How to Use e-Tax in English: Step-by-Step Guide

What is e-Tax? e-Taxとは

e-Tax (国税電子申告・納税システム) is Japan's official online system for filing tax returns and paying national taxes electronically. Run by the 国税庁 (National Tax Agency), it's the digital equivalent of walking into your local 税務署 (tax office) — but you can do it from your couch at 2am in your pajamas.

There are actually two ways to file electronically:

Benefits of filing via e-Tax:

• • No need to visit the tax office — file from home 24/7
• • Faster refund processing — typically 2-3 weeks vs 1-2 months for paper filing
• • No need to mail or attach source documents (源泉徴収票 etc.) — just keep them for your records
• • Auto-calculation reduces math errors
• • You can save your progress and come back later

What you need 必要なもの

Before you start, gather these items. Missing any one of them will stop you mid-process.

Essential items

Documents to have ready

• • 源泉徴収票 (withholding tax slip) — from each employer. You should receive this in January.
• • 支払調書 (payment records) — if you did freelance work
• • 控除証明書 (deduction certificates) — for life insurance (生命保険), earthquake insurance (地震保険), iDeCo contributions, etc.
• • Medical receipts — if claiming 医療費控除 (medical expense deduction)
• • Bank account details — for receiving your refund (account name must match your registered name)

Setting up 初期設定

If this is your first time using e-Tax, there are a few one-time setup steps.

Step 1: Install the マイナポータル app

Download the マイナポータル app on your smartphone (available on iOS App Store and Google Play). This app reads your マイナンバーカード via NFC and handles authentication. Search for "マイナポータル" — it's the official government app.

Step 2: Get your 利用者識別番号 (User Identification Number)

This is your 16-digit e-Tax ID number. If you don't have one yet, you can obtain it during the filing process — the 確定申告書等作成コーナー will walk you through it. You'll authenticate with your マイナンバーカード and the system will either retrieve your existing number or issue a new one.

Step 3: Prepare your browser

The 確定申告書等作成コーナー works in modern browsers. Recommended:

• • Windows: Microsoft Edge or Google Chrome (latest version)
• • Mac: Safari or Google Chrome (latest version)
• • Smartphone: You can also complete the entire process on your smartphone browser

If you're using the マイナンバーカード with a smartphone for authentication, you'll scan a QR code on the computer screen with your phone — no card reader needed.

Step-by-step filing 申告の手順

Here's the complete walkthrough of filing 確定申告 via the 確定申告書等作成コーナー.

Step 1: Go to the filing site

Navigate to the 国税庁's 確定申告書等作成コーナー. Search for "確定申告書等作成コーナー" or go to the NTA website and find the link. The filing period is typically February 16 to March 15, but the site is open for e-Tax submissions from early January.

Step 2: Select "作成開始" (Start creating)

On the top page, click 作成開始 (start creating). If you saved a previous session, click 途中データを利用 (use saved data) instead.

Step 3: Choose your submission method

You'll see options for how to submit:

• • スマートフォンを使用してe-Tax — Submit via e-Tax using smartphone + マイナンバーカード (recommended)
• • ICカードリーダライタを使用してe-Tax — Submit via e-Tax using USB IC card reader
• • ID・パスワード方式でe-Tax — Submit via e-Tax using ID/password (requires prior setup at tax office)
• • 印刷して提出 — Print and mail/bring to tax office (no e-Tax account needed)

Select the smartphone method — it's the easiest. Your phone will connect to your computer via QR code to read your マイナンバーカード.

Step 4: Authenticate with マイナンバーカード

A QR code will appear on your computer screen. Open the マイナポータル app on your phone, scan the QR code, then hold your マイナンバーカード against the back of your phone (NFC area). Enter your 4-digit PIN (利用者証明用パスワード) when prompted. The system will authenticate you and retrieve your e-Tax registration.

Step 5: Select the return type

Choose which type of return to create:

• • 所得税 — Income tax return (this is what most people need for 確定申告)
• • 消費税 — Consumption tax return (for businesses/freelancers above the threshold)
• • 贈与税 — Gift tax return

Select 所得税 to proceed with your income tax filing.

Step 6: Enter your income (所得の入力)

The system will ask you about each type of income. The most common ones for foreigners:

• • 給与所得 (salary income) — Enter the figures from your 源泉徴収票. The system will prompt you for each field: 支払金額 (total pay), 源泉徴収税額 (tax withheld), 社会保険料 (social insurance), etc.
• • 事業所得 (business income) — For freelancers. Enter total revenue and expenses.
• • 雑所得 (miscellaneous income) — Side income, crypto gains, etc.

Step 7: Enter deductions (控除の入力)

After income, the system walks you through available deductions:

• • 医療費控除 — Medical expense deduction (if you spent over ¥100,000 on medical costs)
• • 社会保険料控除 — Social insurance deduction (usually pre-filled from 源泉徴収票)
• • 生命保険料控除 — Life insurance deduction
• • 小規模企業共済等掛金控除 — iDeCo deduction
• • 寄附金控除 — Donation deduction (including ふるさと納税)
• • 住宅ローン控除 — Mortgage deduction (first year only via 確定申告)

Only fill in deductions that apply to you. Skip sections that don't — the system handles this gracefully.

Step 8: Review your return

The system calculates your total tax liability and shows either:

• • 還付金 (refund) — You overpaid tax and will get money back
• • 納付額 (amount due) — You owe additional tax

Review each section carefully. You can go back and edit any section. The system shows a summary of all income, deductions, and the final calculation.

Common screens explained 画面の日本語翻訳

Here are the most common Japanese terms you'll encounter on each screen, with their English meanings:

Submitting 送信

Once you've reviewed everything and confirmed the numbers are correct:

1. Enter your refund bank account — If you're getting a refund (還付), enter your bank account details. The account name must match the name on your tax return exactly (usually your name in katakana as registered at the bank).
2. Enter your マイナンバー — The 12-digit number on your マイナンバーカード. This is required for submission.
3. Digital signature — Scan your マイナンバーカード again with your phone. This time, enter your 署名用パスワード (the 6-16 character alphanumeric PIN). This digitally signs your return.
4. Click 送信する (Submit) — Your return is sent to the tax office electronically.

After submission, you'll receive a 受付結果 (acceptance confirmation) screen. This shows the date, time, and a reception number. Save or screenshot this page — it's your proof of filing.

After submission 提出後

If you're getting a refund (還付)

Refunds from e-Tax filing are typically processed within 2-3 weeks (much faster than the 1-2 months for paper filing). The money will be deposited directly into the bank account you specified. You can check the status by logging into e-Tax and viewing your 送信結果 (submission results).

If you owe additional tax (納付)

You have several payment options:

• • ダイレクト納付 (direct payment) — Pay directly from your bank account via e-Tax
• • クレジットカード — Pay by credit card online (small fee applies)
• • QRコード / バーコード — Generate a payment code and pay at a convenience store (up to ¥300,000)
• • 銀行振替 — Bank transfer using the payment slip
• • 振替納税 — Automatic bank debit (must register in advance; payment date is usually ~1 month after deadline)

The payment deadline is the same as the filing deadline — March 15 (unless you set up 振替納税, which extends it about one month). Late payment triggers penalty interest.

Keep your records

Even though you don't attach documents to an e-Tax filing, you must keep all supporting documents for 5-7 years (depending on the type). The tax office can request to see your 源泉徴収票, receipts, and deduction certificates at any time.

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