UNIT 8
City Hall, Address & Basic Procedures
City Hall, Address & Basic Procedures
Lesson 4: Filling Out Forms
ようしをかいてください — Getting Through the Paperwork
⏱️ About 25 minutes ／ 📊 Level: Beginner (N5) ／ 🗣️ Speaking + Reading
Before You Start
Almost every government procedure in Japan involves filling out a form. Even when the process is straightforward, the forms can be confusing if your Japanese reading is still developing. In this lesson you will learn how to respond to form-filling instructions, ask clarifying questions, and use the two most important rescue phrases when you don’t understand.
What you will learn:
- Understand the instruction “please fill out the form” — 用紙を書いてください
- Know where to write — ここに書いてください
- Ask what something is — これは何ですか
- Say you don’t understand — わかりません
- Ask for help — 手伝ってください
- Respond to a name request — 名前を書いてください
- Understand the sign request — 署名してください
1. Key Phrases ／ きほんのフレーズ
用紙を書いてください。
Yooshi o kaite kudasai.
Please fill out the form.
ここに書いてください。
Koko ni kaite kudasai.
Please write here.
これは何ですか。
Kore wa nan desu ka.
What is this?
わかりません。
Wakarimasen.
I do not understand.
手伝ってください。
Tetsudatte kudasai.
Please help me.
名前を書いてください。
Namae o kaite kudasai.
Please write your name.
署名してください。
Shomee shite kudasai.
Please sign.
2. Phrase Notes ／ ポイント
① 用紙 vs 書類 — two words for paper documents
用紙 (yooshi) = a form to be filled out — a blank document with fields. 書類 (shorui) = documents in general, including completed forms, certificates, and official papers. When a staff member hands you something blank to fill in, they will say 用紙を書いてください.
② わかりません + 手伝ってください — the essential rescue combo
When you are at a government office and something is unclear, use these two phrases together. Japanese staff are trained to help and will either explain more simply, point to the relevant box, or find someone who can assist.
すみません。わかりません。手伝ってください。
Excuse me. I don’t understand. Please help me.
③ 署名 vs 印鑑 — signature or seal?
署名 (shomee) = a handwritten signature. 印鑑 / はんこ (inkan / hanko) = a personal name seal. Some Japanese forms require a seal instead of a signature. If the form says 印, use your seal. If it says 署名, use your handwritten signature. When unsure, ask: 署名でいいですか (“Is a signature okay?”).
⚠️ Common Mistake
Don’t leave any box blank on a Japanese government form. If a section does not apply to you, write なし (none / not applicable) or a dash. Blank boxes can cause your form to be returned. If you are unsure whether a field applies, ask: ここに何を書きますか (“What do I write here?”).
Don’t leave any box blank on a Japanese government form. If a section does not apply to you, write なし (none / not applicable) or a dash. Blank boxes can cause your form to be returned. If you are unsure whether a field applies, ask: ここに何を書きますか (“What do I write here?”).
3. Common Form Fields ／ ようしのよく出ることば
These field labels appear on almost every Japanese government form. Knowing them helps you fill in forms without needing to ask for every box.
| Japanese | Romaji | English |
|---|---|---|
| 氏名 | shimei | full name |
| 生年月日 | seinen gappi | date of birth |
| 住所 | juusho | address |
| 電話番号 | denwa bangoo | phone number |
| 国籍 | kokuseki | nationality |
| 性別 | seibetsu | gender |
| 署名 / 印 | shomee / in | signature / seal |
| 日付 | hizuke | date |
4. Conversation Practice ／ かいわ
💬 Conversation 1 — Receiving the Form
💬 Conversation 2 — Asking for Help
💬 Conversation 3 — Where to Write
💬 Conversation 4 — A Specific Field Question
5. Vocabulary ／ たんご
| Japanese | Romaji | English |
|---|---|---|
| 用紙 | yooshi | form (blank document to fill in) |
| 書いてください | kaite kudasai | please write / fill in |
| ここ | koko | here |
| わかりません | wakarimasen | I don’t understand |
| 手伝います | tetsudaimasu | help |
| 氏名 | shimei | full name |
| 署名 | shomee | signature |
| 日付 | hizuke | date |
| 生年月日 | seinen gappi | date of birth |
6. Check Your Understanding ／ クイズ
Think about each question first. Answers and explanations are shown below.
Q1. What does 「用紙を書いてください。」 mean?
A. Please take a number ticket. B. Please fill out the form. C. Please write your name. D. Please sign here.
Answer: B
用紙を書いてください = “Please fill out the form.” 用紙 = a blank form. 書いてください = please write / fill in.
用紙を書いてください = “Please fill out the form.” 用紙 = a blank form. 書いてください = please write / fill in.
