A 送付状 (cover letter) is a Japanese business convention: any package of documents sent by post or as a bundle attached to email opens with a single sheet that names the recipient, the sender, the date, the purpose, and lists each enclosed document with its count. The 入社書類送付状 is the 送付状 form of this convention applied to the bundle of onboarding documents sent to a new hire. Japanese business etiquette treats its absence as careless.

Japan Joining Documents Cover Letter Template (入社書類送付状)

Generate the 送付状 that sits on top of the bundle of onboarding documents sent to a new hire. Recipient, sender, purpose, and an itemized list of enclosures with counts. Preview in Japanese or English, edit inline, export to PDF.

By Emmanuel Gendre

Founder, SaiyouTeam · 12 years recruiting in Japan

Last reviewed: May 2026

Sender (your company)

Company name 会社名

Company name (English version)

Address (Japanese) 所在地

Address (English version)

Sending department (Japanese) 差出部署

Sending department (English version)

Sender name (Japanese) 差出人

Sender name (English version)

Phone 電話

Email メール

Recipient (new hire)

Full name (Japanese) 氏名

Full name (English version)

Address (Japanese) 住所

Address (English version)

Date & purpose

Issue date 発送日

Start date 入社日

Return deadline 返送期限

Enclosures list

Enclosed documents (Japanese) 同封書類

Enclosed documents (English version)

One enclosure per line. Include the count for each item.

Optional clauses

Return envelope enclosedNotes that a stamped return envelope is included for documents the new hire must send back. Electronic-return optionNotes that the new hire may also return signed forms via the company's electronic-signature platform. Return deadline noteStates the deadline for returning the required forms.

2026年3月1日

鈴木一郎　様

〒150-0001 東京都渋谷区神宮前2-3-4

〒100-0005 東京都千代田区丸の内1-1-1

株式会社サンプル

人事部　田中二郎

TEL：03-1234-5678　/　メール：hr@example.co.jp

入社書類送付のご案内

拝啓　時下ますますご清栄のこととお慶び申し上げます。平素は格別のお引き立てを賜り、誠にありがとうございます。

このたびは、当社へのご入社にあたり、心より歓迎申し上げます。2026年4月1日のご入社に向け、入社関連書類を下記のとおり同封させていただきましたので、ご査収のほどよろしくお願い申し上げます。

同封の書類のうち、署名・押印のうえご返送いただくものにつきましては、お手数ですが内容をご確認のうえ、ご記入くださいますようお願いいたします。

敬具

記

同封書類・入社案内書　1部・入社前提出書類リスト　1部・健康診断受診案内　1部・入社誓約書（返送用）　1部・個人情報取扱同意書（返送用）　1部・給与振込口座届（返送用）　1部・返信用封筒　1枚
返送期限 2026年3月20日までに、ご返送いただきますようお願いいたします。
返送方法返信用封筒（切手貼付済）を同封しております。署名・押印が必要な書類はそちらにてご返送ください。
電子署名でのご返送電子署名サービス（DocuSign / CloudSign 等）でのご返送も可能です。ご希望の場合は、下記担当者までご連絡ください。
お問い合わせ本件に関するお問い合わせは、人事部田中二郎（TEL：03-1234-5678 / メール：hr@example.co.jp）までお願いいたします。

以上

March 1, 2026

To: Ichiro Suzuki

2-3-4 Jingumae, Shibuya-ku, Tokyo

1-1-1 Marunouchi, Chiyoda-ku, Tokyo

Sample Corporation

HR Department / Jiro Tanaka

Tel: 03-1234-5678 / Email: hr@example.co.jp

COVER LETTER — JOINING DOCUMENTS

Dear Ichiro Suzuki,

Welcome to Sample Corporation. Ahead of your April 1, 2026 start date, we are sending the joining-document package listed below for your reference.

Please review the enclosed documents. For those requiring your signature or seal, complete and return them as instructed.

