Vocabulary of government offices and post offices

Handling documents at the counter

At 役所(やくしょ, government office) and 郵便局(ゆうびんきょく, post office), services are provided at the 窓口(まどぐち, counter). To handle documents, people usually fill in a 申請書(しんせいしょ, application form), show identification, pay the 手数料(てすうりょう, administrative fee), and then hand everything over to the staff. On the exam, what is often tested is the order of steps, the items that must be brought, and the expressions used when asking for and requesting something at the counter.

The order of steps is marked by time and sequence words.

• 先に(さきに, first) — indicates an action done before another action. 例) 先に申請書を書いてから、窓口に出します。
• 後で(あとで, later) — indicates an action done afterwards. 例) 印鑑は後で持ってきても大丈夫です。
• まず(first of all) — marks the first step. 例) まず番号札を取ってください。
• 〜てから(after doing ...) — marks an action that must be finished before the next action. 例) 記入が終わってから、もう一度ここへ来てください。

Identity requirements and payment at the counter need attention. 本人確認(ほんにんかくにん, identity verification) is usually done with a document that includes a photo, for example 写真付きの免許証(しゃしんつきのめんきょしょう, driver's license with photo). A 印鑑(いんかん, seal/stamp) is not always required; for some documents such as 住民票(じゅうみんひょう, certificate of residence), a seal is not mandatory. 手数料は窓口で現金(げんきん, cash)で払うことが多いです。

The rules for identity verification still apply even when registration is done over the internet. Online registration for 国民健康保険証(こくみんけんこうほけんしょう, national health insurance card) makes applications easier, but the 本人確認 documents must still be shown in person at the counter.

To change an address, this is usually done at the appropriate counter at the 市役所(しやくしょ, city hall). 例) 住所の変更は、市役所の窓口でできます。

When handling documents, people are often asked to fill in a 申請書の欄(らん, field) on the form. If the address field is blank, staff usually say 〜ていただけますか (could you ...?). 例) 住所の欄を書いていただけますか。

• 代理(だいり, proxy) — a person who collects a document on behalf of another person. For this, a 委任状(いにんじょう, letter of proxy) is required. If you collect it yourself, a letter of proxy is not needed.
• 番号札(ばんごうふだ, numbered ticket) — taken from a machine near the entrance and called when your turn comes. 例) 番号札を取って、呼ばれるまで座って待ちます。
• 〜ておく(to do something in advance / to prepare) — 例) 証明書の受け取りに必要な書類を用意しておいてください。

Differences between counter opening hours and service hours are also often tested. 受付時間(うけつけじかん, reception hours) and 発行(はっこう, issuance) of documents may have different deadlines. 例) 窓口は五時まで開いていますが、証明書の発行は四時までです。

For lost documents, for example a 保険証(ほけんしょう, insurance card) that has been 紛失(ふんしつ, lost), reissuing or 再発行(さいはっこう, reissue) requires a 届け出の控え(とどけでのひかえ, copy of the report) from the 警察(けいさつ, police). A person who has not yet reported must report to the police first. 例) 財布をなくしたら、まず警察に届けを出してください。

When asked how to fill in a document, a reasonable response is to ask which part is meant. 例) どの欄ですか。確認します。

Mailing Packages (速達)

At the 郵便局(ゆうびんきょく, post office), a delivery service is chosen according to speed, cost, and the type of item. In the exam, the choice of service type and the reason for choosing it often appear, as do expressions for making a request to the counter clerk.

• 速達(そくたつ, express mail) — an accelerated delivery service with an additional fee. Chosen when an item must arrive faster. 例) 明日までに届けたいので、速達でお願いします。
• 普通郵便(ふつうゆうびん, regular mail) — a standard service that is cheaper but slower than 速達. Chosen when an item is not urgent. 例) 急ぎではないので、普通郵便で送ってください。
• 航空便(こうくうびん, airmail) — delivery by air; faster, but the cost is usually higher. 例) 早く届けたいので、航空便にします。
• 船便(ふなびん, sea mail) — delivery by sea; cheaper but takes longer, sometimes several weeks. 例) 荷物が重いので、船便で送りたいです。
• 〜んですが(polite request) — used to express a wish softly at the counter. 例) この荷物を船便で送りたいんですが。
• 速達でお願いします — a standard expression for asking the clerk for a specific service. 例) この手紙を速達でお願いします。