Essential for Companies Employing Foreign Nationals: How “Plain Japanese” Can Transform Your Workplace — From Visa Applications to Daily Operations

Introduction: The Hidden Risks of Language Barriers

One of the major challenges faced by companies employing foreign nationals in Japan is the “language barrier.” Whether it’s procedures for residence status applications, explanations of employment regulations, safety management instructions, or daily business communications—if information is not accurately conveyed, it can pose significant risks to the company.

Even foreign employees hired because they “can speak Japanese” may experience a sharp drop in comprehension when explanations include specialized terminology, legal language, or keigo (honorific language). As a result, unexpected problems such as procedural delays, labor disputes, and safety accidents are not uncommon.

Against this backdrop, “Plain Japanese” (yasashii nihongo) is gaining attention among local governments and companies nationwide. The city of Nara has also conducted training sessions for municipal staff, advancing initiatives toward a multicultural society.

This article is intended for company executives and HR personnel who employ foreign nationals, as well as foreign residents and their families who are preparing visa or residence status applications. We will explain in detail why Plain Japanese is important and how it can be effectively utilized.

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1. What Is Plain Japanese? Its Origin and Significance

A Lesson from the Great Hanshin-Awaji Earthquake

Plain Japanese was born from the Great Hanshin-Awaji Earthquake of 1995. At that time, foreign residents who did not fully understand Japanese did not receive evacuation information or support services, resulting in a disaster casualty rate approximately twice that of Japanese nationals.

This tragedy highlighted the urgent need for “Japanese that foreign residents can understand,” leading to ongoing research and practical implementation.

Official Guidelines Established by the Government

In 2020, the Immigration Services Agency and the Agency for Cultural Affairs jointly formulated the “Plain Japanese Guidelines for Residency Support.” This elevated Plain Japanese from a mere communication technique to an officially recommended method.

Two Meanings Embedded in “Yasashii”

The word “yasashii” in Plain Japanese carries two meanings:

1. 易しい (Yasashii: Easy): Using simple words and clear expressions
2. 優しい (Yasashii: Kind): Speaking with consideration and a willingness to understand the listener

Only when both aspects are present can truly “effective” communication be realized.

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2. The Effectiveness of Plain Japanese: The Data

Japanese Language Proficiency Among Foreign Residents

According to training materials from Nara City, the following data has been presented:

• Foreign nationals who can hold basic conversations in Japanese: Approximately 90%
• Foreign nationals who can read and understand Plain Japanese: Approximately 80%

However, the following types of expressions are difficult to understand:

• Keigo (honorific language, including respectful and humble forms)
• Homophones (e.g., “shiritsu” meaning both “municipal” and “private”)
• Onomatopoeia and mimetic words (e.g., “zawazawa,” “kichinto”)
• Specialized terminology (legal, tax, and labor-related terms)

Risk of Misunderstanding in Residence Status Applications

Accurate information is essential in residence status applications. However, when explanations are given in difficult Japanese, foreign applicants may misunderstand the content, leading to:

• Missing required documents
• Errors in submitted information
• Missed application deadlines
• Denials or prolonged examination periods

Using Plain Japanese can significantly reduce these risks.

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3. The “Hasami Rule” in Practice: Basics of Plain Japanese

Nara City’s training introduced the “Hasami Rule” for practicing Plain Japanese.

The Hasami Rule

• Ha (ハ): Hakkiri (Clearly) — Avoid vague expressions
• Sa (サ): Saigo made (To the end) — Do not leave sentences incomplete
• Mi (ミ): Mijikaku (Short) — Keep sentences brief

Simply being mindful of these three principles can dramatically improve comprehension.

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4. Practical Examples: Translating Specialized Terms into Plain Japanese

At Nara City’s training, a method called “3-Sentence Cooking” was used to practice rephrasing specialized terms into Plain Japanese.

Example 1: Withholding Tax (源泉徴収 / Gensen Chōshū)

❌ Difficult Expression
“Withholding tax will be deducted.”

⭕ Plain Japanese
“This is the tax you pay to the country. But the company pays it for you. The company takes that amount from your salary.”

Example 2: Residence Status (在留資格 / Zairyū Shikaku)

❌ Difficult Expression
“Please ensure you do not neglect to apply for renewal of your residence status.”

⭕ Plain Japanese
“This is your permission to stay in Japan. This permission has an expiration date. Before the expiration, you must apply again. Please do not forget.”

Example 3: Employment Regulations (就業規則 / Shūgyō Kisoku)

❌ Difficult Expression
“Please comply with the employment regulations.”

⭕ Plain Japanese
“Please follow the company rules. The rules are the company’s decisions.”

