Japanese Office Documents
If you have ever worked in a Japanese company, you may have had the experience of being overwhelmed by any in-house documents that you have had to submit on different occasions. These documents include claiming expenses, notifying the office when you are going directly home after meeting with a client offsite, and when you are late for work.
These days many companies use software that allows you to submit all necessary information online. However, if you work in a company that still requiries filling out paper documents, you will need to be able to understand the Japanese words on them.
In this article we will cover the major in-house notifications/documents that are used in a Japanese company.
Notification of Attendance - 勤怠届 (Kintai todoke)
The vocabulary below, relating to attendance, are commonly used in Japanese offices. To notify your company of your absence, a planned holiday, being late or that you are going home from your client's directly etc.
|Japanese||How to read||Meaning|
|有給休暇（有給）||Yūkyū Kyūka (Yūkyū)||Paid-Vacation|
|半日休暇（半休）||Hannichi Kyūka (Hankyū)||Taking a half day off|
|遅 刻||Chikoku||Being late|
|早 退||Soutai||Leaving early|
|直 行||Chokkō||Going to the site directly|
|直 帰||Chokki||Going straight home from the site|
|代 休||Daikyū||Compensatory day off|
|慶 弔||Keichō||Occasion for celebration or sorrow|
The document below is a standard Kintai-todoke (notification of attendance) which is used in a Japanese office. You can click the image below to view a PDF version.
It is also important to know how to fill out a expense claim form. Common expenses that can be claimed are Travel Expenses and Entertainment Expenses (meals, drinks...). Sometimes a Ringisho (稟議書) must also be submitted. A Ringisho is a document that is need when a decision, plan, or money for a project requires approval.
Here are some common Japanese words related to expenses.
|出張旅費||Syucchō-ryohi||Business Travel Expenses|
The documents below are examples of "Travel Expenses (Koutsūhi Seisansyo)" and "Expense Report (Keihi Seisansyo)". To view a PDF version of each file, please click the image.
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