How to write and use a ringisho - a detailed explanation of how Japanese companies make decisions.
When working in a Japanese company, you will often have to write a "ringi" (稟議) and a "ringisho" (稟書) document used for this purpose. A ringi is a procedure used to obtain approval from a superior or the relevant department. It is a unique decision-making system deeply rooted in Japanese corporate culture.
On the other hand, although overseas companies may not be familiar with the approval process, it is important to have a good understanding of it as you work for a Japanese company.
In this article, we will explain in detail what a request for approval and an approval document are, the reasons why they are necessary, the situations in which they are necessary, and key points on how to write them. By learning about the decision-making process unique to Japanese companies, you will be able to conduct business more smoothly.
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What is ringi? A decision-making system in Japanese corporate culture
A ringi is a procedure used to obtain permission from superiors or related departments for matters that cannot be decided solely by one's own authority. In other words, when a company makes a decision, a ringi is the process of obtaining the agreement of all parties involved.
When a request for approval is made, a written document is prepared that describes the details of the proposal, the reasons for it, the budget, and so on. This is called a "ringisho," "draft proposal," "draft plan," or "draft proposal. A ringisho may be circulated as a paper document, or it may be processed on an electronic system. In either case, the approval document plays a very important role in the decision-making process in Japanese companies.
The Chinese character "稟" is not often seen, but it means "to petition.
Why do we need ringi (ringi) and ringisho (ringisho)? Benefits and advantages explained
Japanese companies often use the approval process and circulars for decision-making. So why do Japanese companies place so much importance on the process of approval? There are two main reasons.
Reduce wasteful meetings
The first is that unnecessary meetings can be reduced. In Japanese companies, when a decision is made, all parties concerned often gather together for a meeting. However, for matters that do not require a meeting, approval can be efficiently obtained by circulating a request for approval. This reduces the number of meetings and increases business productivity.
Put it in writing and make the content easy to understand.
Second, the content of the proposal can be clarified by putting it in writing. While verbal communication alone may result in miscommunication or misunderstanding, documenting the proposal as an approval document clarifies the content of the proposal and the decision-making process. In addition, since there are many personnel changes in Japanese companies, a supervisor who is not familiar with the operations of the department may become the approver. In such cases, the content of the proposal can be accurately understood by reading the approval document.
There are two disadvantages of ringi
While the approval process has the above advantages, there are also disadvantages.
The first is that responsibility can easily become ambiguous. Since a request for approval goes through multiple approvers, it can become unclear who is ultimately responsible for the decision-making process. In particular, the more approvers there are, the more pronounced this tendency becomes, and as a result, it is not uncommon for problems to arise, resulting in mutual imposition of responsibility and confusion within the organization.
Second, the approval process is time consuming. Since the approval documents are circulated to the relevant departments in turn, it may take a long time to obtain approval. Decision-making tends to be delayed, especially for complex projects or when many departments are involved. This can lead to lost opportunities because of the inability to respond to the speed of business.
What is the procedure for a ringi (ringi) request?
Let us now explain the general procedure of the approval process in two steps.
1. prepare a request for approval and submit it to your immediate supervisor
First, the person issuing the request for approval prepares a request for approval. The request for approval should include details of the proposal, its purpose, budget, and risks. In addition, the proposal can be more clearly communicated by attaching relevant documents.
In some cases, a company-designated format is used to prepare a request for approval, while in other cases, a department's own format is used. Paper approval forms may be handwritten, or they may be created electronically using Excel or other software. Recently, an increasing number of companies have introduced systems dedicated to approval requests, such as workflow systems.
The prepared request for approval is first submitted to your immediate supervisor. The supervisor checks the contents and asks for revisions if necessary. The submitter follows the supervisor's instructions and revises the request for approval. Once the supervisor's approval is obtained, the next step is taken.
(2) Circulate to all concerned supervisors in turn and obtain their approval.
The circular for approval is circulated not only to the immediate supervisor but also to the managers of the relevant departments. The order in which they are circulated varies from company to company and project to project, but in general, they are circulated in order from the lower-ranking manager to the higher-ranking manager.
Each approver reviews the contents of the request for approval, may ask questions or request modifications, and if there are no problems, stamps his or her seal of approval. However, if one of the approvers objects, the request for approval is sent back. The returned circular must be revised again and approved from the beginning.
When all the approvers have given their approval, the request for approval is officially approved. The approved request for approval becomes the basis for implementing the proposal.
Main occasions when ringi is used in Japanese companies
In Japanese companies, there are a wide variety of situations in which a request for approval is used. Here we will look at four typical cases.
When signing a contract with another company
In Japanese companies, a decision-making process is often required to conclude a contract with a business partner. Especially in the case of expensive or long-term contracts, careful decision-making is required. Therefore, it is common practice to attach ドラフト of the contract to the circular for approval and obtain approval from the relevant department.
In some cases, depending on the details of the contract, confirmation from specialized departments such as the legal or accounting departments may be required. Using the approval system, you will be able to efficiently obtain the approval of these departments.
In Japan, when you sign a contract with another company for your own business, you must obtain approval from your supervisor by means of a request for approval. It is also common for hiring of employees and business trip schedules to also require a request for approval.
When expenses are incurred
In Japanese companies, approval is also used for expenses. For example, a request for approval is required when expenditures are expected to exceed the budget, such as the purchase of expensive equipment or the holding of a large-scale event.
The approval letter for expenses will include the purpose and details of the expenditure and the budget details. It may also be accompanied by related documents such as quotations and proposals. Based on this information, the supervisor or the relevant department will determine the appropriateness of the expenditure.
Major expenses for which a request for approval is required.
- outsourcing expenses
- Office supplies and equipment
- System implementation (security, office IT, etc.)
