City Hall 101: Registering Your Address and Utilizing Local Services in Japan
Just moved in? This guide shows you how to register your address, update your Residence Card and My Number, join health insurance and pension, set up mail forwarding, and tap useful city services like libraries, trash collection, and disaster prepโstep by step, with deadlines and documents.
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Why City Hall matters when you move
In Japan, your local city/ward office is your โhome base.โ It records your address, connects you to health insurance and pension, issues certificates youโll need for banks and mobile plans, and offers daily-life services from trash collection to disaster information. Japanโs system is decentralized: prefectures and municipalities share duties, with municipalities handling most resident-facing tasks.
Throughout this guide, youโll see internal links to related Japan Handbook articles (blue text). Theyโre optional reads you can open in a new tab as you go: Understanding Japanese Addresses, How to Pay Bills in Japan, Moving Companies in Japan, Garbage and Recycling in Japan.
Address registration basics and deadlines
Moving into a new municipality or ward
Submit a โmoving-in notificationโ (่ปขๅ
ฅๅฑ tennyลซ todoke) at your new city/ward office within 14 days of actually moving. Bring your Residence Card, Moving-Out Certificate (if applicable), and My Number (Individual Number) cards for all moving family members.
Moving within the same municipality
Submit a โchange of address notificationโ (่ปขๅฑ
ๅฑ tenkyo todoke) at the same office within 14 days.
Moving out of your current municipality
File a โmoving-out notificationโ (่ปขๅบๅฑ tenshutsu todoke) before you leave (or as soon as possible) to receive a Moving-Out Certificate to take to your new city/ward. You can now file the moving-out notice online via MynaPortal if you have a My Number Card with a valid electronic certificate; youโll still visit the new office in person to complete moving-in.
Mid/long-term foreign residents
If you hold a Residence Card, you also must report your new address within 14 days (the city/ward office updates the address on the back of your card as part of your registration). This is required by the Immigration Services Agency.
Tip: Address formats can be confusing at first. Keep our primer handy: Understanding Japanese Addresses.
Quick checklist: what to bring to City Hall
- Residence Card(s) for all movers (mid/long-term residents)
- My Number Card(s), if you have them (the office updates the address)
- Moving-Out Certificate (if you changed municipalities)
- Passport(s) (often helpful as ID)
- Lease/contract or proof of new address (some offices may ask)
- Your personal seal (inkan), if you plan to register it the same day (optional but useful)
One-page cheat sheet: move notifications and where to go
| Task | Who must do it | Where to file | Deadline | Core documents |
|---|---|---|---|---|
| Moving-in notification (่ปขๅ ฅๅฑ) | Anyone who moved into a new municipality/ward | New city/ward office | Within 14 days of moving | Residence Card(s), Moving-Out Certificate, My Number Cards (if any) |
| Change of address (่ปขๅฑ ๅฑ) | Anyone who moved within the same city/ward | Same city/ward office | Within 14 days | Residence Card(s), My Number Card(s) |
| Moving-out notification (่ปขๅบๅฑ) | Anyone leaving a city/ward | Current city/ward office or MynaPortal (online) | Before move (or promptly) | ID; results in a Moving-Out Certificate (or e-notification) |
| Residence Card address update | Mid/long-term foreign residents | City/ward office (done during registration) | Within 14 days | Residence Card(s) |
| My Number address update | Anyone with a My Number Card | City/ward office | Within 14 days | My Number Card(s) |
Health insurance: enroll right after you register
Japan uses universal public health insurance. If you are not covered by employer-sponsored insurance, you must join National Health Insurance (NHI) at your city/ward office. The Ministry of Health, Labour and Welfare notes that notifications (joining/leaving) should be submitted within 14 days. Many wards provide English leaflets for foreign residents.
- If you start a job with shakai hoken (employeesโ insurance), your employer handles enrollment; otherwise, join NHI at City Hall.
- Bring: Residence Card, My Number, passport, and proof you left your previous insurer (if applicable).
- Premiums vary by income and household; your ward will send a bill or set up auto-pay.
- Youโll receive a health insurance card (paper or integrated with My Number in some cases) after enrollment.
Related reading: Health Insurance in Japan, How to Pay Bills in Japan.
Pension: who needs to register
If you are between 20 and 59 and have an address in Japan, you are generally part of the National Pension system (unless enrolled in Employeesโ Pension through your employer). If your My Number and pension number are linked, most address changes update automatically; if not, filings may be needed (the Pension Service explains exceptions).
- Employees: your company usually handles pension registration through payroll.
- Self-employed, students, or dependents: confirm your category and register at City Hall or via the Pension Office.
My Number Card: update the address on the card
When you move, update the address printed on your My Number Card within 14 days at City Hall. This ensures your card remains valid and lets you use MynaPortal services smoothly.
Also good to know:
- You can file moving-out online via MynaPortal if you have a My Number Card with valid electronic certificates; youโll still present a card at the new office for moving-in.
- Some services increasingly use My Number for faster verification (for example, health insurance integration).
Certificates youโll likely need (and how to get them)
Residence Record (ไฝๆฐ็ฅจ juminhyo)
This is the official certificate of your address and household. Banks, mobile carriers, schools, and licensing centers often ask for it. You can obtain it at City Hall (many cities also offer convenience-store printing with My Number).
Seal registration certificate (ๅฐ้็ป้ฒ่จผๆๆธ)
If you register a personal seal (inkan), you can obtain a certificate of seal impressionโcommonly needed for large purchases and certain contracts. Minato City publishes a clear English guide to who needs it and how to register.
