Japanese Resignation Phrases and Conversation Script

A direct but professional Japanese resignation opening is 一身上の都合により、退職したいと考えています (isshinjou no tsugou ni yori, taishoku shitai to kangaete imasu). Follow it with a proposed final date and handover plan.

Language is only one part. Before the conversation, read the employment contract and work rules and determine whether the contract is indefinite or fixed-term.

Key takeaways

• Ask for a private meeting before announcing resignation broadly.
• State the decision, proposed final date and handover plan clearly.
• Check company rules and contract type before promising a date.
• Keep written proof of notice and agreements.
• Separate resignation from dismissal or pressured resignation.
• Ask about paid leave rather than assuming its use.
• Request employment, tax, insurance and separation documents.
• Foreign workers should verify immigration notifications independently.

In this guide: vocabulary | meeting | decision | date | handover | documents | scripts | problems

Essential resignation vocabulary

Do not confuse voluntary resignation with 解雇 (dismissal) or 退職勧奨 (encouragement/pressure to resign).

Asking for a private meeting

今後の働き方について、ご相談したいことがあります。
Kongo no hatarakikata ni tsuite, gosoudan shitai koto ga arimasu.

本日、少しお時間をいただけますか。
Honjitsu, sukoshi ojikan o itadakemasu ka.

人事に関する大切な話なので、個別にお話ししたいです。
Jinji ni kansuru taisetsu na hanashi nano de, kobetsu ni ohanashi shitai desu.

Use a scheduled private conversation, not a team chat. Bring the proposed date and written notice but check company process first.

Stating the resignation

Firm and polite:

一身上の都合により、退職することを決めました。
Isshinjou no tsugou ni yori, taishoku suru koto o kimemashita.
I have decided to resign for personal reasons.

Softer discussion language:

今後のキャリアを考え、退職したいと考えています。
Kongo no kyaria o kangae, taishoku shitai to kangaete imasu.

With gratitude:

これまで多くの機会をいただき、感謝しています。
Kore made ooku no kikai o itadaki, kansha shite imasu.

You do not need to disclose private medical, family or next-employer details beyond what law or procedure requires.

Discussing the final working day

退職希望日は12月31日です。
Taishoku kiboubi wa juunigatsu sanjuuichi-nichi desu.

就業規則の手続きに沿って進めたいです。
Shuugyou kisoku no tetsuzuki ni sotte susumetai desu.

引き継ぎ期間を考えると、最終出勤日は12月20日を希望します。
Hikitsugi kikan o kangaeru to, saishuu shukkinbi wa juunigatsu hatsuka o kibou shimasu.

退職日と最終出勤日の違いを確認させてください。
Taishokubi to saishuu shukkinbi no chigai o kakunin sasete kudasai.

Paid leave can make the final working day earlier than the employment end date. Get dates in writing.

Contract type and notice period

Official Japanese guidance makes a major distinction:

Indefinite-term contract

Government materials explain that an indefinite contract can generally terminate two weeks after notice under the Civil Code, while company work rules often request earlier notice and should be checked.

Fixed-term contract

Leaving before the agreed end date can require unavoidable reasons or another applicable rule. A contract longer than one year can involve specific provisions after one year has passed.

Useful question:

私の契約は有期契約です。契約途中の退職について、正式な手続きを確認したいです。
Watashi no keiyaku wa yuuki keiyaku desu. Keiyaku tochuu no taishoku ni tsuite, seishiki na tetsuzuki o kakunin shitai desu.

Do not treat the two-week rule as universal. Use official labor consultation for your facts.

Handover and paid leave

担当業務と進行中の案件を一覧にします。
Tantou gyoumu to shinkouchuu no anken o ichiran ni shimasu.

後任者への引き継ぎ資料を作成します。
Kouninsha e no hikitsugi shiryou o sakusei shimasu.

引き継ぎの優先順位を確認させてください。
Hikitsugi no yuusen jun'i o kakunin sasete kudasai.

Paid leave:

残っている有給休暇の日数を確認したいです。
Nokotte iru yuukyuu kyuuka no nissuu o kakunin shitai desu.

退職前に有給休暇を取得したいです。業務引き継ぎと合わせて日程を相談できますか。
Taishoku mae ni yuukyuu kyuuka o shutoku shitai desu. Gyoumu hikitsugi to awasete nittei o soudan dekimasu ka.

Keep handover factual and avoid taking confidential company material.

Final pay and documents

最終給与の支給日を教えてください。
Saishuu kyuuyo no shikyuubi o oshiete kudasai.

未精算の経費はいつまでに申請すればよいですか。
Mi-seisan no keihi wa itsu made ni shinsei sureba yoi desu ka.

離職票は発行されますか。
Rishokuhyou wa hakkou saremasu ka.

源泉徴収票と退職証明書の受け取り方法を教えてください。
Gensen choushuuhyou to taishoku shoumeisho no uketori houhou o oshiete kudasai.

健康保険資格喪失証明書はいつ受け取れますか。
Kenkou hoken shikaku soushitsu shoumeisho wa itsu uketoremasu ka.

会社の貸与品の返却一覧をください。
Kaisha no taiyohin no henkyaku ichiran o kudasai.

Use Japanese health insurance phrases and Japanese tax office phrases for post-employment procedures.

Exit interview and reference requests

An exit interview is optional in some companies and structured in others. Keep feedback factual and avoid disclosing confidential information from a future employer.

退職面談では、どのような項目について話しますか。
Taishoku mendan de wa, dono you na koumoku ni tsuite hanashimasu ka.

