The 内定式案内 is the formal invitation a Japanese employer sends to its incoming new-graduate
cohort for the conventional October 1 naitei ceremony. It marks the transition from informal offer
to confirmed incoming employee and is the candidate's first official engagement with the company
after acceptance.
1. Issue the invitation about one month before
Send the invitation in early September for an October 1 ceremony. Candidates often need to
coordinate with university schedules, part-time job shifts, or travel arrangements; one month is
the practical minimum. Two months is generous and gives time for any rescheduling.
2. Set the date, time, and venue clearly
Standard ceremony length is 1.5 to 3 hours, typically held in the afternoon (start between 13:00
and 14:00). Use the conventional October 1 date unless that falls on a weekend, in which case the
closest weekday is acceptable. Specify the venue with its full address and a one-line access note
from the nearest station.
3. Lay out the agenda in time-blocked form
Candidates appreciate knowing what each segment is. A 5- to 8-line program with start times and
item names is enough. Standard items: opening remarks, naitei certificate handover, executive
introductions, senior-employee talk, candidate self-introductions, group photograph, closing.
4. Specify dress code and what to bring
Default for the ceremony is a business suit. Items to bring should always include the naitei
certificate (内定通知書) and a writing instrument. If you need the candidate to bring additional
documents (a signed consent, a health-check intake form), list each item explicitly.
5. Toggle the optional clauses
Reception desk note, transportation reimbursement, post-ceremony lunch, and absence-handling line
are independent toggles. The defaults reflect the most common Japanese SMB practice. Mid-career
hires or remote candidates may not need transportation reimbursement; smaller companies often skip
the post-ceremony reception.
6. RSVP deadline and contact
Set the RSVP deadline two to three weeks before the ceremony. Assign one HR contact (not a generic
inbox) so candidates have a name to address; this improves response rates significantly. Phrase
attendance as expected and important, never as legally required.
7. Export to PDF
Click Download as PDF, enter your email, and the file generates locally in your
browser. Whatever language is currently visible in the preview is what gets exported.
Edge cases worth knowing
- For candidates residing overseas, lower the expectation of in-person attendance and offer a
video-conference option in the invitation.
- If you are hiring two or three new graduates total, the formal ceremony can be replaced with
a small group lunch and a one-line note in the naitei letter.
- For multi-site companies, decide whether to hold one consolidated ceremony at the headquarters
or simultaneous local ceremonies. The invitation should be venue-specific in either case.
- Documents that candidates must return (a signed acceptance, a personal data form) belong in
the joining package, not the ceremony invitation. Keep this document focused.