Sincerely,

ENCLOSURES

Enclosed documents - Joining Instructions (入社案内書): 1 copy - Pre-Joining Document Checklist (入社前提出書類リスト): 1 copy - Pre-Employment Health Check Notice (健康診断受診案内): 1 copy - Pledge Upon Joining (入社誓約書) for signature: 1 copy - Personal Information Consent (個人情報取扱同意書) for signature: 1 copy - Bank Account Designation Form (給与振込口座届): 1 copy - Return envelope: 1
Return deadline Please return the required forms by March 20, 2026.
Return method A stamped return envelope is enclosed. Please use it to send back the signed documents.
Electronic return option Electronic-signature return (via DocuSign / CloudSign / similar) is also acceptable. Please contact the HR representative below if you prefer this option.
Contact Please direct any questions about this package to HR Department, Jiro Tanaka (tel: 03-1234-5678 / hr@example.co.jp).

End of cover letter

Ready to send? Download a PDF of the cover letter above. Your email is used only to receive the file.

How it works

A clean 送付状 for the joining package in 60 seconds

The 入社書類送付状 is the cover sheet that sits on top of the joining-document bundle sent to a new hire. Japanese business convention treats this 送付状 as essential: any package without one feels careless, like a courier dropping off documents with no note attached.

1. Treat it as a separate top sheet

Never merge the 送付状 with the joining instructions or any other onboarding document. It is a single page that introduces the package and lets the recipient verify nothing is missing before they open anything.

2. List every enclosure with its count

Number copies precisely: "1 copy" or "2 copies" after each item. For a bundle of seven enclosures, list all seven. The list is what lets the new hire confirm receipt and identify a missing item early.

3. Be specific about what comes back

Mark which enclosures require a signed return ("入社誓約書（返送用）" / "for signature"). Include a return envelope and state the return deadline so there is no ambiguity about expected response time.

4. Toggle optional clauses

Return-envelope note, electronic-return option, and return-deadline note are independent. The return-envelope and return-deadline are on by default for traditional post handling; turn on the electronic-return option if your company uses DocuSign / CloudSign / GMO Sign.

5. Export to PDF

Click Download as PDF, enter your email, and the file generates locally. Send this PDF as the cover sheet of the package (printed for postal mail, or as the first attachment in an email).

Frequently asked

Common questions about the 入社書類送付状

What is a 送付状?

A Japanese business convention: any document bundle sent by post or email opens with a single top sheet that names the recipient, the sender, the date, the purpose, and the list of enclosures with counts. The 入社書類送付状 is the 送付状 for the joining-document bundle.

What goes in the enclosures list?

Each enclosure with its copy count. Typical onboarding-package enclosures: joining instructions, pre-joining document checklist, health-check notice, pledge upon joining, personal information consent, bank-account designation form, and a return envelope.

Does it need to be a separate document?

Yes by convention. The 送付状 is always the top sheet of the package; never merged into one of the other documents. Treating it as a separate top sheet signals professionalism.

Can this be sent by email instead of post?

Yes, increasingly common. The 送付状 then becomes the body of the email or the first page of the PDF bundle. Japanese business etiquette expects a 送付状 either way.

About the author

Emmanuel Gendre

Founder, SaiyouTeam · TechieCV K.K.

Emmanuel advises small and mid-sized companies (SMBs) on HR and recruiting in Japan. He brings 12 years recruiting in Japan as a Recruitment Consultant placing IT professionals, plus prior experience hiring engineers across EMEA as a Google recruiter. Sending tidy Japanese onboarding packages (入社書類送付状 included) for incoming hires is something he handles regularly with his SMB clients, so he built this template as part of that advisory work.

For case-specific onboarding matters, Emmanuel works with licensed Japanese professionals (社会保険労務士 and 弁護士).

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Important. This template provides a generic Japanese 入社書類送付状 structure for general information only and is not a substitute for legal advice.

Japan Joining Documents Cover Letter Template (入社書類送付状)

Joining documents cover letter generator

1. Treat it as a separate top sheet

2. List every enclosure with its count

3. Be specific about what comes back

4. Toggle optional clauses

5. Export to PDF

Plan the full onboarding sequence

Joining Instructions (入社案内書)

Pre-Joining Document Checklist (入社前提出書類リスト)

Pre-Employment Health Check Notice (健康診断受診案内)

All onboarding templates