How to Use the Post Office in Japan: Mailing Services, International Shipping, and Tips
When you are living in Japan and are still working on your Japanese skills, something as simple as mailing a letter can seem that much more challenging. So let's make going to the post office simple by laying out all the services offered by post offices in Japan, what you can and cannot mail internationally through the post office, and some things you should know if you need to send something to someone in Japan.
Services Offered at the Post Office
Japan Post is the primary company in charge of mail in Japan. Unless you decide to mail something through a private courier company, you'll be going through Japan Post to send your letters or packages. Here are the different services they offer.
・Regular Mail Service
Regular everyday mail, which you can send from any of the bright red mailboxes all over Japan or at the post office itself, is classified into standard mail and non-standard mail. Which category your letter or package falls into depends on its weight and size.
Standard mail should weigh 50g or less. For size, it should fall within the following dimensions:
Length: 23cm
Width: 12cm
Thickness: 1cm
Non-standard mail should weigh 4kg or less, and the total length, width, and height of the mail should be under 90cm. The length of the mail should not be over 60cm.
・Registered Mail
If you need to be able to track mail or packages you send out and want to receive compensation in the case of damage to your mail, then you should consider registered mail. You'll receive a tracking number for your mail, and if it is lost or damaged, you'll be compensated.
・Letter Pack (レターパック)
Letter Pack is a flat-rate mailing envelope offered by Japan Post. You can buy it at post offices and convenience stores and, depending on which type you use, simply drop it in a mailbox after sealing it. There are two types:
Letter Pack Plus (¥520)
Delivered by hand to the recipient, and comes with tracking
Max weight: 4kg
This Letter Pack must be handed over to the post office or picked up by a mail carrier.
Letter Pack Light (¥370)
Delivered to the mailbox (not hand-delivered), and includes tracking
Max thickness: 3cm
Max weight: 4kg
These are ideal for sending documents, books, or small items quickly and easily.
・Smart Letter
Smart Letter is another budget-friendly flat-rate envelope service, costing 180 yen. It's perfect for sending lightweight documents or small flat items within Japan. There is no tracking included.
Maximum weight: 1kg
Maximum thickness: 2cm
Smart Letters can also be dropped into a regular mailbox once postage is attached.
・EMS（International Express Mail）
When you need to send mail overseas, EMS (Express Mail Service) may be one of your best options. It is an international airmail service, and mail can often be delivered in as little as a few days to regions around the world.
You'll be able to track your mail and will be compensated if your mail or package is damaged or lost. Also, Japan Post offers "Cool EMS" for when you need to keep items chilled.
Click here to learn more about EMS.
Sending mail internationally can be complicated, but Japan Post has put together a helpful beginner's guide in English that you can check out by clicking here.
In particular, this guide has important information about how to make and print out shipping labels you will need to have in order to mail your package. As of March 1, 2024, packages containing goods cannot be mailed with a handwritten label, so printing one out is necessary.
Click here to learn more about this new policy.
Finally, click here to visit Japan Post's international shipping website, where you will find information on rates, what can and cannot be delivered internationally, and much more.
・Online Tracking & Label Creation
Japan Post offers online tools that make it easier to manage your shipping:
Track & Trace: Enter your tracking number online to see where your mail is.
International My Page: This is required for creating and printing labels for international parcels.
・Customs Declarations
When sending packages abroad, you'll need to fill out a customs declaration form (CN22 or CN23) that lists the contents and their value. This can be done online through Japan Post's shipping tools.
Goods That Cannot be Mailed Internationally
There are strict rules about what you can and cannot mail internationally. Some of these rules apply to every country in the world, while other countries have their own specific restrictions. Basically, anything that you wouldn't be allowed to take on an airplane is usually not possible to mail.
Goods that cannot be mailed anywhere in the world include aerosol sprays, perfume, fireworks, alcoholic beverages, mobile batteries, electronic cigarettes, and so on.
Goods that you may not be able to send to other countries include tobacco, meat, and even instant noodles if you are trying to send them to a country where beef is prohibited.
Click here to find full lists of what you cannot mail internationally.
Important Things to Know When Sending Mail in Japan
The rules and etiquette involved in sending mail in Japan may be different from those in your home country. Here is a brief overview of some important things you should know about sending mail in Japan.
・Where and How Many Stamps?
As a general rule, in Japan, stamps are affixed on the upper left side of a letter or package. Often there will be a spot marked on envelopes that indicates where to put the stamp.
Also, while there is no limit to the number of stamps you can use, don't go overboard and use too many. People may find it a bit odd or off-putting.
・ Japanese Letter Structure
If you are in a position where you want or need to write a letter in Japanese, here is some important information you should know about how to structure your letter.
Letters usually begin with an "opening," often the word "Haikei" (拝啓), which means "Dear Sir or Ma'am". Then, it is generally customary to include some kind of seasonal greeting based on the time of year or any upcoming or recent holidays, followed by a sentence or two asking about the recipient's health. Finally, end the letter with a "closing" word such as "Keigu" (敬具). All this is intended to show respect to the recipient while also showing that you care about them.
This is not the kind of Japanese you will need in your day-to-day life, so if there aren't any situations where you need to write letters in Japanese, you won't need this language. But if you do find yourself writing a letter in Japanese, especially to someone like an important client, be sure to include this formal language.
・Post Office Hours
Generally speaking, post offices are only open on weekdays from 9:00 am to 5:00 pm. However, in major cities like Tokyo, there are post offices that are open 24 hours a day, as well as post offices open on weekends. However, post offices that have longer hours or are open on weekends may not be able to provide all the usual services.
You can, of course, put your mail in regular mailboxes 24/7.
If you have any other questions about post offices in Japan, be sure to check out Japan Post's main English website. There you'll find information about nearby post offices, detailed information on postage costs and delivery times, information on international shipping, and more.
Click here to visit the Japan Post Website.
