How to Write Japanese Addresses Correctly: A Complete Guide for Western Professionals

By Zakari Watto | Last Updated: October 15, 2025

Traditional Japanese envelopes displaying the proper postal code box (〒) and address format used for domestic mail

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When I first began working with American and European colleagues, I was surprised to discover how much confusion our address system causes. What seems perfectly logical to us—starting with the prefecture and working down to the building number—appears backwards to most Westerners.

Over the past fifteen years of helping international businesses establish operations in Japan, I've realized the confusion stems from a fundamental difference in how our societies organize space. Understanding this difference is the key to mastering Japanese addresses.

Allow me to explain our system from a Japanese perspective, so you can write addresses correctly and avoid the delays that come from improperly formatted mail.

Understanding Why Japanese Addresses Work This Way

In Western countries, cities typically developed along streets, which were then named and numbered. Your address system naturally reflects this: you start with a house number on a named street, then expand outward to the city and state.

Japan's system evolved differently. After the Meiji Restoration and especially following World War II, our urban planning focused on administrative divisions rather than street grids. We divided regions into progressively smaller governmental units: prefectures (都道府県), then municipalities (市区町村), then districts, and finally blocks.

This hierarchical approach reflects traditional Japanese organizational thinking—we tend to establish the broader context first, then narrow to specifics. You'll notice this pattern in many aspects of Japanese communication, from how we write dates (year-month-day) to how we introduce ourselves (family name before given name).

Most streets in residential areas don't have names because they weren't the organizing principle. Instead, we identify locations by their administrative block designation. Major roads and boulevards have names—青山通り (Aoyama-dori), 環状線 (Kanjō-sen)—but the small streets between blocks typically don't.

The Construction Order System

One aspect that particularly confuses visitors is our building numbering. Buildings within a block aren't numbered sequentially by location. Instead, they receive numbers based on when they were registered with the ward office.

This means 1-3-2 might be a house built in 1968, while 1-3-15 next door could be from 2022. The number indicates the order of registration, not physical position. For someone familiar with the block, this system works well—the postal carrier knows every building. For newcomers, I recommend using digital maps to locate the exact position after identifying the block.

Essential Components: Breaking Down a Japanese Address

Let me show you a complete address so you can understand each element:

Example in Japanese:

〒100-0005
東京都千代田区丸の内1丁目1番1号
山本太郎様

Same address in rōmaji:

〒100-0005
Tokyo-to Chiyoda-ku Marunouchi 1-chōme 1-ban 1-gō
Yamamoto Tarō-sama

Understanding Each Component:

〒100-0005 — The postal code (郵便番号, yūbin-bangō). The 〒 symbol is essential for domestic mail.

Tokyo-to (東京都) — The prefecture. Note that Tokyo is designated 都 (to, metropolis) rather than the standard 県 (ken, prefecture).

Chiyoda-ku (千代田区) — The ward. Tokyo's 23 special wards function similarly to cities. In other regions, you might see 市 (shi, city) instead.

Marunouchi 1-chōme (丸の内1丁目) — The district name and numbered sub-district. The 丁目 (chōme) divides larger districts into manageable sections.

1-ban 1-gō (1番1号) — The block number (番地 or 番, banchi/ban) and building number (号, gō). In casual writing, we abbreviate this as 1-1.

Yamamoto Tarō-sama (山本太郎様) — The recipient's name with the respectful suffix 様 (sama). For businesses, we use 御中 (onchū) instead.

Step 1: The Correct Order for Domestic Mail

When addressing mail within Japan, we always proceed from the largest administrative unit to the smallest. This reflects the logical flow of how postal sorting works—mail is first directed to the prefecture, then the city, then the district, and finally the block.

Standard format:

〒[7-digit postal code]
[Prefecture][City/Ward][District + Chōme][Block-Building number]
[Building name][Floor/Room number]
[Recipient name with honorific]

Practical example:

〒170-0013
東京都豊島区東池袋3丁目13番3号
誠和池袋ビル3階
田中様

This reads as: Postal code 170-0013, Tokyo Metropolis, Toshima Ward, Higashi-Ikebukuro 3rd district, block 13, building 3, Seiwa Ikebukuro Building 3rd floor, addressed to Tanaka-sama.

Important Points for Domestic Mail:

The 〒 symbol must appear before the postal code. This is a standardized mark recognized by Japan Post and triggers proper sorting procedures.

Always write addresses in Japanese characters (kanji and kana) for domestic mail. While rōmaji addresses may eventually reach their destination, they slow processing considerably.

Use appropriate honorifics: 様 (sama) for individuals, 御中 (onchū) for companies or departments. This demonstrates proper business etiquette.

Include the sender's address on the back of the envelope, or in small text on the front-left side.

