When you start living in Japan, one of the first challenges is dealing with city hall procedures.
- What should I do first?
- Are there deadlines?
- What documents do I need?
- What if I don’t speak Japanese well?
Don’t worry. Japan’s administrative procedures follow clear rules. If you understand the correct order and prepare the right documents, the process becomes much easier.
目次
1. Register Your Address Within 14 Days
Resident Registration (Moving-in Notification)
Deadline: Within 14 days of moving into your new address in Japan.
Where: Your local city hall or ward office.
Bring:
- Residence card
- Passport
- Your address information
Real Example: Missed Deadline
A resident from Bangladesh delayed registration for one month due to work. At city hall, they were reminded that registration must be completed within 14 days. There was no large fine, but an explanation was later required during visa renewal.
Tip: Go to city hall as soon as possible after moving in.
2. Why Is a Residence Certificate Important?
After registration, you can obtain a Residence Certificate (Juminhyo). This document is often required for:
- Opening a bank account
- Signing a mobile phone contract
- Applying for a credit card
- Daycare or school registration
Real Example: Bank Account Rejected
A resident from Nepal went to the bank before completing registration. The bank required a residence certificate, so they had to return to city hall first.
Correct order: 1) Register address → 2) Get residence certificate → 3) Open bank account
3. My Number (Individual Number System)
After registration, your My Number notification will be mailed to your address.
Real Example: Threw Away the Letter
A resident mistakenly discarded the My Number notification letter, thinking it was junk mail. Reissuance required identity verification and another city hall visit, causing delays.
Tip: Keep all My Number documents safely.
4. National Health Insurance Enrollment
If you are not enrolled in company insurance, you must join National Health Insurance at city hall.
Real Example: Paid 100% at the Hospital
A resident who had not yet enrolled in insurance paid 18,000 yen in full at a clinic. Because they were not insured at the time, the money could not be refunded.
Tip: Confirm insurance enrollment immediately after resident registration.
Insurance premium estimate:
- Students: about 1,000–3,000 yen per month
- Working residents: varies by income (often several thousand yen or more)
5. Pension System (Nenkin)
Residents aged 20 and over are generally required to join Japan’s pension system.
Real Example: Shocked by Pension Bill
A student received a pension bill of about 16,000 yen per month and panicked. After consulting city hall, they applied for the student exemption system and were approved.
Tip: Do not ignore pension notices. Ask about exemption options if needed.
6. Moving to a New Address in Japan
Moving within the same city:
Submit a change-of-address notification within 14 days.
Moving to a different city:
- Submit a move-out notification at your old city hall
- Submit a move-in notification at your new city hall
Real Example: Forgot Move-Out Procedure
A resident moved to a new city without filing a move-out notice first. They had to return to their previous city hall before completing registration in the new city.
Tip: File your move-out notice before relocating.
7. Updating Address on Your Residence Card
After moving, your new address must be recorded on the back of your residence card at city hall.
Failure to update may cause issues during visa renewal.
8. Child Allowance and Family Benefits
Real Example: Missed Child Allowance
A parent did not apply for child allowance and missed several months of payments. Child allowance is typically around 10,000–15,000 yen per month depending on the child’s age.
Tip: If you have children, confirm eligibility at city hall.
9. Resident Tax (Even for Part-Time Workers)
Real Example: Unexpected Tax Bill
A student working part-time received a resident tax bill of around 30,000 yen after exceeding a certain income level.
Tip: Higher income may result in resident tax obligations.
10. Common City Hall Mistakes
- Forgetting required documents and needing a second visit
- Not knowing city hall is usually open only on weekdays (8:30–17:00)
- Forgetting to take a waiting number ticket
Tip: Check your city’s website before visiting.
11. If You Don’t Speak Japanese Well
Many municipalities offer:
- Multicultural support desks
- Interpreter services
- “Easy Japanese” support
You can say:
“I don’t speak Japanese very well. Is there an interpreter available?”
Checklist: Essential Procedures for Foreign Residents
- Resident registration (within 14 days)
- Obtain residence certificate
- Enroll in health insurance
- Keep My Number documents
- Confirm pension status or apply for exemption
- Open bank account
- Complete move-out/move-in procedures when relocating
- Update residence card address
- Apply for child benefits if applicable
Conclusion
Japan’s city hall procedures may seem complicated at first, but they are structured and predictable.
If you:
- Follow deadlines
- Prepare documents
- Complete procedures in the correct order
- Ask questions when unsure
You can avoid most problems.
City hall is not a place to fear—it is a place designed to support your life in Japan.
Start with Housing in Japan
Administrative procedures are important, but your life in Japan begins with finding a place to live.
Learn how to rent an apartment, avoid hidden fees, and handle guarantor requirements as a foreign resident.
Read: https://jirojournal.com/how-to-rent-an-apartment-in-japan-as-a-foreigner-a-practical-guide-to-avoid-housing-trouble/