Why Does Japan Still Use Faxes, Seals, and Cash? The Real Reasons Behind 6 "Contradictory Rules"

Japan has Shinkansen, robots, vending machines, and high-precision manufacturing, yet in daily life, you still see paper documents, faxes, stamps, resume photos, cash payments, and hospital PHS phones. This contrast of "advanced technology, archaic processes" often confuses travelers and foreign workers.

The answer isn't just that the Japanese are traditional; it’s that old systems are deeply intertwined with laws, responsibilities, equipment, suppliers, and workflows. It is easy to replace a tool, but changing an entire chain of accountability, data formats, and cross-institutional collaboration is the most difficult part.

There are significant differences between Japanese institutions, industries, and regions. This article explains common phenomena and recent shifts; it does not imply that all Japanese companies and government departments still employ the same systems.

What are Japan's "Paradoxical Rules"?

1. Why does Japan still have paper documents and faxes?

Faxes have long played a crucial role in the Japanese government, healthcare, SMEs, logistics, and local institutions. They allow handwritten forms, stamped documents, or standardized data to be sent directly to another machine without requiring both parties to use the same software.

For workflows established decades ago, faxes offer several practical advantages:

• Any paper can be sent immediately without converting file formats.
• Legacy institutions already have the machines, phone lines, and operational habits.
• Received paper can be placed directly into existing folders and approval processes.
• Older employees or small business owners do not need to learn new systems.
• There is no need to build a shared online platform for cross-company collaboration.

However, these advantages also lead to redundant data entry, information leaks, misdialing, paper costs, and challenges for remote work. In recent years, the Japanese government and companies have been pushing for electronic applications, electronic contracts, and online administrative services, causing fax usage to decline, albeit at different speeds across sectors.

Is fax safer than email?

It cannot be generalized. Faxes can be sent to the wrong number, documents can be seen by others, or equipment may be in public areas; email carries risks of phishing, misdirected messages, and account compromises. Security depends on identity verification, access controls, encryption, logs, and employee procedures—it is not automatically secure just because it uses paper.

The real difficulty in changing paper is the accountability process

Who fills out a form, who checks it, who approves it, and who is responsible for errors is often tied to the physical location of the paper, signatures, and stamps. If you simply scan a form into a PDF without redesigning the access and data flow, it is just "digitizing a paper process," not true digital transformation.

This is why many reforms in Japan move slowly: the hardest part is not buying software, but redistributing power and responsibility across departments.

2. Japan’s stamp culture: Why do documents need to be "stamped by so many"?

Japanese stamps are called inkan or hanko. Daily use stamps, bank stamps, and registered stamps for local governments vary in purpose and importance. Formal transactions sometimes require a certificate of seal registration to prove the stamp is registered to the individual.

Within companies, the ringi system may be used, where documents are circulated for approval, with relevant personnel confirming one by one. The multiple stamps shown in illustrations represent participation from different levels, but there is no nationwide rule regarding the position, orientation, or number of stamps, and it should not be assumed that the "highest rank must be perfectly straight" is an official regulation.

What do stamps represent?

• Confirmation of review: Indicates the document has reached the relevant personnel.
• Approval: Making a decision based on authority.
• Accountability tracking: Knowing which departments reviewed the process afterward.
• Identity verification: Used in conjunction with registration systems for specific legal or transactional scenarios.

Is Japan abolishing stamps?

Many administrative and business procedures have eliminated unnecessary stamping, and electronic signatures and digital ID services are increasing. However, procedures related to real estate, banking, corporate governance, or certain formal transactions may still retain them. Reform is not about "no more hanko starting tomorrow," but about distinguishing case by case which stamps are truly necessary.

3. Why do job applications in Japan often require a resume photo?

The traditional Japanese resume format usually leaves a space for an ID photo, and applicants are expected to wear formal attire and provide a recent photo with a neutral background. This is related to the long-standing emphasis in Japanese recruitment on format consistency, etiquette, and "whether one prepares according to instructions."

Companies may interpret the photo as identity verification or basic professional etiquette, but it also carries risks of bias regarding appearance, gender, age, and race. In recent years, some companies, international firms, and online job platforms have allowed applications without photos, especially for skills-oriented positions.

