If you’re new to the country of the rising sun, how to send mail in Japan might seem difficult at first. But trust us, it’s not as complicated as it looks! Japan’s postal system is actually super efficient, and with a little guidance, you’ll find it incredibly easy to use.

Whether you’re mailing a letter to a friend across town, shipping a care package home, or sending documents abroad, knowing how the system works will save you time (and maybe a little frustration). In this guide, we’ll break it all down. From navigating the post office to choosing the right mailing service, even some handy phrases to make life easier. By the end, you’ll be ready to take on Japan’s postal world like a pro!

Understanding Japan’s Postal System

Let’s talk about Japan Post. It’s one of the most reliable and affordable postal services in the world. You can definitely count on it to get your letters and parcels where they need to go without breaking the bank.

Here’s a quick look at what they offer:

• Regular Mail: Great for postcards, letters, and documents.
• Parcels: For shipping larger packages, either domestically or internationally.
• Express Services: EMS (Express Mail Service) is your go-to for urgent international deliveries.
• Private Options: If you’re in a rush or have an oversized package, Yamato (Kuroneko) and Sagawa Express are great alternatives.

So whether it’s a letter to a friend in Tokyo or a gift for someone back home, Japan Post has got you covered.

Sending Mail Domestically in Japan

Step 1: Preparing Your Mail

Before going to the post office, take a few minutes to prepare your item:

• Addresses: Writing Japanese addresses in the correct format is key. Always start with the postal code and work your way down. Don’t worry, Google Maps is a lifesaver if you’re unsure.

Example in japanese:

〒150-0001
東京都渋谷区神宮前1丁目2番3号
パークビル202号室
田中太郎 様

Breakdown:

• 〒150-0001 → Postal Code
• 東京都 (Tokyo-to) → Prefecture
• 渋谷区 (Shibuya-ku) → City Ward
• 神宮前1丁目2番3号 (Jingumae 1-2-3) → Street Address
• パークビル202号室 (Park Building, Room 202) → Building and Apartment Number
• 田中太郎 様 (Tanaka Taro-sama) → Recipient’s Name (with the respectful honorific 様, especially for formal mail)

Example in english:

Taro Tanaka
Park Building, Room 202
1-2-3 Jingumae
Shibuya-ku, Tokyo
150-0001
JAPAN

Breakdown:

• Taro Tanaka → Recipient’s Name
• Park Building, Room 202 → Building and Apartment Number
• 1-2-3 Jingumae → Street Address
• Shibuya-ku, Tokyo → City Ward and Prefecture
• 150-0001 → Postal Code
• JAPAN → Country (always written in capital letters for international mail)

• Stamps: No stamps at home? No problem. They’re available at post offices, convenience stores, and even vending machines in some places.

• Envelopes: Pick the right size, seal it well, and make sure it’s clearly labeled.

Step 2: Visiting a Post Office

Most post offices operate from 9:00 AM to 5:00 PM on weekdays, though some branches stay open on weekends.

What should you expect?

• Grab a Ticket: It’s a first-come, first-serve system, so take a ticket and wait your turn.
• Ask for Help: Urban branches often have English-speaking staff, but even if they don’t, people are happy to assist.
• Weigh and Pay: Once you hand over your mail, they’ll weigh it, calculate the postage, and give you a receipt.

Step 3: Using Postboxes

Those iconic red postboxes you see everywhere? They’re super easy to use.

• Look for Labels: Most postboxes have separate slots for domestic and international mail.
• Check the Times: Collection times are printed on the box, so you’ll know when your letter is on its way.

How to Send International Mail from Japan

Japan Post makes international mailing a breeze, but you’ll want to choose the right service based on your timeline and budget.

Options for Shipping

1. EMS: The fastest and most secure option. Perfect for urgent, time-sensitive packages, with top-priority handling and prompt delivery worldwide.
2. Airmail: Fast, reliable, and perfect for important documents or gifts.
3. SAL (Surface Air Lifted): A great middle-ground for cost and delivery time.
4. Surface Mail: The cheapest option by far, but patience is necessary, it can take weeks or even months for your package to arrive.

Pro Tip: If you’re sending something heavy but not urgent, Surface Mail is a lifesaver. Just don’t expect it to arrive anytime soon!

