How to Write a Japanese Address? Package Sending Guide and Precautions

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Want to send a package to a friend in Japan? Let’s start by looking at a standard Japanese address example to give you an intuitive understanding.

Tip: A minor formatting error could lead to delays or even loss of your package. Correctly filling out address information is the first step to ensuring your intentions are delivered smoothly.

Key Points

• When sending a package to Japan, you need to choose the address order based on the destination. International packages use a “small to large” order, while domestic Japanese packages use a “large to small” order.
• When filling out a Japanese address, you need to accurately provide the postal code, prefecture, city/ward/town/village, town name and lot number, building, and room number. All of these details are important.
• For packages sent from China to Japan, you need to use Romaji to fill out the address. When shopping on Japanese websites or sending within Japan, you need to use Kanji for the address.
• You need to use online tools to create and print shipping labels. You also need to understand Japanese customs regulations, declare the value of items honestly, and avoid sending prohibited items.
• When filling out the recipient’s name, you need to include the appropriate honorific. Use “様” for individuals and “御中” for companies or departments.

Standard Japanese Address Format and Order

Understanding the correct order for writing a Japanese address is crucial. The order differs completely depending on whether the destination is within Japan or international.

Address Order for Domestic Shipping in Japan

When sending a letter or package within Japan, you need to follow a “largest to smallest” order. This format aligns with Japanese reading habits. The official format recommended by Japan Post’s service guide is as follows:

1. Postal Code: Written on the first line or in the designated box in the top right corner of the envelope.
2. Prefecture: For example, 東京都 (Tokyo-to).
3. City/Ward/Town/Village: For example, 千代田区 (Chiyoda-ku).
4. Street Address: Includes town name, lot number, and block number.
5. Building and Room Number: If the address includes an apartment or building.
6. Recipient’s Name: Written last.

This format ensures that local Japanese postal workers can quickly and accurately identify the address.

Address Order for International Shipping

If you’re sending a package from mainland China or another country to Japan, the address order needs to be completely reversed. You need to follow the international “small to large” rule so that your country’s postal system can process it correctly.

The correct order for international shipping is:

1. Recipient’s Name
2. Building and Room Number
3. Town Name and Lot Number
4. City/Ward/Town/Village
5. Prefecture
6. Postal Code
7. Country Name (JAPAN)

Important Tip: When writing a Japanese address in international format, except for a space after the postal code, there should generally be no spaces between address components. For example, write Chiyoda-ku instead of Chiyoda ku.

Address Templates: Horizontal and Vertical Writing

Japanese addresses can be written in two styles: horizontal (横書き) and vertical (縦書き).

• Horizontal Writing: Written from left to right, this is the mainstream method today. All addresses filled out on online shopping websites and international shipping labels must use horizontal writing.
• Vertical Writing: Written from right to left and top to bottom. This is the traditional Japanese writing style, typically used for domestic letters, postcards, or formal documents.

For international shipping, always use horizontal writing to comply with global postal system standards.

Detailed Breakdown of Japanese Address Components

Now that you understand the address writing order, the next step is to master the specific meaning of each component. A complete Japanese address is like a puzzle—understanding each piece ensures an accurate final product.

Postal Code (郵便番号)

The postal code (郵便番号, yūbin bangō) is a critical part of the address, helping the postal system quickly perform automated sorting.

• Format: Japanese postal codes start with the symbol 〒, followed by a seven-digit number in the format XXX-XXXX.
• Structure: The seven digits are not random. The first three digits typically represent a larger area, such as a prefecture or city, while the last four digits pinpoint a specific block or address group within the delivery area.

Tip: When filling out any shipping form or online form, always ensure the postal code is accurate. A correct postal code is key to ensuring fast delivery.

Prefecture (都道府县)

Japan’s highest administrative divisions are its 47 “prefectures” (Todōfuken). You need to accurately write the corresponding prefecture name based on the recipient’s address.

These 47 administrative divisions are categorized into four types:

• 1 Metropolis (To): 東京都 (Tokyo-to)
• 1 Province (Dō): 北海道 (Hokkaido)
• 2 Prefectures (Fu): 大阪府 (Osaka-fu), 京都府 (Kyoto-fu)
• 43 Counties (Ken): For example, 神奈川县 (Kanagawa-ken), 爱知县 (Aichi-ken)

When writing, include the full name, such as “東京都” rather than just “東京”.

