My Number (マイナンバー) Collection Form for New Employees

Streamline My Number Collection for Your Japanese Business

Collecting My Number (マイナンバー) information from new employees is a legal requirement for Japanese businesses, but it comes with strict privacy and security obligations under Japan's Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (My Number Act). This My Number Collection Form template provides a compliant, secure way to gather マイナンバー details, residence information, and supporting documents—all in one streamlined process.

Built for Japanese employment compliance

Whether you're an HR manager at a growing startup in Tokyo, a recruitment agency onboarding talent across multiple clients, or a multinational company establishing operations in Japan, this template handles the specific requirements of Japanese employment administration. It captures employee details, verifies identity documents, and ensures proper consent is obtained before processing sensitive personal identification numbers.

The form includes conditional logic to guide employees through the right questions based on their residency status and document types, reducing errors and making the process clearer for both Japanese nationals and foreign residents.

Secure document collection and privacy consent

My Number information is among the most sensitive data in Japan, subject to strict handling and storage requirements. This template includes:

• Clear privacy consent explaining how My Number data will be used and stored
• Secure file upload fields for identity verification documents (e.g., My Number Card, residence card, passport)
• Confirmation checkboxes ensuring employees understand their rights under Japanese privacy law

By centralizing collection in Paperform, you maintain a clear audit trail of when consent was given and which documents were submitted. All data is transmitted securely, and you can set up Stepper workflows to automatically route submissions to your HR system, notify relevant managers, and trigger secure storage protocols in compliance with your internal policies.

Integration with your HR workflow

Once an employee submits their My Number information, you can use Stepper to automate next steps—log details in your HRIS, send a confirmation email in Japanese, create a task in your project management tool for document verification, or trigger onboarding workflows that rely on completed tax and social insurance setup.

If you need employees to sign additional employment agreements or acknowledgments, you can follow up with Papersign to handle eSignatures on contracts, keeping everything connected and compliant.

Professional, bilingual experience

The form is designed to feel professional and trustworthy—critical when asking employees to submit highly sensitive personal information. You can customize the theme to match your company branding, add your logo, and adjust the language to suit your bilingual workforce. Paperform's flexible editor makes it easy to include Japanese and English instructions side-by-side, ensuring clarity for all new hires.

Trusted by HR teams and agencies across Japan, this My Number collection form template helps you meet your legal obligations while providing a smooth, secure experience for new employees joining your organization.