Customs Declarations

International mail comes with a bit of extra paperwork. You’ll need to:

• Fill out the CN22 or CN23 form.
• Be specific about the contents and their value (e.g., “books, $30”).
• Avoid restricted items, no one wants their package stuck in customs.

If you’re unsure about what’s allowed, check Japan Post’s official guidelines online.

Tracking Options

When sending international mail, keeping an eye on your package’s progress is easy. Almost all international services, including EMS and Airmail, come with a tracking number.

• How to Track:
  Head to the Japan Post website or download their mobile app. Simply input your tracking number, and you’ll get detailed updates on where your package is and its estimated delivery time.

Pro Tip: If you’re sending a package to the U.S. or Europe, you can often use the destination country’s postal service website for tracking after it leaves Japan.

Pro Tips for a Smooth Mailing Experience

Sending mail in Japan doesn’t have to be stressful. Here are a few tried-and-trusted tips to make the process even easier:

1. Use Convenience Stores:
   Did you know you can drop off parcels or buy stamps at convenience stores (konbini) like 7-Eleven and FamilyMart? They’re open late and on weekends, making them perfect for last-minute mail.
2. Avoid Peak Hours:
   Post offices can get busy during lunch breaks (12:00–1:00 PM) and just before closing time. Plan your visit early in the morning or mid-afternoon for shorter wait times.

Use Translation Tools:
Apps like Google Translate or Papago can help you communicate with postal staff or fill out forms. They’re a lifesaver, especially if you don’t speak much Japanese.

Useful Vocabulary for Mailing in Japan

When visiting a post office or sending mail in Japan, knowing some basic terms can make the process smoother. Here’s a handy list of common words with their Hiragana, Romaji, and English translations:

Find more useful vocabulary on cheat sheet 1 and cheat sheet 2 of our blog!

How to Use This Vocabulary

• When you need stamps, just say:
  • “切手をください (Kitte o kudasai)” → “Please give me a stamp.”
• To ask for help filling out a form, say:
  • “このフォームの書き方を教えてください (Kono fōmu no kakikata o oshiete kudasai)” → “Please show me how to fill out this form.”

These words and phrases can make navigating Japan Post much easier, especially if English isn’t available at the counter.

Delivery Times

Timing depends on the service you choose:

• Domestic Mail:
  • Standard mail usually arrives within 1–3 days.
  • Need it faster? Use Sokutatsu (express delivery) for next-day service.
• International Mail:
  • Airmail: 3–7 days for most destinations.
  • SAL (Surface Air Lifted): Around 7–10 days.
  • Surface Mail: The slowest option, taking several weeks or even months, but it’s perfect for non-urgent items.

Pro Tip: If timing isn’t a priority and you want to save money, Surface Mail is the way to go. Just be patient, it might take a while! take a while!

Common Mistakes to Avoid

Even experienced expats can make mistakes when sending mail in Japan. Here’s what to watch out for:

1. Incorrect Address Format:
   Japanese addresses are written in a specific order. Always start with the postal code, followed by the prefecture, city, ward, street, building name, apartment number, and finally, the recipient’s name. Skipping any of these details can lead to delays.
2. Underpaying Postage:
   Weigh your package carefully and ensure the postage matches its weight and size. Adding an extra stamp or two is better than having your mail returned (or not).
3. Skipping Customs Forms:
   For international shipments, forgetting to fill out the required customs declaration can lead to delays, or worse, your package being sent back. Double-check all forms before sending.

Sending Money via Japan Post

Did you know that Japan Post isn’t just for sending mail? You can also transfer money domestically and internationally.

• Domestic Money Transfers:
  Japan Post’s Yuubin Furikae service is perfect for transferring funds within Japan. It’s widely used for paying bills, sending money to friends, or handling personal transactions. Just visit your local post office, fill out a form, and your money will be securely sent.
• International Money Transfers:
  Need to send money abroad? Japan Post’s International Money Transfer program allows you to send money to most countries. It’s safe, straightforward, and accessible at nearly every post office in the country.

Whether you’re paying bills back home or helping a family member, this service is a reliable way to handle your financial needs.

Japan’s postal system is one of the most reliable and efficient in the world. Whether you’re sending a simple letter, shipping a package internationally, or transferring money to another country, Japan Post has a service for you.

By following this guide, you’ll avoid common pitfalls and feel confident navigating the system, no matter your level of Japanese.