How Japan's Postal Services Work: A Complete Guide for Residents and Expats

Key Takeaways

Japan Post handled about 169.0 billion items in fiscal 2024, reflecting steady demand for mail and booming parcel deliveries.
Domestic postage rates rose on Oct 1, 2024 – a standard letter (≤25 g) now costs ¥110 (up from ¥84) and a postcard costs ¥85.
Free forwarding: File a change-of-address when moving and mail to your old address will be forwarded to your new Japanese address for one year.
Requirements & risks: Always use the full 7-digit postal code and official address format; without forwarding, mail after 1 year is returned to sender.
2025 update: Japan Post launched a new "Digital Address" system (7-character codes linked to your yū-ID) to simplify addressing from mid-2025.

Why Japan's Postal Services Matter in 2025

Japan's postal network remains a backbone of daily life. With e-commerce surging, parcel volume is rising even as letter volume falls – e.g. domestic packages jumped +11.7% in 2024. This matters because many official documents, bills, and mail-order goods still rely on Japan Post's coverage. For expats and locals, understanding how to use post offices and courier services saves time and money. In contrast to private courier companies (Yamato, Sagawa, etc.), Japan Post offers nationwide reach even in remote areas and specialized services (registered mail, redelivery, forwarding). Recent trends (like the 2024 postage hike and new digital addressing) make it timely to learn the ins and outs of Japan's postal system.

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Sending Mail in Japan: Letters and Parcels

Domestic mail in Japan is straightforward but has its quirks. Whether you're sending a letter or postcard, first write the recipient's name and Japanese address in proper format (start with the postal code + prefecture, city/ward, street, name), and buy the correct postage. A standard small letter (≤25 g) now needs a ¥110 stamp, while a domestic postcard costs ¥85. You can buy stamps, postcards, and flat-rate envelopes (レターパック, or Letter Pack) at any post office or online shop. Many convenience stores also sell common stamps (85-yen, 110-yen, 140-yen denominations) 24/7, but remember they cannot weigh mail, so verify postage first.

Once stamped, drop mail into a red Japan Post mailbox or hand parcels to a post office clerk. Packages (ゆうパック, or Yu-Pack) require forms: fill out the slip (address, phone, weight) and attach a label; you can then schedule a pickup service or bring it to the counter. For express letters or registered mail, use special stickers and keep the receipt. A practical tip: if you're in a hurry, post offices are open with machines to weigh items and calculate postage. Common pitfall: not including the 7-digit postal code or spelling a name/address correctly can delay delivery.

For example, to mail a letter from Tokyo to Osaka, you'd affix a 110-yen stamp (as of Oct 2024) to an envelope, write "大阪府大阪市…" with the correct zip code, and drop it at a mailbox or post office. The mail will normally arrive in 1–3 business days. If you need to send heavier items, note that oversize/overweight letters (定形外) cost more: e.g. 50 g costs ¥140, 100 g ¥210, etc. Registered or express add-ons cost extra (marked by "書留" or "速達" labels).

Tip: After affixing postage, you may drop letters in any red mail slot (marked 郵便ポスト). Parcels often require a nearby Post Convenience Center (ゆうパック用) dropoff or the post office counter. If you're mailing something after hours, all red post boxes are serviced nightly, so your mail goes out on the next delivery cycle. Common pitfall: Forgetting to stamp return postcards or reply-paid items. Always double-check the rate table or use the Japan Post website online calculator to avoid underpayment and avoid common pitfalls.

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Sending International Mail and Packages Overseas

Want to send a package internationally from Japan? Go to a post office or a courier (Yamato, FedEx, DHL, etc.). Japan Post offers international letter post, EMS (Express Mail Service, a fast express option), and international parcels (surface mail or air). Fill out a customs declaration form for packages. You cannot send international parcels from convenience stores – they only handle domestic mail. At the post office, you'll be guided on options: EMS for speed, or economy surface mail for bulk. (For small international packets, Japan Post's Yu-Packet International is cost-effective and can be sent internationally to 120 countries and regions.)

Example: Whether you're sending a package overseas to Europe, you'd fill out a 国際郵便マイページ label (or use handwritten labels), purchase the tariff (often ≥¥1,200 in yen), and mail it at the counter. The clerk will give you a tracking number.
Tip: For large or frequent international shipments, compare using Japan Post with private courier services; Japan Post is often cheaper but slower. A frequent mistake is not declaring contents properly: always list contents and value truthfully to avoid delays at customs. Japan Post's international mail service and Japan Post offers insurance services for valuable items being sent internationally.

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Receiving Mail and Packages in Japan

In Japan, incoming mail is usually easy. Postal workers deliver letters directly to your apartment/mailbox. At home: The postman will ring your doorbell. If required, you may need to affix a stamp or give an inkan (personal seal) for registered mail. For parcels, they knock and require a signature. If you are not home, the worker will leave a yellow "absence notice" or delivery notice (不在票) left in your mailbox or under the door. This slip shows how to request redelivery.

You can call the number (often IVR with an English option) or use the QR code to request redelivery online and select your preferred delivery date and time. Once the new date is set, your package arrives on that day or goes to a nearby post office for pickup.
Tip: If your building has a locked 宅配ボックス (delivery locker), the postman can leave your package there and note a PIN on the slip. You then use the code to retrieve it. Always check the absence notice: it includes an "inquiry number" you can use on the Japan Post website tracking site to see your package status.

If you miss a delivery (a missed delivery) and don't act, the carrier stores the parcel for a week or two, then sends it back. Don't forget to use the redelivery request code or call promptly.
Example: Kenji works long hours and often misses delivery. He checks the yellow slip and uses the online form to choose "weekday afternoon." The postman then leaves his package on the next scheduled day.