Is a photo mandatory for job hunting in Japan?

Not necessarily. Decisions should be based on the job advertisement, company format, and recruitment platform requirements. If there is no explicit requirement, ask first; if a photo is needed, use a recent, clear, professional ID-style photo, and do not over-edit it.

Does the resume photo prove that Japan only looks at appearance?

It cannot be summarized that way. Japanese recruitment also evaluates education, experience, skills, motivation, and interview performance; however, the photo system does allow information irrelevant to work ability—like appearance—to enter the screening process early, which is also the subject of reform controversies.

4. Do you have to take your husband's surname after marriage in Japan?

Under Japan's current system, Japanese couples are in principle required to use the same surname in their family registry (koseki). Legally, one can choose either the husband's or the wife's surname; it is not textually mandated that only women change their names.

In reality, however, the vast majority of heterosexual marriages choose the husband's surname, meaning the burden of name changes falls primarily on women. Documents needing updates may include bank accounts, insurance, taxes, driver's licenses, passports, professional certifications, company email addresses, and academic records.

Why is "separate surnames for couples" a social issue in Japan?

Proponents of selective separate surnames argue that adults should be able to keep their original surnames after marriage to reduce administrative costs and maintain professional identity; opponents tend to prioritize a unified family registry, a shared family name, and the continuation of the system.

"Selective" means allowing couples who wish to do so to use different surnames, not requiring everyone to abandon a shared surname. This issue involves law, family registries, children's surnames, and social norms, and has been a subject of long-term debate.

Do Japanese people marrying foreigners also have to share a surname?

The rules for family registries and name changes in international marriages are not exactly the same as those for two Japanese citizens and involve the naming systems of the other country. Individual cases should be confirmed with Japanese local government offices and the relevant foreign authorities.

5. Why does Japan still prioritize cash?

Electronic payment has become widespread in Japan; credit cards, IC transit cards, QR payments, and mobile wallets are very common in cities. However, small restaurants, temples, clinics, local shops, coin-operated machines, or old ticket machines may still only accept cash.

Reasons for the persistence of cash include:

• Low crime rates and low counterfeit rates, leading to high societal trust in cash.
• Small merchants want to avoid transaction fees and settlement delays.
• Existing cash registers and accounting processes have been in operation for years.
• Older individuals or certain customers are accustomed to using cash.
• Cash serves as a backup during earthquakes, power outages, or communication failures.

How much cash should I carry when traveling to Japan?

There is no fixed answer; it depends on the region and your itinerary. Large chains in cities accept electronic payment, but you should prepare a reasonable amount of yen when heading to rural areas, temples, markets, traditional shops, or shops with cash-only ticket machines.

Do not keep all your cash in one place, and verify in advance if your ATM card is supported in Japan and check for overseas transaction fees.

Why do ramen shops still use ticket machines?

Ticket machines allow customers to select and pay for their meal first, so the kitchen can prepare it directly from the ticket, reducing the time staff spend handling cash, taking orders, and communicating in different languages. Old machines may only take cash, but new devices are gradually adding electronic payment.

6. Why did Japanese hospitals use so many PHS phones?

PHS (Personal Handy-phone System) is a low-power wireless communication system that was once widely used in Japanese hospitals, factories, and large facilities. Hospital PHS systems can integrate with internal extensions, allowing medical staff to talk while moving between different wards.

Reasons for their adoption by hospitals include low power output, mature equipment, controllable internal coverage, and the past belief that it was easier to coexist with certain medical environments. The illustration simplifying radio waves to "one-tenth of a mobile phone" is for conceptual reference; actual transmission power varies by device and communication state.

Do mobile phones really cause all medical equipment to fail?

Modern medical equipment’s interference resistance and mobile phone technology have significantly improved; the old concept that "any mobile phone is dangerous in a hospital" is no longer applicable. However, hospitals still divide areas by risk, especially in operating rooms, ICUs, specific examination areas, or near sensitive equipment, where additional restrictions may exist.

The safest practice is to follow hospital signage, keep your phone on silent, avoid talking in prohibited areas, and do not obstruct medical work.

Do Japanese hospitals still use PHS?