Step 2: The Modified Order for International Mail

When sending mail from overseas to Japan, or from Japan to other countries, the format must accommodate international postal systems. Western postal services process addresses differently, so we adapt the order.

International format (in rōmaji):

[Recipient name]
[Building/Room], [Block-Building], [District + Chōme]
[Ward/City], [Prefecture] [Postal code]
JAPAN

Practical example:

Mr. Tarō Yamamoto
Seiwa Ikebukuro Building 3F, 3-13-3 Higashi-Ikebukuro
Toshima-ku, Tokyo 170-0013
JAPAN

Key Differences for International Mail:

Write the recipient's name first, following Western convention. This helps postal workers in other countries recognize it as the addressee.

Use rōmaji (Roman letters) rather than Japanese characters. While including both is acceptable, rōmaji ensures international postal services can process the address.

Place the country name "JAPAN" in capital letters on the final line. This is critical for proper routing through international postal systems.

Omit the 〒 symbol before the postal code. Write the seven digits directly: 170-0013.

Include a contact phone number with the country code (+81). For packages, this is particularly important as delivery services often call to arrange delivery times.

Write the postal code after the prefecture name, not at the beginning.

Step 3: Understanding the Postal Code System

The Japanese postal code is a seven-digit number formatted as NNN-NNNN. This system is remarkably precise and essential for efficient mail delivery.

How Postal Codes Function:

The first two digits indicate the prefecture. For example, all Yamanashi Prefecture codes begin with 40, while Tokyo codes begin with various numbers (10-20) depending on the ward.

The third digit narrows the location to a specific city or area within the prefecture.

The final four digits pinpoint the neighborhood or sometimes even the specific block.

Example: 170-0013

• 170 = Toshima Ward, Tokyo
• 0013 = Higashi-Ikebukuro district

This precision is why the postal code is so important. With a correct postal code, mail reaches the appropriate local post office quickly, even if other elements contain minor errors.

Prefecture Designations

Japan's 47 prefectures don't all use the same designation:

Tokyo (東京都) — Uses 都 (to), meaning metropolis. Tokyo is Japan's only 都.

Hokkaido (北海道) — Uses 道 (dō), meaning territory or circuit. Hokkaido is Japan's only 道.

Osaka and Kyoto (大阪府、京都府) — Use 府 (fu), meaning urban prefecture. These are our only two 府.

All other 43 prefectures — Use 県 (ken), the standard prefecture designation.

When writing addresses in Japanese, always include the correct suffix: 東京都 (Tokyo-to), 神奈川県 (Kanagawa-ken), 大阪府 (Osaka-fu).

For international mail in rōmaji, you may simply write "Tokyo," "Kanagawa," or "Osaka"—the suffix isn't necessary for foreign postal services.

Verifying Postal Codes

I strongly recommend verifying postal codes before sending mail, especially for business correspondence. Japan Post provides an official postal code search tool at their website (www.post.japanpost.jp/zipcode).

You may also use Google Maps—search for the address, and the postal code typically appears in the location details.

If you're uncertain, it's always better to contact your recipient directly to confirm. We appreciate thoroughness in business communications.

Step 4: Cities, Wards, and the Chōme-Banchi-Gō System

This section explains the most detailed—and often most confusing—part of Japanese addresses.

Cities and Wards

Cities (市, shi) — Most Japanese cities use this designation: 横浜市 (Yokohama-shi), 名古屋市 (Nagoya-shi), 福岡市 (Fukuoka-shi).

Wards (区, ku) — Larger cities subdivide into wards. Tokyo's 23 special wards (特別区) have significant administrative independence. Other major cities like Osaka, Yokohama, and Nagoya also use ward systems.

When writing addresses, the ward or city name follows immediately after the prefecture: 東京都渋谷区 (Tokyo-to Shibuya-ku).

The Chōme-Banchi-Gō Breakdown

This three-part numbering system is fundamental to Japanese addresses:

1. Chōme (丁目) — The district or neighborhood number. Large areas divide into multiple chōme for administrative purposes.

2. Banchi (番地) or Ban (番) — The block number within that chōme.

3. Gō (号) — The specific building or house number within the block.

Complete example: 3丁目13番3号 (3-chōme 13-ban 3-gō)

In everyday writing, we abbreviate this to: 3-13-3

Each hyphen represents the separation between chōme, banchi, and gō.

When speaking these numbers, we use the particle の (no) between them: "san no jū-san no san" (3の13の3).

