VisitDoctorJapan

Documents Checklist for Insurance Claims (Japan)

Last updated: 2026-03-12

Whether your travel insurance is cashless (direct billing) or reimbursement, you should still collect the right documents.
In Japan, receipts or other related documents may not be reissued, so treat them like a passport.

(This page is general guidance. Your insurer may require additional documents.)

Quick checklist: what to collect

✅ Receipt
領収書 (ryōshūsho)
Keep the original.

✅ Itemized statement / breakdown
明細書 / 診療明細書 (meisaisho / shinryō meisaisho)
This shows what you were charged for.

✅ Invoice / bill — if issued separately
請求書 (seikyūsho)

✅ Combined invoice-and-receipt form — if applicable
請求書兼領収書 (seikyūsho ken ryōshūsho)

✅ Proof of payment
For example: card slip / paid stamp / paid mark on the receipt

✅ Prescription documents
処方箋 (shohōsen)
Plus a pharmacy receipt if you filled the prescription.

✅ Any medical certificate / diagnosis note required by your insurer
診断書 (shindansho)
This is policy-dependent and may involve a fee.

This website provides the claim kit to help organize these documents for your own travel insurance claim submission.

Important terminology note: receipt, invoice, and itemized statement are not the same

This is a common source of confusion.

In English, people sometimes loosely say “receipt” for everything, but in practice these are different documents:

  • Receipt (領収書) = proof that payment was received
  • Invoice / bill (請求書) = request for payment
  • Combined invoice-and-receipt form (請求書兼領収書) = a document that functions as both
  • Itemized statement / breakdown (明細書 / 診療明細書) = details of what was charged

For insurance claims, do not assume one document replaces another.
Keep all originals unless your insurer clearly says otherwise.

Tip

If you need an English receipt or English medical paperwork, ask before you leave the payment counter.

Also, keep in mind that an English translation may help you understand the documents, but acceptance for insurance filing depends on your insurer’s rules.

Step-by-step: what to collect and when

1) Before you go

Prepare:

  • your passport or ID
  • your insurance policy number or certificate
  • a note with your hotel address, emergency contact, allergies, and current medicines
  • your insurer’s claim instructions
    even a screenshot is fine

If possible, contact your insurer first and ask:

  • Do you require an itemized statement?
  • Do you require a medical certificate / doctor’s note?
  • Do you need the documents in English, or is translation acceptable?
  • Do you require original documents?

2) At the clinic or hospital cashier

Before leaving, try to get the following.

A) Receipt (領収書)

Keep the original.
Some hospitals and clinics state that receipts cannot be reissued.

If you need the receipt in English, ask during payment, not later.

B) Itemized statement / breakdown (明細書 / 診療明細書)

This shows what you were charged for, such as:

  • consultation
  • tests
  • imaging
  • procedures
  • medication-related costs

Some places issue it automatically. Some do not.
Even if it is not offered, ask for it.

C) Invoice / bill (請求書) — if issued separately

Some institutions may issue a separate invoice / bill.
Others may issue a combined invoice-and-receipt form instead.

If you receive one, keep it together with the receipt and itemized statement.

D) Medical certificate / diagnosis note (診断書) — only if needed

Insurers vary.

If your insurer requires a doctor’s note, diagnosis note, or medical certificate, request it before you leave, because:

  • it may take time
  • it may involve an additional fee
  • it may need to be collected later

3) At the pharmacy

If you received a prescription and filled it at a pharmacy, collect:

✅ Pharmacy receipt
✅ Any itemized dispensing statement, if issued
✅ Medication information sheet, if available
✅ Any packaging labels showing drug names
Photos are also helpful.

A pharmacy document may look different from a hospital document.
For example, you may receive:

  • a pharmacy receipt
  • an itemized dispensing statement
  • a medication information sheet

Keep them all.

4) Back at your hotel: make a backup immediately

Do this as soon as possible:

  • take clear photos of every document
  • photograph both front and back where relevant
  • save files with clear names

For example:

  • 2026-03-07_Hospital_Receipt.jpg
  • 2026-03-07_Itemized_Statement.pdf
  • 2026-03-07_Pharmacy_Receipt.jpg

Also keep any digital proof of payment, such as:

  • card transaction screenshots
  • email receipts
  • payment app records

What to say: simple English + Japanese keywords

At the cashier

“Could I have a receipt and an itemized statement, please? I need them for insurance.”

Japanese keywords:

  • Receipt = 領収書 (ryōshūsho)
  • Itemized statement = 明細書 / 診療明細書 (meisaisho / shinryō meisaisho)

If you also need the invoice or bill

“Could I also have the invoice or billing document, if there is one?”

Japanese keyword:

  • Invoice / bill = 請求書 (seikyūsho)

If the institution uses a combined format, the document may be:

  • 請求書兼領収書
    (seikyūsho ken ryōshūsho)
    = invoice and receipt combined

If you need English documents

“Could you issue the receipt in English, please?”

You can also ask:

“Do you have an English version of the receipt or itemized statement?”

If your insurer needs a doctor’s note

“My insurer requires a medical certificate / doctor’s note. Can I request one?”

Japanese keyword:

  • 診断書 (shindansho)

Common pitfalls

Read this once. It can save you time and money later.

1) Losing the original receipt

Some hospitals clearly state that receipts may not be reissued.

2) Getting only a receipt, but no itemized statement

Insurers often want more detail than a simple payment receipt.

3) Forgetting pharmacy documents

Medication costs can be a large part of the total claim.

4) Assuming cashless service means no paperwork

Even when the insurer pays directly, you should still keep your own records.

5) Assuming receipt, invoice, and itemized statement are the same thing

They are not always interchangeable. Keep all related documents.

6) Leaving without asking for required certificates

If your insurer needs a diagnosis note or certificate, getting it later may be slower and more expensive.

FAQ

Do I need these documents even if my insurance is cashless?

Often, yes.
Cashless service may handle payment, but your own records still matter for follow-up questions, disputes, exclusions, or later reimbursement issues.

Are receipts really important in Japan?

Yes.
Some hospitals and clinics clearly warn that receipts may not be reissued.

Can I request an English receipt?

Sometimes, yes.
Ask at the payment counter before leaving.

Do I always need an itemized statement?

Not always, but it is often useful, and some insurers specifically ask for it.
It is safer to get one whenever possible.

Do I always need a diagnosis note or medical certificate?

No.
This depends on your insurer and the type of claim.

Can I use a translation instead of the original document?

Sometimes, but not always.
Some insurers accept translations for reference, while others may require original-language documents, specific forms, or additional supporting records. Check with your insurer directly.

Related pages