Paid and Unpaid Leave in Japan, Vol. 1 – Make the Best Use of It
You might be surprised, but in Japan, the government had to step in and make it a law just so people would take their paid time off.
Since 2019, employers have been legally required to make sure employees take at least five days of paid time off each year—whether the company sets the dates, the employee requests them, or it’s part of a planned leave system.
(What the heck is “planned leave” anyway? Don’t worry—we’ll get to that.)
Back when I was working as a Head of HR in Japan, we had to track paid leave every month, present the data to executives, and actively encourage managers to take time off so their teams would follow.
In this guide, I’ll break down what kinds of leave are available in Japan, what’s required by law, and what’s just… workplace culture.
Because honestly, knowing how (and when) to take a break can make a huge difference in your well-being and job satisfaction.
This blog (Vol.1) covers:
1. Do Japanese Workers Really Take Time Off? Expedia’s 2018 Global Survey Says No.
2. Overview: Type of Leave/Off in Japan
2-1. Annual Paid Leave/PTO-Paid Time Off (年次有給休暇)
2-2-1. Sick Day Off（病気休暇）
2-2-2. Sick Leave/Long-Term-Medical-Leave (病気休職制度)
2-3. Maternity Leave (産前産後休業）
2-4. Leave for Maternal Health Management (母子健康管理のための休暇)
(Vol.2 covers other leaves !)
1. Do Japanese Workers Really Take Time Off? Expedia’s 2018 Global Survey Says No.
In Expedia’s 2018 Vacation Deprivation® study, over 11,000 workers across 19 countries—including Japan—were surveyed about their paid vacation habits.
Japan: Among the Most Vacation-Deprived
Japanese employees received fewer vacation days than many other countries.
→ This is somewhat understandable, as Japan has around 16 national holidays per year—more than many countries—so employers may expect workers to rest then instead of taking paid leave.They used even fewer—and often let days expire unused.
Top 3 Reasons Japanese Workers Don’t Take Time Off
Staff shortages
Saving days for emergencies
Fear of being seen as unmotivated
Many Japanese workers hesitate to use their paid leave because they’re mindful of the workplace atmosphere and don’t want to burden their managers or colleagues.
There's also a strong cultural pressure to appear dedicated—taking time off can be misunderstood as a lack of motivation or commitment. The mindset that values hard work and perseverance still lingers.
Why It Matters
Expedia’s report shows that even short breaks (2–3 days) can boost confidence, optimism, and mental health. Time off isn’t a luxury—it’s a vital part of staying engaged, productive, and well.
🇯🇵 vs. 🇺🇸 Time and Trust at Work
Based on my observation, here is the comparison when it comes to leave.
🇺🇸In the U.S., autonomy and outcomes are emphasized.
🇯🇵In Japan, conformity and endurance still shape how we approach time and work.
2. Overview: Types of Leave/Off in Japan
Leave/Off policies in Japan vary by company, but here’s a general overview of the types of leave that are typically available. The following outlines what’s mandated by regulation.
➡️ Tip: Japanese labor law sets the minimum standards for leave. As long as a company meets these legal requirements, it's free to offer more generous policies—but not less.
2-1. Annual Paid Leave/PTO-Paid Time Off (年次有給休暇)
PTO typically includes personal time off and vacation time. Sick time off can be separated.
Eligibility: After 6 months of continuous employment (with at least 80% attendance). Hired year can be prorated. Typically provided every January 1st for the year.
Entitlement: 10 days minimum, increasing with years of service (up to 20 days per year)
Carryover: Allowed for 2 years
➡️ Tip: While paid leave is generally taken in full-day units, Japanese law allows up to five days (40 hours) per year to be used by the hour, if a labor-management agreement (労使協定) is in place.
➡️ Tip : When you take paid time off (PTO), you’re not required to give a reason. This is protected by labor law.
How it work
As mentioned in the introduction, Japanese labor law requires employers to ensure that each eligible employee takes at least five days of it each year.
This can be done in one of the following ways:
a. Employee-Requested Leave/Off (労働者請求)
As a general rule, paid leave/off should be taken on the days chosen by the employee. The employee selects their preferred dates and submits a request for approval.
Yes, approval is still required. Unless it’s for something urgent or fixed—like a child’s school event—most employees try to schedule their time off in a way that minimizes disruption to the team. In most cases, managers will accommodate the request.
📚 Real Story: Leading by Example Changed the Norm
Most companies require PTO requests to be submitted at least three days in advance. But one department manager began taking full or half days off—even on the same day—to encourage PTO use. He always checked with the team first to ensure coverage.
This flexible approach quickly became the new norm. Employees felt more comfortable taking leave, knowing their manager led by example. With support from the CEO, we eventually revised the three-day rule in our policy.
While such changes often raise concerns about misuse, no issues arose. The shift worked because it was built on trust and communication.
b. Employer-Designated Leave (時季指定)
This refers to paid leave/off that the employer sets on behalf of the employee. In some cases, if an employee hasn’t taken their mandatory leave, the manager may assign a specific day for them to take off.
