practical considerations like "currently employed; please contact me on weekday evenings or weekends."
When you have full-time experience, part-time work is generally not included. However, recent grads with shallow full-time experience, or those with part-time experience directly related to the target role, may include it. When you do, mark it clearly as "part-time" so it's distinguishable from full-time tenure.
We recommend writing the resume first. After organizing your work history in detail, you'll write your CV self-PR and motivation without confusion. For how to write the resume, see "Complete Manual on Writing a Resume | Templates and Job-Specific Examples."
A CV is a document that's evaluated for "whether you can produce a correct business document," before your skills come into play. Young professionals and recent grads in their 20s, who don't have the experience advantage of senior applicants, can absolutely make a difference by perfectly mastering the basic manners.
Let's recap the points. The three big basic manner rules: "date = submission date," "wareki/seireki unified," "no blank fields." For each field: "use official names," "write facts chronologically and accurately," "customize motivation and self-PR per company." Account for the submission-method notes, clear all 10 items on the final checklist, then submit.
Once your CV is done, also check consistency with your resume as a set. For resume writing, see "Complete Manual on Writing a Resume | Templates and Job-Specific Examples"; for self-PR, "How to Write the Self-PR for Your Resume | Examples That Get Evaluated for Career Change"; for interview prep, "30 Reverse-Question Examples for Interviews | Impressive Questions and NGs." With thorough preparation, get past document screening and into the career change you can be proud of.
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