How to Fill Out & Submit Year-End Tax Adjustment PDFs in Japan

Every year around November, employees in Japan receive year-end tax adjustment (nenmatsu chōsei / 年末調整) forms from their employer. Increasingly, these forms are distributed as PDFs. If you've ever struggled with filling them out on a computer, adjusting tiny font sizes, or figuring out how to submit them digitally, this guide is for you.

Types of Year-End Adjustment PDF Forms

The main forms you'll encounter during nenmatsu chōsei are:

• Dependent Deduction Declaration (扶養控除等申告書): Basic form for reporting spouse and dependent information
• Insurance Premium Deduction Declaration (保険料控除申告書): For claiming deductions on life insurance, earthquake insurance, etc.
• Basic Deduction / Spouse Deduction / Income Adjustment Declaration (基礎控除申告書 兼 配偶者控除等申告書 兼 所得金額調整控除申告書): Combined form for multiple deductions
• Housing Loan Deduction Declaration (住宅借入金等特別控除申告書): For claiming mortgage interest deductions

These forms are available as PDFs on the National Tax Agency (NTA) website. Some employers provide their own formats or use electronic submission systems.

How to Download the Forms

Year-end adjustment PDFs are published on the NTA's official website under the forms and guides section.

Key Points When Downloading

• Fillable vs. handwriting versions: The NTA offers both "fillable PDF" and "handwriting PDF" versions. If you plan to type your entries, always choose the fillable version
• Save location: Download to a folder you can easily find later, such as your desktop or documents folder
• Check the tax year: Always download the current year's forms — formats may change due to tax law revisions

How to Fill In and Edit the PDF

Typing Directly Into a Fillable PDF

NTA fillable PDFs have pre-configured text fields. Open the file in Adobe Acrobat Reader, click on each field, and type your information.

Steps:

1. Open the PDF in Adobe Acrobat Reader
2. Click on the field you want to fill in
3. Type your name, address, amounts, and other required details
4. Once complete, go to File → Save As to save under a new filename

Adjusting Font Size

Year-end adjustment forms have small fields, and text often overflows or appears too tiny.

How to resize text:

• In Adobe Acrobat Reader: Right-click the form field → Properties → Text tab → change font size
• Auto-sizing: Many fillable PDFs automatically shrink text to fit the field
• Font issues: If Japanese characters don't display correctly, select a standard font like MS Gothic or MS Mincho

Filling In a Non-Fillable (Handwriting) PDF

If you only have the handwriting version (no form fields), your options are:

• Print and handwrite: The simplest approach — print the PDF and fill it out with a pen
• Convert to image and edit: Convert the PDF to an image, add text with an image editor, then convert back to PDF

To convert a PDF to an image:

Export at 300 DPI for print-quality results. After editing the image, convert it back to PDF:

Saving and Password-Protecting Your PDF

Saving Tips

• Use a clear filename: e.g., "2026_DependentDeduction_TaroYamada.pdf"
• Save As (don't overwrite): Keep the blank form as a separate file
• Back up: Store a copy on cloud storage or a USB drive

Adding Password Protection

Year-end adjustment forms contain sensitive information — My Number (tax ID), family members' details, and income figures. If you're submitting digitally via email or cloud, password protection is strongly recommended.

sakutto's PDF password tool lets you add protection right in your browser — your file is never uploaded to any server.

Submitting Your Completed PDF

Print and Submit on Paper

The most common method: print the completed PDF and hand it to your company's HR or payroll department.

Submit Digitally as a PDF

More companies now accept digital submissions. Key considerations:

Watch the file size: Email and upload systems may have size limits. Compress large PDFs before submitting.

sakutto's PDF compressor reduces file size while maintaining readability. "Standard" compression is usually the right balance.

Combine multiple forms into one: Merge your dependent deduction form, insurance deduction form, and other documents into a single PDF for easier handling.

Pre-Submission Checklist

• All fields are filled in correctly
• Seal/stamp applied if required (not always necessary for digital submissions)
• My Number (tax ID) is entered accurately
• Supporting documents (insurance certificates, etc.) are attached
• File size is within submission limits

FAQ

Where can I download year-end adjustment PDF forms?

From the National Tax Agency (NTA) website under "Forms and Guides." Choose the "fillable" version if you plan to type your entries on a computer. Your employer may also provide their own format or electronic system.

How do I change the font size in a year-end adjustment PDF?

Open the fillable PDF in Adobe Acrobat Reader, right-click the form field, select Properties, and adjust the font size on the Text tab. Most fillable PDFs also have auto-sizing enabled, which shrinks text to fit the field automatically. For manual sizing, 8–9 pt is a good starting point.

Can I submit year-end adjustment forms as PDFs?

It depends on your employer's policy. Companies that accept electronic submissions will take PDFs. If you're emailing the form, always add a password to protect personal information like your My Number. sakutto's PDF password tool lets you do this in your browser.

How do I password-protect a year-end adjustment PDF?

Use sakutto's PDF password tool — it runs entirely in your browser and never uploads your file to a server, keeping personal information private.

What if the PDF is too large to submit?

Use sakutto's PDF compressor. "Standard" compression typically reduces file size by 50–80% while keeping text sharp and readable — suitable for email attachments and upload systems with size limits.

Wrap-Up

Year-end tax adjustment PDF forms can be handled entirely on your computer or phone — from downloading and filling in fields to saving, password-protecting, and submitting. Fillable PDFs save handwriting time, and free online tools make compression and security easy.

sakutto's PDF tools help you breeze through year-end adjustment paperwork. Everything is processed in your browser, so even forms with My Number and personal details are handled safely.