If the employee has already taken five or more days of paid leave through employee-requested leave/off or under the planned leave system, the employer is not required to designate additional days.
c. Employer's Right to Change Leave Dates (時期変更権)
In Japan, employers have the right to change the requested leave date if granting the leave at that time would interfere with the normal operation of the business.
For example, this may apply during peak periods such as the year-end, fiscal year-end, or when staff shortages occur due to illness.
However, employers are expected to discuss the change with the employee before making adjustments.
d. Planned Leave System (計画的付与制度)
For the portion of annual paid leave that exceeds five days, companies can set specific leave/off dates in advance, through a labor-management agreement.
In fact, some employees feel more comfortable taking time off when it’s assigned by the company, as it removes any personal hesitation. One survey reported that introducing this system improved leave usage rates by 8.6%.
Source:
https://www.mhlw.go.jp/content/000463186.pdf
https://www.mhlw.go.jp/new-info/kobetu/roudou/gyousei/kinrou/dl/101216_01e.pdf
📚 Real Story: When Denying PTO Becomes Workplace Harassment
In Japan, there was a notable case involving a cram school instructor whose repeated attempts to take paid leave/off (PTO) were denied by their manager. The situation escalated to the point where the court recognized it as power harassment, and the employer was ordered to pay damages.
What happened:
The employee’s requests for paid leave/off were repeatedly denied.
After submitting another PTO request, the employee experienced retaliatory treatment, including inappropriate comments and being assigned extra work.
The manager and other executives pressured the employee to withdraw the PTO request, warning it would negatively impact performance evaluation and career prospects.
The court found that this behavior amounted to unlawful obstruction of paid leave/off and emotional harassment, ordering the manager and the company to pay a total of approx.. 0.6 million yen in damages.
2-2-1. Sick Day Off（病気休暇）
Surprising Fact
Japan does not have a legally mandated sick leave/off system.
According to the Ministry of Health, Labor and Welfare's 2022 General Survey on Working Conditions, only 22.7% of companies have implemented their own sick leave policies.
📎 Source (Japanese PDF)
Reality
If you're sick, it's common to use your annual paid leave (PTO) instead.
Alternative
If you’ve used up your paid leave, you typically take unpaid leave.
Exceptions
Some progressive or foreign-affiliated companies offer separate paid sick days, usually 5–7 days per year.
In most cases, if you take more than three consecutive sick days, a doctor’s note is required.
➡️ Important Note: Sick day off is intended for the employee’s own illness or injury, not for caring for family members. (There is a different leave/off for family care)
➡️ Important Note: Handling Tardiness, Early Leave, and Absences
When employees arrive late, leave early, or are absent, HR or payroll personnel typically deduct wages for the hours not worked. This is based on the "no work, no pay" principle, which states that employers are not required to pay for time not worked.
However, some companies—especially foreign-affiliated firms that pay employees on a fixed annual salary—take a more flexible approach.
For example, they may treat a short absence as paid half-day off, or allow the employee to make up the time later if the early leave was only an hour or so.
That said, this kind of flexibility relies heavily on mutual trust. If the system is abused, it's difficult to maintain such arrangements.
2-2-2. Sick Leave/Long-Term-Medical-Leave (療養休職)
Definition
In Japan, "sick leave" generally refers to a long-term leave of absence for employees dealing with serious illness or injury—typically lasting one month or more. It’s distinct from short-term sick days.
Surprising Fact
According to a 2022 survey on balancing work and medical treatment, 69.5% of companies had a long-term sick leave system in place—a significantly higher adoption rate than sick days off.
Source: JILPT Research PDF (Japanese)
Legal Status
There is no national law in Japan guaranteeing paid long-term sick leave.
However, under the Labor Standards Act, employers cannot terminate employees solely due to illness if the employee is on medically certified leave or within 30 days of returning from such leave.
How It Works
If you become seriously ill and need extended time off, the typical process is:
a. Use up any remaining annual paid leave (PTO)
This is optional. Some employees choose to save PTO for future use, while others use it up if they don't expect to return to work that year.
b. Transition to company-provided sick leave (if available)
This may be paid or unpaid, depending on company policy. In general, taking sick leave requires a doctor’s note.
c. The duration of leave varies by company and your length of service (tenure).
Always check with your HR team or it should be in the rules of employment.
Example scenario
Let’s say your company provides both paid and unpaid sick leave. Your total time off might look like this:
a. 5 days of remaining PTO
b. 3 months of paid sick leave
c. 6 months of unpaid sick leave
➡️ Note: As long as you're officially employed, you are still responsible for paying into social insurance, even during unpaid leave.
Income Support Options
If you take sick leave for more than three consecutive days, you may qualify for the Sickness and Injury Allowance (傷病手当金) through your employer’s health insurance plan:
a. Typically pays about two-thirds of your average salary
b. Available for up to 18 months
c. Requires both a doctor’s note and employer certification
Reinstatement:
One of the key challenges with long-term sick leave is reinstatement. While companies are generally required to maintain your employment status during medical leave, your original position may not be guaranteed.
