Job-Hunting in Japan: What is an Entry Sheet (ES)? Tips and Tricks to Pass the First Screening!

Author: Ayumi Gotoh | Published date: 14 August 2020

2021/2022 grads, you’re about to begin your Shūkatsu (Japanese job-hunting) journey! If you’re looking to apply to Japanese companies, Entry Sheet (ES) may already be a familiar term. In this article, we’ll break down the format and purpose of ES, as well as give you example questions. First of all, what is it? What do you write in it? And what’s so special about it? Find out all about it below.   

Also, if you are interested we have FREE video courses on job-hunting at 就活Academy with our first episode on writing an ES. Check it out here (Available in Japanese and English). 

What is "ES"?

First Impression before Meeting

The Entry sheet (ES) is one of the first application documents you submit to Japanese companies, along with a resume. You will find several short-essay questions (250-500 letters, sometimes 800, depending on the question). Through these questions, the companies try to learn who you are as a person and if you are a good fit for the company. Therefore, each company has different questions and formats. Some commonly asked ones include “why did you apply to this position?” “tell us about your strengths” and “what have you achieved in school?” This will be covered later on.

An ES is the first impression of yourself to the company, so you’ll want to demonstrate your motivation, passion, and unique strengths. But the thing is, it is relevant in almost all steps of the selection process. It serves as a reference point for the company. First, they screen applicants based on their ES and a web test/Webテスト (an online personality assessment that tests your compatibility with the company). Then, they conduct interviews according to what you’ve written in your ES.

How is It Different from CVs?

A lot of you may be familiar with CVs, which is a document sent with a resume in the Western-style of job hunting. It looks like a formatted letter addressed to the recruiters, highlighting your qualifications for the job. Effective CVs explain why you are interested in a specific organization and identify your most relevant skills or experiences. Think of it as a direct sales pitch to market your strength and help you get the interview.

The ES serves a similar purpose, with the exception that the company specifies which questions you need to answer and gives you a word count. If you’re applying online, there will be a textbox for you to fill under each question. The ES may look like exam questions rather than a letter. Some of you might find this approach frustrating whereas on the other hand, you may like having a structure.

Why is it Important?

The ES is not to be underestimated, because it can make or break your entire application process.

It’s the most competitive screening.

As stated earlier, most companies screen applicants before interviewing them. The ES plays a big role in this first round of screening. While the Webテスト (web test) are automated online personality assessments, ES is closely reviewed by recruiters. With time and resource restraints, they try to narrow down the candidates to interview. The competition is fierce – According to an article by Shukatsu no Mirai, the average success rate for ES submission is 50%. Even if you submit an ES to 20 companies, it’s normal to have half of them rejected before even meeting you.

So, if you’d like to see these recruiters in person, do not take it lightly. The goal here is to grab their attention so that they want to meet you. Demonstrate your qualifications, relate personal stories to company values, and show you’re passionate.

What you write will determine interview questions.

Your stellar ES got you an interview? Congratulations!

Now, recruiters will dig deep based on the contents of your ES. After all, that’s all they know about you so far. To get to know you better, they’ll ask you questions from every angle about the achievements and stories you’ve provided.

So when you’re writing an ES, keep in mind that it’s also a conversation starter. You want to have a lot to say about the things you mention. Research the type of people the company wants and carefully pick relevant experiences. It might sound like so much is at stake; however, it also means you have some control over the interview questions. You can have recruiters ask you about things you’ve been passionate about!

What are some commonly asked questions?

First, we’ll introduce 5 common questions across all fields:

Reasons for applying to this position
(志望理由／動機)

You want to demonstrate to recruiters why you chose the specific field, and how you can contribute to their business. They want to know why their company was chosen among other similar businesses, so make sure to research their company to come up with persuasive reasons. Check out JPort’s articles on company research for more information: Part 1 and Part 2. 