Building Names and Floor Indicators

Many buildings have official names, which appear after the block-building number:

六本木3丁目2番1号 六本木ヒルズ森タワー
Roppongi 3-2-1 Roppongi Hills Mori Tower

Floor numbers use either 階 (kai) in Japanese or simply "F" in English contexts:

• 5階 or 5F = 5th floor
• B1F = Basement 1st floor
• 地下1階 = Basement 1st floor (more formal)

For apartments or office suites, the room number follows the floor designation:

東池袋3-13-3-502
Higashi-Ikebukuro 3-13-3-502

The final "502" indicates the specific room or unit.

Special Cases: Kyoto and Sapporo

I should mention that Kyoto uses a somewhat different system based on street intersections and directions. Addresses may include references like "Karasuma-dori Imadegawa-agaru" (north of the Karasuma-Imadegawa intersection).

Sapporo employs a more grid-based system similar to Western cities, with numbered streets and blocks.

If you're working with addresses in these cities, I recommend consulting local resources or asking your contact for clarification on the specific format.

Step 5: Practical Differences Between Domestic and International Mail

Understanding when to use which format is crucial for ensuring your mail reaches its destination efficiently.

Domestic Mail Within Japan

Language: Always use Japanese characters (kanji and hiragana/katakana). While postal workers may be able to process rōmaji addresses, Japanese script is standard and ensures fastest delivery.

Postal code symbol: Include 〒 before the postal code.

Order: Largest to smallest (prefecture → city/ward → district → block → building).

Honorifics: Use 様 (sama) for individuals, 御中 (onchū) for organizations.

Envelope format: Recipient address on the front, sender address on the back or small on the front left.

International Mail to or from Japan

Language: Use rōmaji (Roman letters) so postal services worldwide can read the address.

Postal code symbol: Omit the 〒 symbol—simply write the seven-digit code.

Order: Follow Western convention (recipient name first, country last).

Country designation: Write "JAPAN" in capital letters on the final line.

Phone number: Include the recipient's phone number with country code (+81) for packages. Many delivery services call to arrange delivery times.

Customs forms: For packages, attach proper customs declarations (CN22 for items under 300 SDR, CN23 for higher values).

Why These Distinctions Matter

Domestic mail moves through a system optimized for Japanese addressing conventions. The 〒 symbol, kanji characters, and specific ordering all facilitate rapid automated sorting.

International mail must pass through multiple countries' postal systems. Each system needs to identify Japan as the destination country and route the package accordingly. Once the package reaches Japan, our postal service then processes it using the detailed address information.

Using the wrong format for your context can cause delays of several days or even result in returned mail.

Frequently Asked Questions from Western Colleagues

Over the years, I've been asked these questions repeatedly. Let me address the most common concerns.

Why don't most streets have names?

Our address system developed around administrative blocks rather than named streets. Historically, this made more sense for our urban planning and land registration systems. Major roads and boulevards do have names, but residential streets typically don't because they weren't needed for the addressing system.

How do delivery drivers find buildings if numbers aren't sequential?

Delivery personnel become very familiar with their assigned areas. They learn the physical layout of blocks and where each building is located. Additionally, they often use GPS systems and detailed maps that show building positions. The block designation narrows the location significantly, and from there, local knowledge takes over.

Should I write addresses in Japanese or rōmaji?

For domestic mail within Japan, always use Japanese characters. For international mail, use rōmaji so postal services in other countries can process it. If sending something very important internationally, you might include both—rōmaji for international routing, with Japanese characters below for final delivery in Japan.

How important is the postal code really?

Extremely important. The postal code is the most critical element for routing mail correctly. Even if other parts of the address contain errors, a correct postal code usually ensures delivery to the right area, where local postal workers can often identify the intended recipient.

What if I don't know the building name?

Many residences don't have building names, only the chōme-banchi-gō designation. If there's no building name, simply proceed with the block and building numbers. This is completely normal and acceptable.

How do I address mail to a company?

For businesses, use 御中 (onchū) instead of 様 (sama) after the company name:

〒100-0005
東京都千代田区丸の内1丁目1番1号
ABC商事株式会社御中

For international mail:

ABC Trading Company, Ltd.
1-1, Marunouchi 1-chome
Chiyoda-ku, Tokyo 100-0005
JAPAN

Do I need to include a phone number?

For domestic mail within Japan, phone numbers aren't typically necessary. For international packages, I strongly recommend including the recipient's phone number with the +81 country code. Delivery services often call to confirm delivery times or provide guidance if they have difficulty locating the address.

What happens if I make a mistake?

Minor errors—such as a small typo in a building name or slightly incorrect block number—can often be resolved by postal workers, especially if the postal code is correct. Major errors—wrong ward, missing postal code, or significantly incorrect block numbers—will likely result in delayed or returned mail.

When in doubt, always verify the complete address with your recipient before sending.

Can I rely on Google Maps for Japanese addresses?

