Choosing a nursery school (hoikuen) in Japan can feel overwhelming, especially if you are a foreign resident dealing with new systems, documents, and deadlines. This guide breaks everything down in a clear and casual way so you can understand how applications work, what documents you need, when to apply, and how to improve your chances of getting a spot.
What Is Hoikuen?
Hoikuen (nursery schools or daycare) in Japan provide childcare for children from infancy up to school age. They are primarily designed for working parents who need full-day care. Unlike yōchien (kindergarten), hoikuen focuses more on childcare rather than early education, though both play and learning are part of daily life.
Types of Hoikuen
1. Licensed Hoikuen (Ninka Hoikuen)
These facilities are approved by the local government and follow strict standards. Fees are income-based and typically lower.
2. Unlicensed Hoikuen (Ninka-gai Hoikuen)
Privately operated, flexible, and often easier to enter, but fees may be higher. The application process is usually direct with the facility.
This article focuses mainly on licensed hoikuen, since these require the official municipal application.
Application Timing
Main Application Period
Most cities run the main annual application for April enrollment (the start of the school year). Applications are usually accepted between October and December.
Secondary or Monthly Applications
If you miss the main cycle or don’t get a spot, many cities accept monthly applications for any newly available spaces.
Better Chances of Acceptance
April enrollment generally offers the highest number of available spots, especially for 0- and 1-year-old classes.
Lower Chances
Applications for older age groups (3–5 years old) tend to be more competitive because fewer children leave midstream.
What You Need to Prepare
1. Application Form
Provided by the city office or downloadable as PDF.
Please obtain the actual application form from your local municipality or download it from their official website.
2. Proof of Work/Activity Status
Provided by the city office or downloadable as PDF.
Please obtain the actual certificate from your local municipality or download it from their official website.
This proves the reason you need childcare.
- Employment certificate
- Work schedule
- Student enrollment proof
- Medical certificates (if applicable)
3. Residence-Related Documents
Some cities request proof of address.
4. Additional Forms (If applicable)
- For single parents
- For expectant parents
- For families with disabilities
How Applications Are Evaluated
Licensed hoikuen spots are assigned using a point-based system. The city gives points based on your situation.
Common High-Scoring Conditions
- Full-time employment for both parents
- Single-parent household with full-time work
- Parents working long hours or night shifts
- Returning to work after maternity leave
Lower-Scoring or Difficult Situations
- Stay-at-home parent
- Part-time work with short weekly hours
- Recently moved into the city (timing may matter)
Tips for Improving Your Chances
- Apply to multiple hoikuen (rank them).
- Submit documents before the deadline.
- Include complete and accurate work schedule details.
- If you plan to return to work after childbirth, ask your employer for clear proof of re-employment.
- Consider adding unlicensed hoikuen as temporary backup.
How to Fill Out the Application
Filling out a Japanese nursery school (hoikuen) application form can feel intimidating, especially if English support is limited. The good news is that the structure is almost always the same across municipalities. Below are practical, straightforward tips to help you complete each part accurately and avoid common mistakes.
Child Information
- Write the child’s full legal name as shown on official documents.
- Birthdate should match the Japanese format your city requires (often YYYY/MM/DD).
- Address must be the same as the address on your jūminhyō (residence certificate). If you recently moved, update your registration first.
- If the form asks for the desired start month, choose realistically based on your work schedule and available slots.
Parent/Guardian Information
- Use the full name written on your residence records.
- For your workplace, include:
- Company or organization name
- Full address
- Phone number
- Working hours should be listed clearly and honestly. Many cities compare this with your employer’s certificate, so consistency is important.
- If you are self‑employed or a freelancer, briefly describe the type of work and attach supporting documents.
Household and Family Information
- List all household members exactly as they appear on your residence records.
- If both parents work, double‑check that both employment certificates are consistent with what you write on the form.
- If you have another child already attending hoikuen or yōchien, note it—you may receive priority.
Reason for Childcare Need
Municipalities evaluate your application based on why you require childcare. Be specific:
- Full‑time or part‑time employment
- Shift work or irregular hours
- Pregnancy or parental recovery
- Illness or disability within the household
- Caregiving responsibilities
Provide any necessary documents to support your reason, such as medical notes or caregiving explanations, if required.
Hoikuen Preferences
- Rank facilities in true order of preference, not just the most popular ones.
- Including more schools increases your chances.
- Avoid listing only one school unless absolutely necessary.
- Ensure travel routes and pick‑up times are realistic for your commute.
Additional Notes Section
Use this area for information that helps the city evaluate your situation:
- Child allergies or medical needs
- Parent’s health conditions that affect childcare ability
- Special pick‑up arrangements
- Language considerations (helpful to mention if you need simple Japanese communication)
Common Mistakes to Avoid
- Writing different work hours than on your employer’s certificate
- Forgetting to attach supporting documents
- Using an address that hasn’t been updated at city hall
- Leaving blank sections—if something does not apply, write “N/A” instead
After You Submit the Application
Review and Screening
The city reviews all applications and assigns points.
Notification
Results are usually released between February and March for April enrollment.
If You Get Accepted
You’ll receive guidance about:
- Orientation day
- Required items
- Health check
- Contract documents
If You Don’t Get a Spot
You may:
- Join the waiting list
- Reapply monthly
- Consider unlicensed facilities temporarily
When Foreign Residents Should Be Extra Careful
Language and Documentation Issues
Bring translations of work documents if needed.
Proof of Work for Freelancers
Freelancers must show:
- Project contracts
- Online work evidence
- Work schedule estimates
Address Registration
Make sure your jūminhyō (residence registration) is updated.
Reference link:
Summary
Applying for a nursery school (hoikuen) in Japan can feel complicated at first, especially if you are navigating the system in a second language. But once you understand the basic flow — preparing your documents, choosing schools, and submitting everything on time — the process becomes much more manageable. Every family’s situation is different, and the application results can sometimes feel unpredictable, but doing your best to present clear, organized information really helps.
It’s also completely normal to feel nervous or frustrated, especially if you’re new to the country or juggling work and parenting. Many foreign parents go through the same experience, and most eventually find a childcare option that works for them. Whether you are applying for the first time or trying again after not getting a spot, take things one step at a time, ask the city office questions when needed, and explore backup options like unlicensed hoikuen or temporary childcare.
Finding the right place for your child is worth the effort — and once everything is settled, daily life usually becomes much easier. You’re doing great, and you’re definitely not alone in the process.
Thank you for reading!
