For students who are planning to study in Japan, mailing application materials can be a headache. Confusion can be caused by questions such as not knowing how to choose an envelope, whether you have to go to the post office in person, whether you can drop it directly into the mailbox, and what a "simple bookstay" is.
In order to help you complete the application smoothly, this article will introduce the details of the mailing process and related precautions in detail. Friends who study in Japan, come and collect this guide!
Part.01
Preparation checklist before mailing
Before mailing, we not only need to make sure that all the application documents are complete, but also pay attention to the relevant mailing information, such as the application deadline, whether the acceptance of the printing is valid, whether there is a special envelope format, etc. If you don't know enough about these details, you may have to delay your application due to mailing issues, which is something that no one wants.
The Importance of Deadlines:
Confirm the application deadline for your choice school and make sure to submit all materials by this date. Missing deadlines is one of the common missteps. Some schools require that materials arrive by the deadline, i.e., "required", while others may accept "valid for deprinting" as the postmark on the day of the deadline.
The distinction between these two is extremely important, and misunderstanding these details may result in the application being invalidated. If the deadline is a weekend or public holiday, the post office may not be open, in which case you will need to send the documents a few days in advance.
Learn more about application requirements:
Typically, schools will provide detailed guidelines for mailing application materials on their admissions brochure or website. This may include the type of document required, the format of the document (e.g., whether notarized copies are required), and specific binding requirements. In addition, some programs may require electronic copies of materials, which usually need to be submitted via email or a dedicated online application platform.
Analysis of mailing rules on the application deadline:
"Valid for Printing": The material must be sent before the deadline
⇒ You can choose to go to the post office on the day of the deadline to send the materials.
"Must arrive": The materials must arrive at the school before the deadline
⇒ It is generally advisable to send materials at least two days before the deadline to avoid unexpected delays.
"Direct Submission": Submissions must be submitted in person at the school before the deadline
⇒ Don't forget to check the school's office hours to make sure you can submit your materials before the deadline.
※ Prepare in advance to avoid rushing to deal with the deadline!
※ Be sure to distinguish between "must arrive" and "valid for printing", and do not confuse it, so as not to affect your application process!
Part.02
Choose the right envelope
The choice of envelope is also important, and it is usually best to use a moderately sized envelope in white color. If there are many documents, it is recommended to use a "corner 2" envelope that is slightly larger than A4 to avoid the documents being folded.
The Corner 2 envelope has enough space not only to protect the documents from breakage, but also to put in some extra protective materials such as cardboard or bubble wrap to ensure the safety of the documents during the mailing process.
Selection of envelope material:
Choosing a high-quality envelope can prevent it from breaking during the mailing process. It is advisable to use a waterproof envelope or a plastic bag on the inner layer of the envelope, especially during the rainy season or other humid environments, which can further protect the documents from water damage.
How to properly label envelopes:
Clearly write down the recipient's full address and contact details on the envelope, and don't forget to write your own return address on the back of the envelope. If possible, use a computer to print labels, which not only looks more professional, but also avoids mis-delivery due to indistinct handwriting.
Part.03
简易书留
"Simple Book Hold" is a mailing method that ensures that all steps in the mailing process are recorded, thus reducing the risk of losing documents. At the Japan Post Office, you can request that it be sent in a "simple book" format, so that even if there is a problem during the file transfer process, it can be detected and dealt with in a timely manner.
Why Choose Simple Books:
Compared to regular mail, simple book retention provides better security. Each simple book item has a unique tracking number, and you can check the delivery status of the mail online. This is especially important for important academic documents, where timely action can be taken in the event of a loss or delay.
How it works:
At the post office counter, clearly tell the staff that you need the "Easy Book" service. He said to the staff at the counter, "簡易書留でお願いします." /「簡易書留·速達でお願いします."
They will put a special tracking tag on your envelope and give you a receipt with the tracking number printed on it. Be sure to keep this receipt until you confirm that the school has received your documents.
Part.04
Address label details to focus on
When preparing documents for mailing, it is very important to fill in the address label correctly (Wan name ラベル). While there are no strict rules on how it must be written, the following details are very important and require careful attention!
Use the special Wan Ming ラベル given by the school: If the school provides a special Wan Ming ラベル in the application materials, this will greatly simplify your work.
All you need to do is download Wanmei ラベル from the website, print it out in color and stick it directly on the front of the envelope. It's very easy and convenient! It is recommended to add "Gochu" as an honorific at the end of the address to show respect for the recipient organization or individual.
Hand-copied mailing labels:
If you don't have an electronic name available, you'll need to write it by hand. Whether you're writing in landscape or portrait orientation, it's key to keep the formatting consistent:
- Make sure to write clearly, using a black or blue pen.
- After the full name of the school, add "Gochu" as a sign of respect.
- Remember to write the sender's details on the back of the envelope, including name and address.
- Any information that needs to be emphasized, such as zip codes, can be written with a red pen to improve its visibility.
Having these details at your fingertips can help ensure that your mail arrives at its destination correctly and avoid delays due to incorrect or unclear addresses.
Part.05
Post office mailing process
Once you have all the documents ready, you can go to the nearest post office to send them by mail. At the post office, explain to the staff the mailing service you need (e.g. "Easy Book") and they will help you with all the necessary steps. Be sure to keep proof of mailing so you can provide proof in the future if you need it.
Post Office Options:
Choose a post office with high service efficiency and good reputation for mailing. In large cities, some post offices have more flexible hours and even offer night and weekend services, which can be very helpful for urgent mailing.
Choice of service hours:
Avoid going to the post office during peak times, such as during lunch breaks or before or after the end of work, to reduce wait times and get your mail done quickly.
Example of a post office address:
- Shinjuku Suwacho Post Office: 〒169-0075 1-29-18 Takadanobaba Shinjuku-ku, Tokyo
- Takada Ryoji Post Office: 2-14-26 Takadanobaba Shinjuku-ku, Tokyo 169-0075
⚠️ Note: It is not recommended to drop off the material directly in the mailbox to avoid the situation that the material cannot be traced.
I hope that this information will help students who are preparing to make their applications to complete the mailing process of studying abroad more smoothly. If you need additional documents or amendments, please follow the process above to ensure that everything runs smoothly.
On the way to study abroad, I wish every student a smooth sailing!