Here’s how the return process typically works:
a. A doctor’s note is required to confirm that you're fit to return to work.
b. You should discuss the timing and working arrangement with your manager and HR.
Some companies offer flexible return options, such as shortened working hours with prorated salary, or reduced responsibilities, to help employees transition smoothly back into the workplace.
📚 Real Story: A Graceful Return from Chemotherapy
An employee returned to work after breast cancer surgery while still undergoing chemotherapy.
She chose to come back full time and requested that her medical situation not be widely disclosed. Instead, she agreed to regularly update her manager and HR on her condition and treatment progress.
At first, she appeared to be managing well. She attended chemotherapy sessions in her business suit and even continued working during some of the treatments, often taking only a half day off afterward. I remember receiving emails from her during the sessions—I was so surprised.
But as the treatment progressed, the side effects began to take a visible toll—she started to look fatigued and unwell.
After discussing options with her, we reassigned her to a position with lighter responsibilities, based on her own request.
Eventually, she completed her chemotherapy and returned to her original position—healthy and strong.
She truly is a hero!!
For a case related to reinstatement after a mental health challenge, see:
Adjustment Disorder in Japan – How to Navigate Work Stress and Your Rights
2-3. Maternity Leave（産前産後休業）
Japan provides generous leave—take advantage of it!
Duration
Maternity leave in Japan covers 6 weeks before childbirth (or 14 weeks for multiple pregnancies) and 8 weeks after birth.
This leave is unpaid by default, but some companies offer paid maternity leave as a benefit.
Financial Support
During maternity leave, employees are covered by company health insurance, which provides a maternity allowance equal to about two-thirds of base salary.
Social Insurance Exemption
During maternity leave, both the employee and employer are exempt from paying social insurance premiums (health and pension).
This exemption applies throughout the full leave period—6 weeks before and 8 weeks after childbirth—as long as the employee is not working during that time due to pregnancy or childbirth.
How It Works
a. Notify your employer
As soon as you find out you're pregnant, inform your company. You’ll also receive a Maternal and Child Health Handbook (Boshi Techo) from your local city office—an essential resource during pregnancy and early childcare in Japan.
🔹 Note: Allowing an employee to work during the postnatal leave period is a legal violation by the employer, punishable by up to six months of imprisonment or a fine of up to 300,000 yen.
b. Plan your transition
Discuss your return-to-work or childcare leave plan with your manager and HR.
Be sure to follow HR’s instructions regarding payroll and social insurance paperwork and procedures.
Reinstatement
Most employees transition directly to childcare leave after maternity leave.
However, if you plan to return to work immediately, you’ll need to make childcare arrangements in advance.
Under Japanese labor law, employees are prohibited from working during the first 8 weeks after childbirth. That said, after 6 weeks, you may return to work if a doctor certifies that you’re medically fit, but only upon your request and only for duties the doctor approves.
Real Story: Returning to Work at 6 Weeks
A Chinese employee at our company was promoted—and shortly after, she found out she was pregnant. She returned to work just 6 weeks after giving birth, hiring a nanny to care for their baby.
She mentioned that in places like Hong Kong and Singapore, hiring a nanny is quite common. It's not unusual for working mothers there to travel on business with both baby and nanny.
In Japan, however, hiring a nanny is far more expensive and less common.
But in the end, it's a personal choice for each family !
2-4. Leave for Maternal Health Management (母子健康管理のための休暇)
Eligibility
This leave is available to female employees who are pregnant or within one year after childbirth.
Purpose
Employees may request time off during scheduled working hours to attend health checkups or receive medical guidance under the Maternal and Child Health Act. This includes prenatal/postnatal checkups and related medical appointments.
Measures Based on Medical Instruction
If a doctor or midwife provides specific health instructions based on an examination, the employer is required to take the following actions:
a. Commuting Adjustments
Flexible commuting options, such as shortened working hours or staggered start times.
b. Additional Rest Periods During Pregnancy
The employee may receive extended break times or increased frequency of breaks during the workday.
c. Accommodations for Pregnancy-Related Symptoms
Depending on the employee’s condition, the employer may allow lighter duties, reduced working hours, temporary leave. As for the detail, ask your HR.
Financial Support
There is no legal requirement to pay wages during these health-related absences. Whether or not pay is provided is left to the discretion of the employer.
Vol. 1 Wrap-up – Know Your Rights, Plan Ahead
With laptops and smartphones, we can work anytime, anywhere. That flexibility is convenient—but it also blurs the line between work and life.
When I first heard the phrase “work-life balance” in the U.S., I thought, “Isn’t work part of life?” It is—but the real goal is to rebalance life so that work doesn’t dominate it entirely.
Paid time off and leave are your rights. Know what’s available—and use them wisely to protect your well-being!