Tell us about yourself.（自己PR）

In the 自己PR, focus on delivering your personality and why you’ll be a good fit for the company culture. Include relevant personal stories, from your childhood to your current position, to intrigue recruiters. The goal is to make them think, “I’ve got to meet this applicant!”

What did you work on the most in school?
(学生時代に力を注いだことを教えてください）

Abbreviated as ガクチカ (gakuchika), this question is such a staple in shūkatsu. Even HR personnels use this abbreviated term, which tells us just how common it is.

This is a perfect place to demonstrate your problem-solving skills and perseverance. For a convincing argument, start with an experience of failure, setback, or frustration. You can tell them about your journey of overcoming them, and what you’ve learned from it. They’ll learn about the ways you deal with challenging situations and your potential for growth.

What are your strengths/weaknesses?
(あなたの長所/短所はなんですか）

Make a convincing argument by highlighting your strengths with past experiences. Then, describe how you can contribute to the company with these strengths. For weaknesses, you should focus on how you are actively trying to overcome them. You can write about challenging experiences where you faced these weaknesses, how you’ve improved with these efforts,  and/or how you will continue to make an active effort even after getting the job. 

What do you want to achieve in our company?
(自社でチャレンジしたいことをお聞かせください)

As obvious as it is, companies want their employees to be passionate about their business. In shūkatsu, you should never pick a random field and hope for the best; do thorough research on the company and look back on your relevant experience.

Now, here are common questions specific to fields;

Manufacturers

Manufacturers produce and sell their own products. Their goal is to make better products to make their company and society better. So, recruiters might ask you about your thoughts on their products.

・Tell us about your major and subject of research.

・In this company, [personality trait] is valued. Tell us about when you demonstrated [personality trait]

・Of all of the products you’ve used, which one did you like? Describe the specific situation in which you thought so.

Trading Companies

From oil to finance, the trading industry deals with various fields. The recruiters will test your knowledge of the specific field and business model. Research thoroughly beforehand!

・When you’re communicating with someone, what are you mindful about/keep in mind?

・Tell us about the roles you’ve played in a club activity, student organization, or other extracurricular activities.

Retail or Distribution industry

In this industry, you need to keep up with market trends. Companies want someone who’s up to date with the latest information. In ES, expect to be asked about recent news as well. 

・ What are your core values when choosing which companies to apply?

・ What news are you interested in recently? Tell us about the issues surrounding the news. Then, tell us about how you think it can be solved. 

IT Industry

When working on a project, you’ll be collaborating with various experts like web designers and programmers. Therefore, they will ask about your collaboration skills and achievements.

・ Tell us about your experience in setting a personal goal, working toward it, and making an achievement. Be specific about it. If you worked on it as a team, explain your role and personal achievements.

・ What are your experiences with WEB? 

Finance

Finance is a fast-moving industry with a lot of moving parts. With such an unpredictable, complicated business, the companies will test if you really understand the field and business model. 

・ Tell us why you chose [specific field; e.g. insurance, bank…] out of all the financial sectors.

・ Based on the current issues in the Japanese economy, write freely about the future of the Japanese economy ten years from now.

Service Industry

The service industry is a very demanding job. They seek candidates who have the mental and physical capacity.

・ What aspects of your personality do you still need to work on? Tell us about the time you experienced failure.

・ What are your hobbies? What are you good at?

Advertising/Publisher

Along with creativity, communication skills are highly valued. The questions are likely to center around these two skills.

・ What role do you usually take on in a team or organization?

・ Come up with a catch copy for our company.

Stay tuned for more tips on ES!

So, now you know what to expect when writing an ES. For 2022 graduates looking to join the job market soon, ES will only become more and more relevant. 

Here at JPort, the editorial team is planning to bring you more articles on ES to help you prepare for the big game.  If you want to learn more, stay tuned for an in-depth take on writing tips and so on. Also, remember to check out our FREE video courses on job-hunting at 就活Academy about writing an ES here. 

Good luck!