Public PHS services have exited the market, and some internal or dedicated systems have continued to operate. Many hospitals are gradually shifting to internal smartphones, Wi-Fi communication, IP phones, and medical-specific apps. The speed of transition depends on budgets, cybersecurity, coverage, and legacy system integration.

4 Institutional reasons behind Japan's "tradition"

1. High cost of error

Government, banking, and medical sectors involve personal data and significant responsibilities. If a new system fails or data is lost, the impact is far greater than in general consumer services, so institutions prefer phased transitions.

2. The country isn't moving at the same speed

Large tech companies and city governments may be fully digitized, while small clinics, family businesses, and local agencies are limited by budgets, manpower, and suppliers. Representing all of Japan using only the most advanced or most backward examples would be inaccurate.

3. Old tools connect to many people

A company can switch to a cloud system, but if suppliers, customers, and the government still use fax, they need to maintain two sets of processes. The larger the network, the more coordination is required for a transition.

4. Accountability is more important than speed

Japanese organizational culture often values who reviewed, who approved, and who is responsible. While paper and stamps are slow, they provide familiar evidence of accountability. If digitization cannot clearly preserve logs, it is difficult to gain trust.

How is Japan’s digitization changing?

• Government services are gradually switching to online applications.
• Companies are adopting electronic contracts and signatures.
• Administrative procedures are eliminating unnecessary stamps.
• Cashless payments like QR, IC cards, and mobile payments are becoming widespread.
• Hospitals are integrating calls, medical records, and alerts with smart devices.
• Recruitment platforms are adding options for resume applications without photos and with a focus on skills.

The transition process may still involve "printing electronic documents, stamping them, then scanning them back into a computer." This may seem absurd, but it actually reflects that technology has been updated, but rules and responsibilities have not yet synchronized.

Practical strategies for travelers and foreign workers

• Administrative procedures: Confirm if you need the original copy, a photocopy, a stamp, or an appointment.
• Job hunting: Prepare Japanese-style resumes and photos according to company requirements; do not make assumptions.
• Payment: Carry a credit card, transit IC card, and a reasonable amount of cash simultaneously.
• Name changes: Create a checklist of banks, insurance, passports, and work records and process them one by one.
• Hospitals: Follow mobile phone usage zones and silent mode regulations.
• Sending documents: Confirm if the other party accepts email, online forms, mail, or fax.

FAQ

Does the Japanese government still use faxes?

Some agencies and tasks may still use them, but online applications and digital services are steadily increasing. The reality varies by department, local government, and procedure.

Must I buy a stamp to live in Japan?

Not necessarily. More and more daily procedures can be completed with a signature or electronically, but stamps may still be needed for banking, housing, company, or specific formal transactions. Purchase one based on actual needs.

Is a photo mandatory for Japanese job resumes?

Not for all positions. Traditional Japanese resumes often have a photo section, but some companies and online recruitment platforms now accept applications without photos; check the job instructions.

Must Japanese couples take the husband's surname?

Japanese couples are in principle required to use the same surname; legally, either the husband's or wife's surname can be chosen. In reality, most adopt the husband's.

Is Japan still a cash-based society?

Cash is still important, but electronic payment is very common. It is more accurate to say that Japan simultaneously possesses a mature cash system and a rapidly growing cashless payment sector.

Can mobile phones be used in Japanese hospitals?

Most hospitals divide areas into usable and restricted zones. Having a modern phone does not mean it can be used anywhere; you should follow hospital signage and staff instructions.

Why is Japan's digitization so slow?

Reasons include legacy systems, cross-institutional coordination, cybersecurity, regulations, accountability processes, manpower, and budgets. Technology itself is rarely the only obstacle.

Conclusion: Trading speed for accountability; trading the new for peace of mind

Japan’s use of paper, stamps, cash, and PHS is not purely for nostalgia, nor does it mean Japan lacks technology. They are tools built in specific eras for reliability, compatibility, and accountability—it is just that now that the environment has changed, the costs have become more apparent.

True reform is not replacing fax machines with tablets, but redesigning who inputs, who approves, who keeps records, and who is responsible. Once you understand this, you will realize that Japan's paradox is not just a joke, but a firsthand look at how a system slowly changes.