- Entertainment and events
When hiring new employees
In Japanese companies, the hiring of new employees is also sometimes subject to approval. In many cases, especially in large companies, approval is required not only from the human resources department but also from the department to which the employee will be assigned.
The approval letter for employment will include information on the candidate's background, selection results, assignment, and salary. Based on this information, the relevant department manager makes a decision on whether or not to hire the candidate. By going through the approval process, the company as a whole is able to make optimal personnel assignments.
When you need approval for travel or scheduling
In Japanese companies, the approval process is also used when there are changes to the normal work schedule, such as business trips, outings, vacations, etc. This is done to control the actions of subordinates and ensure that they do not interfere with work. This is done to manage the actions of subordinates and ensure that they do not interfere with business operations.
The approval request for a business trip or vacation will include information such as itinerary, purpose, and travel expenses. Supervisors will review this information, determine the impact on business operations, and then decide whether to approve or disapprove the request.
What is a ringisho (ringi) used for and how to write one?
The following section describes the specifics of a request for approval and how to write it. The format of the approval letter varies from company to company, but generally includes the following items
case to be approved by the board of directors
At the beginning of the request for approval, provide an outline of the matter to be approved. For example, "introduction of XX system" or "business tie-up with XX company", etc. The main points should be summarized briefly.
In this section, try to use expressions that are easy to understand so that supervisors and other concerned parties can grasp the contents at a glance. Use of technical terms should be kept to a minimum, and as plain a language as possible should be used.
Purpose and reason for approval
Next, explain in detail the purpose and reason for the request for approval. Be specific about why the project is necessary and how it will benefit the company.
For example, if you are introducing a new system, you should explain the expected benefits with numerical values, such as "improved operational efficiency" and "cost reduction. In the case of business alliances, it is a good idea to explain the strategic significance of the alliance, such as "synergy effects" or "expansion of market share.
What is your budget?
If a budget is required for the approval project, clearly state the amount. The breakdown of the budget should also be as detailed as possible.
For example, in the case of system installation, indicate the amount of each item, such as "hardware cost," "software cost," and "maintenance cost. In the case of a business alliance, the required funds are clarified, such as "investment amount," "working capital," and so on.
For the amount, attach supporting estimates or calculations to be more persuasive.
Anticipated risks and disadvantages
There are always risks and disadvantages as well as advantages to a request for approval project. It is important to identify these in advance and clearly state them in the request for approval.
For example, in the case of system implementation, list possible problems such as "response in case of trouble" and "security issues. In the case of business alliances, list possible disadvantages such as "credit risk of the partner," "workload for integration," etc.
By clarifying risks and disadvantages, decision makers can more carefully weigh the pros and cons of a project. It will also clarify where the responsibility lies in the event of a problem.
attached papers
Finally, attach any supporting documents that supplement the approval document. For example, the following documents may be considered
- Quotations and invoices
- Contracts and Memoranda of Understanding
- Plan and timetable
- Drawings and Specifications
- Market research data and statistics
By attaching these documents, the contents of the request for approval can be made more specific and detailed.
Points to consider when writing a request for approval (ringisho)
Finally, let us summarize some points to keep in mind when preparing a request for approval. A request for approval is an important tool for persuading superiors and other concerned parties and facilitating decision-making. By following the points below, you will be able to create a request for approval that is easy to obtain approval.
Write so that people who don't know you can understand you.
The readers of a request for approval may include people who are not familiar with the matter. To ensure that even non-specialists can understand the contents, use plain language as much as possible.
For example, avoid using IT or industry terminology as is. If it is absolutely necessary to use technical terms, annotations should be added. Abbreviations and internal company terms should also be used sparingly and replaced with common terms.
Choosing words with the reader in mind will ensure smooth communication.
Ensure that there is no ambiguity where money is concerned.
Be specific and clear in your description of budgets and costs. Avoid ambiguity and use numerical figures whenever possible.
For example, instead of writing a rough estimate, such as "about several million yen," give a specific amount, such as "about 3.5 million yen. Also, rather than using abstract expressions such as "to reduce costs," it is more effective to quantify the amount by saying, "We expect to reduce costs by 30%.
It is also important to attach documentation to justify the amount. Attaching quotes, invoices, price lists, etc. will make it more persuasive.
Be detailed and specific in your explanations and materials.
Describe the contents of the request for approval in as much detail and concretely as possible. This is because abstract expressions are difficult to convey to the reader.
This does not mean, however, that you should write long. The trick is to focus on the main points and keep it concise. Bullet points and charts are also effective.
Another approach is to attach detailed information as a document. This is a method whereby the main body of the document provides an overview and the detailed information is given on a separate sheet of paper. This way, the volume of the body of the document can be kept to a minimum, while ensuring that all necessary information is conveyed.
Write down risks and disadvantages.
It is normal for an approval proposal to have risks and disadvantages as well as advantages. It is important to write these down without hiding them.
By clearly stating the risks, the reader can more carefully weigh the pros and cons of a project. It also clarifies where the responsibility lies in the event of a problem.
However, overemphasizing risks is counterproductive. Remember to write about countermeasures to the risks as well as the benefits that outweigh the risks.
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summary
So far, I have explained in detail about requests for approval and approval documents. Although the approval process is a unique mechanism deeply rooted in Japanese corporate culture, it plays an important role in facilitating business.
As long as you work for a Japanese company, you are expected to understand how the approval process works and respond appropriately. It may be a time-consuming process, but consider it an important step to improve the quality of decision-making and smooth communication.
We hope that through this article you will gain a better understanding of the approval process and approval documents. Understanding the unique culture of Japanese companies is the first step to smooth business operations. We hope you will make effective use of the approval process and make effective decisions.