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5. Application Scenarios in Companies

5-1. Support for Residence Status Applications

When foreign employees apply for or renew their residence status, companies prepare documents such as employment certificates and explanatory letters. Providing explanations in Plain Japanese can:

• Enhance understanding of required documents
• Ensure awareness of application deadlines
• Prevent resubmissions due to errors
• Reduce anxiety among foreign employees

5-2. Explanation of Employment Contracts and Regulations

Labor condition notification documents and employment regulations are legally important. Explaining them in Plain Japanese can:

• Foster mutual understanding of working conditions
• Prevent labor disputes
• Ensure compliance

5-3. Safety Training and Emergency Response

In manufacturing and construction industries, safety management is paramount. Using Plain Japanese can:

• Ensure accurate understanding of work procedures
• Promote awareness of hazardous areas
• Enable swift evacuation guidance in emergencies

5-4. Daily Business Communication

In emails, bulletin boards, and meetings, being mindful of Plain Japanese can:

• Improve operational efficiency
• Reduce errors
• Foster a sense of unity in the workplace

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6. Plain Japanese Benefits Everyone, Not Just Foreign Nationals

Plain Japanese is effective not only for foreign nationals but also for:

• Elderly individuals: Whose cognitive abilities may decline, making complex sentences difficult
• People with disabilities: Including intellectual or learning disabilities
• Children: Whose vocabulary and comprehension are still developing
• New employees: Who are unfamiliar with industry jargon and internal terminology

In other words, Plain Japanese serves as the foundation for “inclusive communication.”

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7. Advanced Examples from Local Governments and Lessons for Companies

Nara City’s Initiative

On July 24, 2026, Nara City conducted a Plain Japanese training session for municipal staff and educators. Participants expressed concrete intentions to apply what they learned, such as “making documents for parents easier to understand.”

Examples from Other Municipalities

• Nara Prefecture: Staff training sessions
• Ikoma City: Internal document reviews through staff training
• Kashihara City: Email distribution of disaster prevention and crime prevention information in Plain Japanese

Key Takeaways for Companies

From these municipal initiatives, companies can learn:

1. Organization-wide awareness: Not just one department, but company-wide commitment
2. Continuous training: Not a one-time explanation, but repeated learning opportunities
3. Practice and feedback: Actual use and iterative improvement

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8. The Importance of Plain Japanese in Residence Status Applications

Complexity of Application Procedures

Residence status applications require numerous documents and accurate information. If applicants misunderstand the content:

• Required documents may be missing
• Submitted information may contain errors
• Application deadlines may be missed
• Applications may be denied or face prolonged examination

Benefits of Explaining in Plain Japanese

Using Plain Japanese can:

• Ensure accurate understanding: Clarify what, when, and how
• Reduce anxiety: Lower psychological barriers to complex procedures
• Smooth procedures: Reduce errors and expedite examinations
• Build trust: Deepen trust between companies and foreign employees

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9. Implementation Steps: What You Can Start Today

Step 1: Assess the Current Situation

• Review internal documents and materials for difficult language
• Interview foreign employees: What is difficult to understand?

Step 2: Conduct Training

• Provide Plain Japanese training for HR departments and managers
• Utilize external instructors or municipal resources

Step 3: Revise Documents

• Create Plain Japanese versions of employment contracts, regulations, and internal notices
• Prepare explanatory materials for residence status applications

Step 4: Practice in Daily Operations

• Use Plain Japanese intentionally in meetings and emails
• Receive feedback and improve

Step 5: Sustain and Establish

• Regular reviews and training
• Incorporate into new employee orientation

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10. Conclusion: “Being Understood” Builds Trust and Growth

Plain Japanese is not merely about rephrasing words. It is an expression of “consideration” and “respect” for others.

In residence status applications, labor management, safety training, and daily operations—realizing “effective” communication in all situations leads to peace of mind for foreign employees and sustainable growth for companies.

As of the end of December 2025, 21,623 foreign nationals resided in Nara Prefecture, and the number of foreign workers nationwide continues to rise. Multicultural coexistence is no longer a concern for just a few companies.

Starting today, why not try rephrasing even one sentence using the “Hasami Rule”? That small step can lead to significant changes in your workplace.

“Simple and kind”—this is the form of communication required in the coming era.

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Reference Article
Asahi Shimbun, “Language That Reaches Foreign Residents: Plain Japanese Training in Nara City” (August 5, 2026)
https://news.yahoo.co.jp/articles/34c1f659c62d6f3a31d6ffdd69dbf24d8f8c1ef2

Related Information

• Immigration Services Agency and Agency for Cultural Affairs, “Plain Japanese Guidelines for Residency Support” (2020)
• Number of foreign residents in Nara Prefecture: 21,623 (as of December 2025)