業務改善について、具体的な事実に基づいてお伝えします。
Gyoumu kaizen ni tsuite, gutaiteki na jijitsu ni motozuite otsutae shimasu.

今後の連絡先として、個人メールアドレスを登録してください。
Kongo no renrakusaki to shite, kojin meeru adoresu o touroku shite kudasai.

在職証明書または推薦状をお願いできますか。
Zaishoku shoumeisho matawa suisenjou o onegai dekimasu ka.

記載される役職、在職期間、担当業務を確認したいです。
Kisai sareru yakushoku, zaishoku kikan, tantou gyoumu o kakunin shitai desu.

Ask whether the company has a reference policy and who may respond to future verification calls.

Handover checklist in Japanese

Create a written handover with:

• 担当業務一覧 — list of responsibilities.
• 進行中案件 — active projects.
• 期限と優先順位 — deadlines and priorities.
• 関係者の連絡先 — stakeholder contacts.
• 保管場所 — approved file/location.
• 未解決の課題 — unresolved issues.
• 権限移行 — authorized access transfer.

Say:

個人情報や機密情報を持ち出さず、会社指定の場所に引き継ぎ資料を保存します。
Kojin jouhou ya kimitsu jouhou o mochidasazu, kaisha shitei no basho ni hikitsugi shiryou o hozon shimasu.

Do not send company files to a personal account. Return devices, badges, keys and tokens through the documented process and obtain confirmation.

Immigration-related questions

Foreign workers may need to notify immigration when affiliation or activity changes, depending on residence status.

退職後の入管への届出について、公式情報を確認します。
Taishokugo no nyuukan e no todokede ni tsuite, koushiki jouhou o kakunin shimasu.

会社から受け取るべき在職・退職関係の書類を教えてください。
Kaisha kara uketoru beki zaishoku/taishoku kankei no shorui o oshiete kudasai.

Do not rely on the employer alone for immigration advice. Contact the Immigration Services Agency or qualified counsel.

Complete resignation scripts

Standard conversation

Employee: お時間をいただき、ありがとうございます。今後のキャリアを考え、退職することを決めました。退職希望日は12月31日です。
Manager: 急ですね。理由を詳しく教えてください。
Employee: 個人的な事情のため、詳細は控えさせてください。これまでの機会には感謝しています。就業規則に沿い、十分な引き継ぎを行います。
Manager: 引き継ぎ計画を出してください。
Employee: 今週中に業務一覧、進行中案件、後任者向け資料を提出します。退職日、最終出勤日、有給休暇について人事とも確認したいです。

Written follow-up

本日の面談でお伝えしたとおり、12月31日付で退職する意向です。会社所定の手続きに従い、退職届と引き継ぎ計画を提出します。退職日、最終出勤日、必要書類について書面でご確認をお願いします。

If asked to reconsider

お声がけはありがたいですが、決意は変わりません。円滑な引き継ぎについて相談させてください。
Okoegake wa arigatai desu ga, ketsui wa kawarimasen. Enkatsu na hikitsugi ni tsuite soudan sasete kudasai.

Pressure, refusal and labor consultation

If a manager refuses to receive the notice:

退職の意思と提出日を記録に残したいです。人事の正式な提出先を教えてください。
Taishoku no ishi to teishutsubi o kiroku ni nokoshitai desu. Jinji no seishiki na teishutsusaki o oshiete kudasai.

If pressured to sign:

内容を確認してから回答します。今日は署名しません。
Naiyou o kakunin shite kara kaitou shimasu. Kyou wa shomei shimasen.

If the company calls it resignation but you did not choose it:

これは自主退職の提案ですか、それとも会社からの解雇通知ですか。書面で確認してください。
Kore wa jishu taishoku no teian desu ka, soretomo kaisha kara no kaiko tsuuchi desu ka. Shomen de kakunin shite kudasai.

MHLW General Labor Consultation Corners and foreign-worker services provide multilingual routes. Seek advice before signing disputed documents.

Practice plan

1. State the decision in two sentences.
2. Propose final employment and final attendance dates.
3. Present a handover outline.
4. Ask for paid leave, final pay and documents.
5. Practise firm responses to pressure.

Practise a resignation meeting, repeat a final-date negotiation, and try a pressured-signature scenario using fictional employer details.

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Final checklist

Confirm:

• Contract type and company procedure.
• Written notice date.
• Employment end date.
• Final attendance and paid leave.
• Handover owner and deadline.
• Final pay and expenses.
• Tax, insurance and separation documents.
• Company property and data return.
• Immigration notification advice.

End with:

退職日、引き継ぎ、必要書類について確認できました。書面での共有をお願いします。
Taishokubi, hikitsugi, hitsuyou shorui ni tsuite kakunin dekimashita. Shomen de no kyouyuu o onegai shimasu.

How we researched

We checked MHLW labor-law guidance, Tokyo's Foreign Worker's Handbook, Immigration Services Agency living guidance, Tokyo Foreign Employment Service Center and multilingual General Labor Consultation information on 22 October 2026.

This article provides language practice and general official context, not employment, immigration or legal advice. Contract type and facts can change the applicable rule.

Sources

• MHLW Understanding and Utilizing Labor Laws
• Tokyo Foreign Worker's Handbook
• Immigration Services Agency employment guidance
• Tokyo Foreign Employment Service Center resignation guide
• MHLW General Labor Consultation Corners
• MHLW foreign-worker quitting guide

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