Foreign residents living in Japan may need to visit a city hall or ward office for various procedures.
For many people who are new to Japan, city hall procedures can feel confusing at first.
This guide explains the most common situations where foreign residents may need to visit city halls or ward offices.
Click here for information about resident registration.
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What You Will Learn
- Main procedures handled at city halls and ward offices
- Address registration after arriving in Japan
- Moving procedures and address changes
- When residence certificates are needed
- National Health Insurance procedures
- My Number card and seal registration
- Important procedures before leaving Japan
1. What Are City Halls and Ward Offices?
City halls and ward offices are government offices that manage local administrative services.
Foreign residents staying in Japan for a medium or long period are also required to complete certain procedures there.
For example, people living in Osaka City usually use the ward office of the ward where they live.
2. After Arriving in Japan and Finding a Place to Live
Once you arrive in Japan and decide where you will live, you usually need to complete address registration at your local city hall or ward office.
Medium and long-term residents are generally required to report their address within 14 days after moving into their residence.
After registration, your Japanese address will be written on the back of your residence card.
Documents Often Required
- Residence card
- Passport
- Documents showing your address
- Student ID or admission letter (if necessary)
After completing address registration, it becomes easier to open bank accounts, sign phone contracts, and complete school or work procedures.
Important:
If your residence card does not show your Japanese address, opening a bank account or signing mobile phone contracts may become difficult.
3. When Moving to Another City or Municipality
If you move to another city, ward, or municipality, you usually need to complete both moving-out and moving-in procedures.
At your current city hall or ward office, you submit a moving-out notification.
After moving, you submit a moving-in notification at your new local office.
Documents Often Required
- Residence card
- ID documents
- My Number card (if you have one)
- National Health Insurance card or qualification document
- Moving-out certificate (if issued)
Updating your address properly is very important because it affects your residence registration and other official records.
4. When Moving Within the Same City
If you move within the same city or municipality, you usually submit a “change of address” notification instead of a moving-out procedure.
Procedures may differ depending on the local government, especially in large cities. Always check your local office’s instructions after moving.
5. When You Need a Residence Certificate
A residence certificate, called “Juminhyo” in Japanese, is an official document showing your address, name, and other registered information.
Foreign residents who complete resident registration can also obtain residence certificates.
Residence certificates are often required for:
- Apartment contracts
- Bank account applications
- School procedures
- Employment paperwork
- Mobile phone contracts
- Various official applications
Some municipalities also allow people with My Number cards to obtain certificates at convenience stores.
6. Joining National Health Insurance
Foreign residents staying in Japan for more than three months may need to join National Health Insurance. (If they are not covered by company insurance.)
National Health Insurance helps reduce medical costs when visiting hospitals or clinics.
Documents Often Required
- Residence card
- Passport
- My Number information
- Proof of address registration
- Documents showing loss of previous insurance (if necessary)
International students and people without company insurance should confirm procedures at their local office.
7. Leaving National Health Insurance
If you start working and join company insurance, or if you leave Japan permanently, you may need to complete procedures to leave National Health Insurance.
If you do not complete the procedure properly, insurance bills may continue to arrive even after leaving Japan.
8. My Number Procedures
After registering your address in Japan, you receive a My Number.
This number is used for taxes, social insurance, and administrative procedures.
People who create a My Number card can use it as an official ID.
If your address changes, you should also update the address on your My Number card.
9. Seal Registration
Seal registration allows you to officially register your personal seal (hanko). Registered seals may be required for important contracts.
Foreign residents with resident registration may also be able to register seals. Although rules differ depending on the municipality.
Seal registration certificates may be needed for:
- Car purchases
- Property contracts
- Important legal agreements
10. Tax Consultations and Payments
Local taxes such as resident tax may also involve city halls or ward offices.
People who work in Japan and earn income may receive resident tax notices the following year.
If you plan to change jobs, leave Japan, or stop working, it is important to confirm payment procedures.
11. Before Returning to Your Home Country
Before leaving Japan permanently, certain procedures at city halls or ward offices may still be necessary.
Common procedures include:
- Moving-out notification for leaving Japan
- Leaving National Health Insurance
- Final tax or insurance payments
- Checking My Number card procedures
The period before leaving Japan can become very busy due to apartment move-out procedures.
Please don’t forget about utility cancellations, and banking matters.
Common Items to Bring
- Residence card
- Passport
- My Number card or notification
- Student ID or employee ID
- Rental contract or proof of address
- Personal seal (hanko)
- Health insurance card
If you are worried about Japanese language communication, you may also ask schools or friends companies for support.
Some municipalities offer multilingual assistance or interpretation services.
Conclusion: City Hall Procedures Are an Important Part of Life in Japan
Foreign residents living in Japan may need to visit city halls or ward offices for many important procedures.
Such as address registration, moving notifications, National Health Insurance, residence certificates, and My Number updates.
Address registration after arriving in Japan and updating addresses after moving are especially important.
Many procedures also have deadlines, so early preparation is recommended.
If you receive official documents you do not understand, try not to ignore them. Checking early can help prevent future problems.
Need Help With Procedures in Japan?
willow supports foreign residents in Japan with apartment searches, move-in support, utility setup, and daily life guidance.
If you need help with city hall procedures, residence certificates, bank accounts, or daily life in Japan, feel free to contact us anytime.
Feel free to contact us on LINE for support with daily life in Japan and apartment search!