Google Maps is helpful for visualizing where an address is located once you have the correct address. However, the pin location isn't always perfectly accurate, particularly in dense urban areas. Use it as a supplementary tool alongside the proper written address, not as a replacement for correct address formatting.

Common Mistakes I've Observed

Having worked with hundreds of international business partners, I've noticed certain errors appear repeatedly. Let me help you avoid them.

Mixing Format Conventions

Some people try to combine domestic and international formats, writing something like:

Mr. Yamamoto Tarō
Tokyo-to 千代田区 Marunouchi 1-chome 1-1

This mixing of rōmaji and kanji, along with inconsistent ordering, confuses postal processing. Choose one format completely—either all Japanese for domestic mail, or all rōmaji in Western order for international mail.

Omitting the 〒 Symbol on Domestic Mail

The 〒 mark is a specific postal indicator in Japan. Domestic mail should always include it before the postal code. This small symbol helps automated sorting systems immediately identify the postal code field.

Incorrect Block Number Sequencing

Some people write block numbers in the wrong order, perhaps placing the building number before the block number. The correct order is always: chōme - banchi - gō (district - block - building).

Incorrect: 1-1-3丁目
Correct: 3丁目1番1号 or 3-1-1

Not Specifying the Ward in Tokyo

Tokyo is extremely large, with 23 special wards covering 627 square kilometers. Writing simply "Tokyo" without the ward designation provides insufficient information. Always specify which ward: Shibuya-ku, Minato-ku, Chiyoda-ku, etc.

Guessing at Block Numbers

Never estimate or guess block numbers. One digit difference means an entirely different building, possibly quite far from the intended location. Always verify the complete chōme-banchi-gō with your recipient.

A Reference Guide for Quick Verification

Before sending mail to Japan, please verify these elements:

For Domestic Mail:

• Postal code includes 〒 symbol and seven digits in NNN-NNNN format
• Prefecture name includes correct suffix (都/道/府/県)
• City or ward designation includes 市 or 区
• District includes 丁目 (chōme)
• Block and building numbers are in correct order
• Building name and floor are included when applicable
• Recipient name ends with appropriate honorific (様 or 御中)
• Entire address is written in Japanese characters

For International Mail:

• Recipient name appears first in Western order
• Address is written completely in rōmaji
• Building/room number, block number are clearly indicated
• District and chōme are specified
• Ward or city is included
• Prefecture is stated
• Postal code appears as seven digits without 〒 symbol
• "JAPAN" appears in capital letters on the final line
• Phone number with +81 country code is included for packages

Final Thoughts on Japanese Addressing

I understand this system seems complex initially, particularly if you're accustomed to street-based addressing. However, once you understand the hierarchical logic—moving from larger administrative units to smaller ones—it becomes quite systematic.

The key is recognizing that our addressing philosophy differs fundamentally from Western systems. We organize by administrative divisions and blocks, not by named streets and sequential numbering. This reflects deeper patterns in how Japanese society organizes information and space.

For business purposes, accuracy in addresses demonstrates attention to detail and respect for Japanese practices. Taking time to verify postal codes, use proper formatting, and include all necessary elements shows professionalism that your Japanese partners will appreciate.

When uncertain, the best approach is always to ask your Japanese contact directly for their complete address, exactly as it should be written. We understand the system can be confusing for international partners and are usually happy to provide guidance.

I hope this explanation from a Japanese perspective helps clarify our addressing system. With practice, you'll find it becomes second nature.

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About the Author

Zakari Watto born and raised in Tokyo, where he developed an early interest in facilitating cross-cultural business relationships. After completing his degree in International Business. He has spent over fifteen years helping Western companies establish operations in Japan.

Having observed countless addressing errors cause delivery delays and business complications, Takeshi recognized the need for clear explanations of Japanese systems from a native perspective. He now specializes in bridging logistical and cultural gaps between Japanese and Western business practices.

This guide is part of JapanInsider's mission to help international professionals navigate Japanese business practices with confidence and cultural awareness.

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Additional Resources

Official Japanese Sources:

• Japan Post Official Website (includes address verification tools)
• Postal Code Search Database (Japanese interface)
• Ministry of Internal Affairs and Communications (prefecture and municipal information)

Related JapanInsider Guides:

• Understanding Japanese Business Card Exchange Protocols
• Complete Guide to Shipping and Customs in Japan
• Japanese Business Communication: Email Etiquette
• Navigating Japanese Phone Number Formats

Verification Tools:

• Japan Post Address Verification System
• Google Maps (for visual location reference)
• Prefecture and Ward Official Websites

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Information verified against Japan Post 2025 guidelines and Ministry of Internal Affairs administrative designations | For questions about Japanese business practices, please contact JapanInsider