Visiting your local city or ward office is one of the first things you must do after moving into a Japanese apartment. This guide covers the required registrations, what documents you need, and what services you can access once registered.
Why City Hall Registration Matters
In Japan, your official address is maintained in the jūmin kisai jikō (住民基本台帳) — the Basic Resident Register. Almost everything administrative in Japan flows from this registration: health insurance, pension, tax, voting (for permanent residents), school enrollment, and access to municipal services. It is legally required for foreign residents with a visa of 3 months or more to register their address within 14 days of moving in.
Step 1: Moving In Notification (転入届 Ten’nyū-todoke)
When you move to a new address in Japan — whether arriving from abroad or moving within Japan — you submit a moving-in notification (転入届) at the municipal office of your new address.
Documents required:
- Residence card (在留カード) — mandatory for foreign residents
- Passport
- New lease agreement or confirmation of new address
- If moving from another municipality in Japan: the deregistration certificate (転出証明書) from your previous municipal office
After submitting, your new address is recorded on your residence card. Bring your card — staff stamp or update it with your new address on the spot.
Step 2: National Health Insurance Enrollment (国民健康保険)
If you are not covered by employer health insurance (社会保険 shakai hoken), you must enroll in National Health Insurance (国民健康保険 kokumin kenkō hoken, or NHI) at the same city hall visit. NHI premiums are income-based; coverage is 70% of medical costs (you pay 30% at point of care).
Documents needed: residence card, passport. Bring your bank account details if you want to set up automatic payment.
Note: NHI enrollment and premium details are administered locally and vary by municipality. City hall staff will explain your specific premium calculation.
Step 3: National Pension Registration (国民年金)
Foreign residents aged 20–59 are required to enroll in Japan’s National Pension (国民年金 kokumin nenkin) unless covered by employer pension (厚生年金). City hall handles initial enrollment. Premium as of 2024–2025: approximately ¥16,980/month.
Low-income exemption applications are available at the same counter — ask if your income is below the threshold.
Residence Certificate (住民票 Jūminhyō)
Once registered, you can obtain a residence certificate (住民票) — a document proving your current address in Japan. You’ll need this frequently:
- Opening a bank account
- Applying for a driver’s license
- Registering for services requiring address proof
- Some rental applications
- School enrollment
How to get one:
- At the city hall counter: request form + ¥200–¥300 per copy. Bring residence card and photo ID.
- At konbini: With a My Number card, print directly from the multifunction machine at 7-Eleven, FamilyMart, or Lawson. Available 24/7. ¥200 per copy.
- Online (Myna Portal): Request digital copies if My Number card is configured for online services.
What Else City Hall Offers
Japanese municipal offices handle a wide range of services relevant to residents:
- My Number card issuance: Apply at city hall or online. Collect at city hall.
- Seal registration (印鑑登録 inkan tōroku): Register a personal stamp for legal documents. Required for some contracts and financial transactions.
- Marriage/birth/death registration: All civil status registration happens at city hall.
- Tax consultation (市民税・区民税): Local tax inquiries and payment arrangements.
- Childcare and school enrollment: Applications for nursery, kindergarten, and elementary school.
- Welfare and support services: Low-income support, disability services, elderly care inquiries.
Language Access at City Hall
Most major city halls have multilingual support or interpretation services:
- Tokyo’s 23 wards typically have English-speaking staff at foreigner registration counters
- Osaka City Hall has multilingual support counters (English, Chinese, Korean, Vietnamese, Spanish)
- Smaller municipalities may use tablet interpretation services (タブレット通訳)
- Bring a translation app as backup — Google Translate camera works well on Japanese forms
Arrive early: city halls are busy in the morning and especially on weekdays following holidays. The foreigner registration or consultation counter (外国人相談窓口) is the right desk to start at.
City Hall Hours
Standard hours: weekdays 8:30 AM–5:15 PM (varies by municipality). Many urban ward offices offer extended hours one evening per week and limited Saturday service. Check your specific municipality’s website for hours.
Administrative procedures, required documents, and fees vary by municipality and change periodically. Verify current requirements with your local city or ward office before visiting.