Mail Forwarding and Address Changes for Living in Japan

When you move house within Japan, file a "転居届" (change-of-address notice) at any post office or via the online e-Tenkyu system. Japan Post will then forward all first-class mail from your old address to the new one for one year (free). (Note: It takes about 3–7 days after filing to start forwarding.) This covers standard letters and Yu-Pack; after 1 year, unforwarded mail is returned to sender.

Critical requirement: You must present ID (passport, residence card, etc.) at the post office when filing. Unlike some countries, Japan Post does not forward mail to overseas addresses – only domestic moves are covered. Forgetting this service is a common pitfall: without it, letters to your former address stop arriving after a year (and go back to the sender). This living guide tip is especially important for foreign residents in Japan who relocate frequently.

If you're going on vacation (up to 30 days), submit an "不在届" (absence notice) at a post office before leaving. They will hold your mail and deliver it when you return. Alternatively, you can ask the post office to deliver parcels later.
Example: Jane forgot to pick up your package before a trip and used her smartphone to request a two-week hold – when she returned, her mail and package were waiting.

Best Practices: Complete Guide for Foreign Residents

Wrong/incomplete address: Risk: mail returned or lost. Impact: delays or undelivered letters. Avoid by using the correct 7-digit postal code and full address. (Tip: Write addresses in the official order: start with the postal code on top, then prefecture, city, ward, street, name.)

Forgetting to file a transfer: Risk: Mail won't follow you after moving. Impact: lost letters. Avoid by submitting the change-of-address form right after moving and verify the forwarding period (1 year max). Remember – international moves require arranging forwarding services privately, as Japan Post only forwards domestically.

Ignoring missed-delivery notices: Risk: Packages return to sender. Impact: resending costs time and money. Avoid by immediately responding to the yellow slip – scan the QR code or call to schedule redelivery. If you leave valuables out or answer machine off, the courier may leave items in a safe place (置き配) – always confirm the drop-off spot or use a delivery locker for security.

Risk/Mistake	Impact	How to Avoid
Wrong or incomplete address	Mail delayed or returned	Always include full 7-digit ZIP and correct format
Not filing address change	No mail forward after 1 year	Submit "転居届" at post office (free forwarding for 1 year)
Missing delivery notice	Package returned to sender	Act on absence slip: request redelivery via web or phone

Checklist

Verify and write address: Include the Japanese postal code (xxx-xxxx) and full address (prefecture, city, ward, etc.). Start with the postal code when writing.
Weigh your item: Use a scale or post office machine to check weight and size.
Calculate and affix postage: Use the Japan Post rate chart or online calculator. Buy stamps (post office or convenience stores) or labels (for parcels) to cover the full postage.
Package securely: Use envelopes or padded mailers; seal well. Write "速達" on the corner if you need express delivery (adds fee).
Drop off or ship: Put standard mail in a red post box or give parcels to the post office. If scheduling pickup service, provide clear location and time window.
Get receipt/tracking: For registered or parcel shipments, keep the slip or tracking number from the post office.
Prepare for delivery: If expecting a parcel, install/clear away for delivery. Save the possible PIN for locker delivery or have ID ready if pickup is needed.
Handle absence: If you'll be away, file a "不在届" for short absences or "転居届" for moves. Respond quickly to any missed-delivery notices. This is essential when living in Japan.

FAQ

Q: How do I send a letter domestically?
A: Write the address with the correct postal code, affix a postage stamp (¥110 for a standard letter up to 25 g), and drop it in a Japan Post mailbox or at a post office. No need to write a return address unless you want a reply. This is the most common way to send mail within Japan.

Q: Can I send international mail from a convenience store?
A: No. Convenience stores only accept domestic mail. For sending international mail (EMS or international parcels), go to a post office or a courier service.

Q: What do I do if I miss a delivery?
A: You will receive a yellow "delivered" slip. It has a tracking number and a phone/QR code to request redelivery at a date and time you choose. Use the Japan Post website or call the number to arrange a new delivery.

Q: How can I forward my mail when I move in Japan?
A: File a 転居届 (change-of-address notice) at any post office (or online). Japan Post will then forward incoming mail from your old address to your new one for up to one year, free of charge. (Note: This mail service is only for domestic moves.)

Q: What do I need to pick up a package at the post office?
A: Call the contact number on your notice slip first. When you go to the post office counter, bring the slip, your personal seal (inkan) or signature, and a photo ID (passport or residence card) for verification. This helps you pick up your package smoothly.

Q: How do I buy postage stamps after hours?
A: Many convenience stores (7-Eleven, Lawson, etc.) sell stamps (common denominations like ¥110) around the clock. However, they won't weigh your mail – make sure you know the correct postage needed before buying.

Q: Can I send a package internationally using Japan Post?
A: Yes, Japan Post offers international mail services including EMS (Express Mail Service) and international parcels. Visit a post office to send packages overseas – they offer services to 120 countries and regions. You'll need to fill out customs forms when sending international mail.

Q: What is the Japanese language requirement for using postal services?
A: While knowing Japanese language helps, many post offices in major cities have English-speaking staff, and the Japan Post website official website has English options. You can also use the yū-ID app which offers English support for foreign residents in Japan.

Conclusion

Japan's postal system is reliable and reaches everywhere, but it has unique rules. Whether you're living in Japan as a foreign resident or a local, by following these steps – from proper addressing and postage to using forwarding or pickup services – you'll ensure your mail and packages arrive smoothly. Japan Post remains the primary mail service in Japan, though courier services like Yamato (Kuroneko) and Sagawa Express also offer reliable alternatives. Understanding how to send packages, use redelivery services, and navigate the postal service in Japan will save you time and avoid headaches, making your experience living in Japan much smoother.

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