Q2. How do you ask “What is this?” when looking at a form field?
A. ここに書きますか。 B. これはどこですか。 C. これは何ですか。 D. これはいくらですか。
Answer: C
これは何ですか = “What is this?” Point at the unclear field while saying this — the staff will immediately understand what you need explained.
これは何ですか = “What is this?” Point at the unclear field while saying this — the staff will immediately understand what you need explained.
Q3. What does 「わかりません。」 mean?
A. I don’t have it. B. I don’t know the way. C. I don’t feel well. D. I don’t understand.
Answer: D
わかりません = “I don’t understand.” Always follow this with 手伝ってください to make a complete, helpful request.
わかりません = “I don’t understand.” Always follow this with 手伝ってください to make a complete, helpful request.
Q4. The form has a field labelled 「生年月日」. What do you write there?
A. Your nationality. B. Your phone number. C. Your date of birth. D. Your room number.
Answer: C
生年月日 = date of birth. 生 = born. 年月日 = year / month / day. Japanese dates are written: year → month → day (e.g. 1990年3月15日).
生年月日 = date of birth. 生 = born. 年月日 = year / month / day. Japanese dates are written: year → month → day (e.g. 1990年3月15日).
Q5. What does 「署名してください。」 mean?
A. Please take a number. B. Please write your address. C. Please fill out the form. D. Please sign.
Answer: D
署名してください = “Please sign.” 署名 = signature. If the box says 印 instead, use your personal seal (はんこ).
署名してください = “Please sign.” 署名 = signature. If the box says 印 instead, use your personal seal (はんこ).
Q6. You are confused by the form. What is the most natural thing to say?
A. ありがとうございます。 B. 住民票がほしいです。 C. わかりません。手伝ってください。 D. 転入届を出したいです。
Answer: C
わかりません。手伝ってください。 = “I don’t understand. Please help me.” This is the rescue combo — two simple phrases that always get you the help you need.
わかりません。手伝ってください。 = “I don’t understand. Please help me.” This is the rescue combo — two simple phrases that always get you the help you need.
7. Match the Meaning ／ れんしゅう
用紙を書いてください。 → ______
ここに書いてください。 → ______
これは何ですか。 → ______
わかりません。 → ______
手伝ってください。 → ______
名前を書いてください。 → ______
署名してください。 → ______
Choices: A. Please write here. B. Please fill out the form. C. Please sign. D. I don’t understand. E. Please write your name. F. What is this? G. Please help me.
Answers: 用紙を書いてください = B ／ ここに書いてください = A ／ これは何ですか = F ／ わかりません = D ／ 手伝ってください = G ／ 名前を書いてください = E ／ 署名してください = C
🚀 Mini Mission
Today’s mission: Practice the form-filling conversation in Japanese.
Role-play with your teacher — one person is the staff, one is the visitor:
用紙を書いてください。／ すみません。これは何ですか。／ わかりません。手伝ってください。／ ここに署名してください。
📘 Review ／ まとめ
In this lesson you learned how to handle form-filling at a Japanese government office, including the essential rescue phrases when you get confused.
用紙を書いてください。(Please fill out the form.)
これは何ですか。(What is this?)
わかりません。(I don’t understand.)
手伝ってください。(Please help me.)
これは何ですか。(What is this?)
わかりません。(I don’t understand.)
手伝ってください。(Please help me.)
💡 The four most important form-related phrases to memorize: これは何ですか (what is this field?), ここに書きますか (do I write here?), わかりません (I don’t understand), and 手伝ってください (please help me). These four phrases will get you through any form.
FAQ
Q. Can I write my name in English on a Japanese form?
For fields marked 氏名 (full name), foreign nationals typically write their name in katakana or as it appears on their residence card. Some forms also accept romaji in a separate field. When unsure, show your residence card to the staff and say これと同じですか (“Is it the same as this?”).
Q. What does 印 mean on a form, and what do I do if I don’t have a seal?
印 = the space for a personal seal (はんこ / 印鑑). Many government offices now accept a handwritten signature in place of a seal for foreign nationals. Ask: はんこがありません。署名でいいですか (“I don’t have a seal. Is a signature okay?”).
Q. What should I do if I make a mistake on the form?
Draw a single line through the mistake, write the correct information next to it, and stamp the correction with your seal if you have one. Or simply tell the staff: 間違えました (“I made a mistake”). They will either give you a new form or tell you how to correct it.
📝 Practice with a real teacher
Want to Practice with a Teacher?
Filling out Japanese government forms takes practice and confidence. Try a free trial lesson and role-play the form-filling process until it feels natural.
Online or in-person — both available on request.