Between October and November, employers in Japan ask staff to hand in their year-end adjustment (nenmatsu chosei) forms. More and more companies now ask you to photograph certificates such as the life insurance deduction certificate and upload them to an HR system instead of handing in paper. This article shows how to turn certificates into a PDF with your phone, combine several into one file, and what to do when the upload fails.
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For the year-end adjustment, you fill in the forms your employer gives you and, to claim deductions such as insurance premiums, attach the certificates. Which documents you need depends on your situation, so check your employer’s instructions.
The forms and deduction amounts can change with tax reforms. Check this year’s details in the National Tax Agency’s year-end adjustment guide or your employer’s instructions.
| Document | Usually comes from |
|---|---|
| Application for (change in) exemption for dependents | Your employer |
| Application for basic deduction / spouse deduction / income adjustment deduction | Your employer |
| Application for insurance premium deduction | Your employer |
| Life insurance and earthquake insurance deduction certificates | Your insurance company (often arrive in October–November) |
| Social insurance premium certificates (e.g. National Pension) | Japan Pension Service or wherever you paid the premiums |
| Small-business mutual aid premium certificate (e.g. iDeCo) | National Pension Fund Association and others |
| Housing loan deduction application (second year onward) | Tax office and your lender |
There are three main ways to hand in year-end adjustment documents. Follow your employer’s instructions.
This article focuses on the second way: attaching certificates as photos or PDFs.
If your company’s system asks for certificates as PDFs, prepare them in this order:
If you select several photos when making the PDF, you get one PDF. If you already have separate PDFs, combine them with Merge PDF.
Some company systems set limits such as “up to 2MB per file” or “PDF or JPG only”.
Some insurers issue deduction certificates as electronic data. If your employer accepts electronic submissions, you can collect the certificate data through Mynaportal and import it into the National Tax Agency’s year-end adjustment app or similar software, so you don’t need to photograph or scan anything.
Whether electronic submission is accepted depends on your employer, so check their instructions first.
Ask the issuer (your insurance company, the Japan Pension Service and so on) to reissue it. Contact them early so you meet your employer’s deadline. Some issuers let you request a reissue on their website.
Our tools process your photos and PDFs only on your own phone or computer; nothing is uploaded to a server. You can safely use them for certificates with your address and premium amounts. No sign-up is needed.
A. It depends on your employer. If the company system accepts photos or PDFs, you can submit them that way. Some employers still want the paper originals, so check their instructions.
A. Yes. Select several photos in JPG to PDF to get one PDF, or combine separate PDFs with Merge PDF.
A. Use Compress PDF and set the target size to the system’s limit. Afterwards, check that the amounts are still clearly readable.
A. iPhones can save photos as HEIC, which some systems don’t accept. Convert them to JPG with HEIC to JPG first.
A. Ask the issuer (your insurance company, the Japan Pension Service and so on) to reissue it. Some accept requests on their website.
A. No. Our tools work only inside your browser on your own device. Your certificates are never sent to a server.