Getting Medical Records and Certificates in Japan

Types of medical documents in Japan

Japan’s medical system produces several distinct categories of documents. Understanding which one you need for a specific purpose avoids requesting the wrong document and delays.

Medical certificate (診断書, shindansho). An official document issued by a physician stating your diagnosis, condition, and often treatment recommendations or restrictions. Required for many official purposes: sick leave claims with your employer, insurance claims, disability certification, school leave documentation, visa or residence applications requiring health documentation.

Medical record copy (診療記録の写し). A copy of your clinical records — consultation notes, test results, imaging reports, treatment history. Used for continuity of care when changing providers, for referrals, and for transferring care to a physician in another country.

Referral summary (診療情報提供書, shinryō jōhō teikyōsho). A formal document written by one physician to communicate a patient’s history to another physician at a different facility. This is a standard part of the referral pathway.

Health examination certificate (健康診断書, kenkō shindan-sho). A summary of your annual health examination results in certificate form. Required by some employers as a hiring document and for certain visa categories.

Vaccination certificate (予防接種証明書, yobō sesshu shōmeisho). Documentation of vaccines received. Required for school enrollment documentation, travel to certain countries, and some employment categories.

How to request medical records

Request copies of medical records at the reception desk or administration office of the clinic or hospital where you were treated. Most facilities have a written request form (診療記録開示申請書, shinryō kiroku kaiji shinseisho). You will be asked to:

• Verify your identity (residence card, insurance card, or passport)
• Specify the date range of records you are requesting
• Specify the format (copies, CDs for imaging, printed reports)
• Pay the applicable fee (fees vary by facility and record type)

The facility typically provides records within one to two weeks. For urgently needed records, ask whether expedited processing is available.

Medical certificates for sick leave

When taking sick leave in Japan due to illness or injury, your employer may require a medical certificate (診断書) confirming the diagnosis and recommended rest period. This is self-pay — bring cash or prepare for the fee at the clinic. Request the certificate on the same visit or a follow-up visit; most clinics will issue it promptly.

For claiming sick leave benefit (傷病手当金, shōbyō teate-kin) from your shakai hoken, the application form includes a physician certification section that your treating doctor must complete — this is a different document from a standard shindansho and the form is provided by your health insurance fund.

Moving abroad: bringing your records

If you are leaving Japan and want to bring your medical records with you, request summary documents and record copies before your last clinic appointment. Key documents to obtain:

• A physician-written summary of your medical history, current medications, and any ongoing conditions — ideally in English or bilingual format
• Lab results from the most recent annual health check
• Imaging CDs for any significant investigations (CT, MRI, X-rays)
• Your vaccination record from the boshi kenkō techō or clinic records

Imaging CDs from Japanese facilities are DICOM-format and readable by most clinical imaging software internationally. Carry originals; certified translations may be needed for some overseas healthcare or insurance purposes.

Last reviewed: September 2026