City/Ward/Town/Village (市区町村)

Below the prefecture level are more specific municipal administrative units, which can be slightly complex and include cities, wards, towns, and villages.

What is a “Designated City”?

When a city’s population exceeds 500,000 and is designated by the government cabinet, it becomes a “designated city”. These large cities are divided into smaller “wards (区, ku)”, each with a ward office handling administrative tasks like residency and taxes. This is why addresses in cities like Osaka, Nagoya, or Yokohama include a “ward” level.

Town Name and Lot Number (町名与番地)

This is the most precise part of the address and also the most error-prone. It typically consists of three parts: “丁目 (chōme)”, “番地 (banchi)”, and “号 (gō)”.

• Chōme: Street block. Think of it as the numbered block within an area.
• Banchi: Lot number. A subdivided lot within a block.
• Gō: House number. The specific building number on the lot.

For convenience, people often omit Kanji and use a hyphen - to connect the numbers. For example, “丸の内二丁目7番2号” can be simplified to 丸の内 2-7-2.

Note: Full-width vs. Half-width Numbers

When filling out addresses on Japanese websites, the system typically requires “half-width numbers” (e.g., 123) rather than “full-width numbers” (e.g., １２３). Using the wrong format may prevent form submission. Always pay attention to the website’s instructions.

Building and Room Number (建筑物与房号)

If the recipient’s address is in an apartment, building, or multi-unit residence, you need to include the building name and room number. This information follows the “town name and lot number”.

• Standard Format: [Building Name] [Room Number]号室
• Example: JPタワー 101号室 (JP Tower, Room 101)

Simplified Format

In some cases, especially when address space is limited, you can omit the apartment name and append the room number directly after the lot number.

This simplified format is very common in Japan, and postal workers can easily understand it.

Recipient’s Name and Honorifics (收件人姓名与敬称)

Finally, and most importantly, you need to fill out the recipient’s name.

• International Shipping: Per international convention, the recipient’s name should be written on the first line of the address.
• Domestic Shipping in Japan: The recipient’s name is written at the end of the address.

After the recipient’s name, you need to add the appropriate honorific.

Usage Examples:

• For an individual: 田中 太郎 様
• For a company department: 株式会社ABC 人事部 御中

Using the correct honorific not only ensures proper handling of the mail but also shows politeness.

Package Shipping Process and Tips

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Now that you’ve mastered address writing, the next step is the actual process. Understanding the specific steps and tips for shipping packages can save you time and avoid unnecessary hassle.

Creating and Printing Labels Online

To improve efficiency and accuracy, handwriting international shipping labels is becoming obsolete. You can now complete all steps using online tools. Japan Post’s “International My Page Service” is a powerful tool that helps you easily create and print all necessary label documents.

The process for using this service is straightforward:

1. Register an Account: Visit the service website and register your personal information.
2. Enter Information: After logging in, fill out the sender’s and recipient’s addresses sequentially.
3. Declare Contents: Select the shipping method (e.g., EMS, airmail, etc.), then list the names, quantities, and values of the items in the package.
4. Obtain Labels: After confirming the information is correct, the system generates a label with all customs declaration details. You can print it on A4 paper at home or obtain a QR code.

Tip: If you use the mobile version of the service, you can scan the QR code at a post office’s “Yu-pri Touch” self-service printer to print the label on the spot. However, if you’re sending more than three items, it’s recommended to use the more comprehensive desktop version to create labels.

Sender and Recipient Information Layout

When you print an integrated shipping label using an online service, the layout becomes very simple.

• Standard Practice: Securely attach the printed label to the largest, flattest surface of the package. This label already includes the sender, recipient, and all customs declaration information.
• Traditional Practice: In the era without unified labels, people used to write the recipient’s information on the front of the package and the sender’s information on the back or top left corner. For modern international shipping, always use the official printed label.

Choosing Appropriate Packaging and Shipping Methods

A sturdy package is the foundation for safe delivery. Choose a durable cardboard box and fill any empty spaces with cushioning materials like bubble wrap to prevent items from shifting or getting damaged during transport.

For shipping methods, you can choose based on your needs:

• EMS (Express Mail Service): The fastest option, ideal for urgent documents or valuable items.
• Airmail: Cost-effective with moderate speed.
• Surface Mail: The cheapest but slowest option, suitable for non-urgent large items.