Youโll see โCertificatesโ listed on your wardโs resident registration page; many now support convenience-store issuance.
Internal link: Opening a Bank Account in Japan.
Mail forwarding: donโt miss important letters
Japan Post will forward mail from your old address to your new one free for one year when you submit a tenkyo todoke (relocation/forwarding) at a post office counter or online (e-่ปขๅฑ ). The forwarding period starts from the submission date. Apply early so forwarding activates in time.
- Online applications require a verified Yลซ-ID (Japan Post ID).
- Japan Post states domestic forwarding is available for one year; international forwarding is not provided.
Related: Changing Your Address with Japan Post.
Waste disposal rules and recycling: where to find the rules
Each city/ward sets its own rules for separating recyclables and household waste, and many publish English guidebooks and schedules. For example, Minato City provides an English Waste Sorting Guidebook and a concise โWaste Disposal Rules and Recyclingโ page in English. Your ward will have a similar page.
- Bulky waste (็ฒๅคงใใฟ) usually requires advance booking with your wardโs bulky-item center, and a fee. Book early; slots can fill up.
Internal links to help plan: Furnishing Your Japanese Apartment on a Budget, Cleaning Your Japanese Apartment.
Disaster preparedness: know your local resources
Tokyoโs official Disaster Preparedness Guide (English) explains earthquakes, evacuation, and what to keep in your go-bag. Your municipalityโs disaster page lists evacuation sites and hotlinesโbookmark it on your phone.
City Halls also host community drills and distribute booklets; if youโre in Tokyo, check the TMG disaster website.
Related: Earthquake Safety at Home.
Family services you can access at City Hall
City/ward offices provide a wide range of child and family services:
- Child Allowance & related benefits: Applications are handled at your wardโs child/family desk; details vary by ward (Minato lists allowances like Jidล Fuyล Teate). See MHLW for system overviews.
- Immunizations and checkups: Municipalities schedule infant health checkups and vaccinations; Minatoโs English page outlines free checkups and contacts, and publishes vaccine schedules. Ask at City Hall after registering.
- Libraries and cultural services: Register for a library card to borrow books and use study spaces; ward sites list branches and how to sign up.
Driverโs license: update your address after you move
If you hold a Japanese driverโs license, update the address at a police station, license center, or license renewal center. The Tokyo Metropolitan Police page lists locations and documents (e.g., Residence Card, My Number Card, or a recent resident record). If you use the integrated โMy Number ร licenseโ service, some address changes can be streamlined.
Internal link: Renting a Car in Japan.
Putting it all together: your first-week action plan
- Day 1โ3: File move notifications.
Go to your city/ward office to submit your moving-in or change-of-address notification and get the address stamped on your Residence Card. Update the address on your My Number Card, too. - Day 3โ5: Health insurance & pension.
If you donโt have employer insurance, join National Health Insurance at City Hall within 14 days. Confirm your pension category (employed vs. self-employed/student). - Day 3โ7: Mail forwarding and certificates.
Submit Japan Post forwarding (online or at a post office). Pick up a juminhyo (Residence Record) if youโll open a bank account or sign more contracts. - Week 1: Waste & safety.
Download your wardโs waste guide and note pickup days; book bulky waste if needed. Save your wardโs disaster page and TMGโs guide. - Week 2: Optional extras.
Register a personal seal (if you anticipate major contracts), get a library card, and update your driverโs license address if you have one.
Table: Typical city hall counters and what they handle
| Counter name (may vary) | What it handles | Examples of documents you can get/do |
|---|---|---|
| Resident Registration | Moving-in/out/within notifications, Residence Card address update, My Number address update | Juminhyo (Residence Record), address updates on card faces, household changes |
| National Health Insurance | Enrollment, withdrawal, premium inquiries | NHI enrollment/eligibility, premium notices, insurance card |
| Pension | Category confirmation, student/special payment options | National Pension guidance and filings if needed |
| Children & Family | Child allowances, checkups, daycare info | Jidล teate guidance; infant checkups and vaccination schedules |
| Certificates | Issuance of resident records, seal certificates | Juminhyo, certificate of seal impression (after inkan registration) |
| Waste & Environment | Trash rules, recycling, bulky waste | Waste sorting guidebooks; bulky waste booking support |
| Disaster Prevention | Local evacuation info, disaster maps | TMG disaster guide pointers; local hazard maps |
Frequently asked questions
โDo I really have to go in person?โ
You can file moving-out online via MynaPortal, but moving-in still requires an in-person visit at the new municipality (someone moving must present a My Number Card).
โWhat if Iโm late?โ
Offices can still process your move, but deadlines (like 14 days for address notifications) are legally specified. Aim to complete filings on time to avoid complications with benefits and mail.
โCan I forward mail overseas?โ
Japan Post forwards domestic mail for one year, but does not forward abroad. Consider changing addresses directly with banks, carriers, and services in addition to forwarding.
โDo I need a personal seal?โ
Not for daily life, but some high-value contracts or notarized documents may ask for a registered seal and seal certificate. Many municipalities publish clear guides in English.
Final thoughts
City Hall visits may feel daunting, but once you know the flowโregister address โ update cards โ join insurance/pension โ forward mail โ learn local rulesโyouโll settle in quickly. Bookmark your wardโs pages and keep key certificates handy. When youโre ready for the next steps, explore: Setting Up Utilities in Japan, Buying Furniture for Less, and Getting Along With Neighbors.
Disclaimer
This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.