Understanding Customs Regulations and Prohibited Items

When sending international packages, you must comply with Japanese customs regulations.

Duty Threshold: According to Japanese customs regulations, if the total value of items in the package exceeds 10,000 yen (approximately $70 USD), duties may be imposed.

Therefore, when filling out content details, you must honestly and accurately declare the value of each item. Additionally, check the Japan Post website in advance to ensure your items are not in prohibited or restricted categories (e.g., flammable items, certain foods, plants) to ensure smooth customs clearance.

Common Scenarios and Key Notes

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Now that you’ve grasped the theoretical knowledge, let’s look at some common scenarios and key considerations in practice.

Filling Out Addresses for Japanese Online Shopping (Including Katakana)

When shopping on Japanese e-commerce websites (e.g., Rakuten or Amazon Japan), the address form typically splits the address into multiple fields. You need to fill them out according to the prompts.

A typical online address form might include the following fields:

• Postal Code: 221-0013
• Prefecture: Usually selected from a dropdown menu, e.g., 神奈川县 (Kanagawa-ken).
• City/Ward/Town/Village: 横浜市神奈川区新子安 (Yokohama-shi Kanagawa-ku Shinkoyasu)
• Chōme/Banchi/Gō: 1-2-4 (Use half-width numbers)
• Building Name/Room Number: 4楼 KXXXXXX (4th Floor, KXXXXXX)

Katakana Name (フリガナ): Many websites require you to provide the katakana pronunciation of your name. This helps the system correctly identify your name’s pronunciation to ensure accurate delivery. You can use online tools to convert your Chinese name to katakana.

Choosing Between Kanji and Romaji

Should you use Kanji or Romaji? It depends on your shipping method.

• From Mainland China to Japan: Use Romaji to comply with international postal standards, ensuring the package is correctly recognized during processing in your country.
• Within Japan or for Online Shopping: Always use Kanji. Japan’s automated sorting systems primarily recognize Kanji. Using Romaji may require manual sorting, slowing delivery and risking errors due to address misinterpretation. A non-standard Romaji address can be like an unreadable puzzle for postal workers.

Correct Phone Number Format

When filling out a phone number for international packages, use the international format with the country code.

Japan’s country code is +81. The key rule is: After adding +81, remove the leading 0 from the domestic number.

• Mobile Number Example:
  • Domestic Format: 090-1234-5678
  • International Shipping Format: +81-90-1234-5678
• Landline Number Example (Tokyo):
  • Domestic Format: 03-1234-5678
  • International Shipping Format: +81-3-1234-5678

A correct phone number is crucial for customs or couriers to contact the recipient.

Line-Breaking Tips for Long Addresses

If your address is particularly long and you’re worried it won’t fit on one line, follow these tips:

• Online Forms: No need to worry. The website’s address fields are already segmented, so just fill them out as prompted.
• Handwritten Labels: If handwriting, break the line at natural boundaries, such as between “city/ward” and “town name/lot number” or between “lot number” and “building name”. This keeps the address clear and readable.

Now you’ve mastered all the techniques for filling out a Japanese address. Let’s review the three most critical points:

• Distinguish between address orders for international and domestic Japanese shipping.
• Ensure key details like postal code, lot number, and room number are accurate.
• Use online tools to create labels and comply with customs regulations.

As long as you follow the steps in this guide, you can easily handle Japanese address formatting and ensure your package arrives smoothly.

FAQ

How Should I Write the Address Order?

The order depends on the shipping destination. From mainland China to Japan, use the international “small to large” format. For shipping within Japan, follow the local “large to small” format.

Should I Use Kanji or Romaji?

Choose the writing system based on the shipping location. For international packages from mainland China, use Romaji to ensure global postal systems can recognize it. For shopping on Japanese websites or domestic shipping, use Kanji, the standard for Japan’s sorting systems.

What Package Value Triggers Taxes?

Pay attention to declared value. According to Japanese customs regulations, if the total value of items in your package exceeds approximately $70 USD, the recipient may need to pay duties. Always declare item values honestly.

What If I Don’t Know the Full Apartment Name?

You can use the simplified format. Simply append the room number to the end of the “lot number”. Japanese postal workers can easily understand this format.

For example, the address 2-7-2 with room number 101 can be simplified to:

2-7-2-101