How to Register at City Hall in Japan — Moving-In, Documents & Everything to Do in One Trip

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What Is City Hall Registration?

When you move to Japan on a mid-to-long-term visa, you’re required by law to register your address (住民登録 / jūmin tōroku) at the municipal office for your area. In Tokyo’s 23 wards, this means your ward office (区役所 / kuyakusho).

This isn’t just bureaucracy. Your address registration connects you to:

• Health insurance (国民健康保険 or employer’s insurance)
• Pension (国民年金)
• My Number assignment
• Voting rights (for those who qualify)
• Tax obligations
• Children’s school enrollment

Without registration, you can’t get a bank account, sign a phone contract, or access most government services. It’s the foundation of your legal life in Japan.

The 14-Day Rule

You must file a 転入届 (tennyu todoke / moving-in notification) within 14 days of moving into your new address. This applies whether you’re:

• Arriving in Japan for the first time
• Moving from one ward to another within Tokyo
• Moving from another city/prefecture to Tokyo

Failing to register within 14 days can result in a fine of up to ¥50,000 (Immigration Control Act). In practice, the ward office won’t refuse you if you’re a few days late, but don’t push it.

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First-Time Arrival in Japan

If you just arrived in Japan on a work visa, student visa, or other mid/long-term visa, here’s your process:

What to Bring to the Ward Office

Item	Japanese Name	Notes
Residence card	在留カード	Issued at the airport (Narita, Haneda)
Passport	パスポート	With your visa stamp
My Number card or notification	マイナンバーカード / 個人番号通知書	If you have one from a previous stay
Proof of address (if available)	住所を確認できるもの	Apartment contract, or a letter addressed to you

Note: If this is your very first time in Japan, you won’t have a My Number yet — you’ll receive it after completing this registration. A My Number notification will be mailed to your registered address in 2–3 weeks.

Step-by-Step at the Ward Office

Step 1: Enter the ward office and find the 住民課 (Residents’ Affairs Division)

Look for signs that say 住民異動届 (jūmin idō todoke / resident change notification) or 転入届 (moving-in notification). Most ward offices have floor guides in English. If lost:

You: 「転入届をしたいんですが」 (Tennyu todoke wo shitain desu ga / “I’d like to file a moving-in notification”)

Staff will direct you to the correct window.

Step 2: Fill out the 転入届 form

The form asks for:

• Name (as on your residence card)
• Date of birth
• Nationality
• New address (apartment name, room number — be exact)
• Previous address (your country, or previous Japanese address)
• Date you moved in
• Household members moving with you

Some ward offices have forms in English or staff who can help you fill it out. If not, ask: 「英語のフォームはありますか?」 (Eigo no fōmu wa arimasu ka? / “Do you have an English form?”)

Step 3: Submit and wait

Hand the form and your documents to the staff. They’ll process it and stamp your residence card with your new address on the back. This takes 15–30 minutes.

Step 4: Your residence card is updated

Your new address is now printed on the back of your 在留カード. This address is your legal residence in Japan.

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What Else to Do in the Same Trip

Don’t leave the ward office yet. Handle everything in one visit:

1. National Health Insurance (国民健康保険)

If you’re not covered by employer’s health insurance (会社の健康保険), you need to enroll in National Health Insurance (NHI). Go to the NHI window (国民健康保険課) after your address registration.

Bring: Your freshly updated residence card.

Monthly premiums: Based on your income from the previous year. For your first year in Japan (no prior income), premiums are minimal — around ¥2,000–¥5,000/month depending on the ward.

Since December 2025, your My Number Card serves as your health insurance card. If you don’t have one yet, you’ll receive a 資格確認書 (eligibility certificate) as a temporary substitute.

2. National Pension (国民年金)

All residents aged 20–59 must enroll in the National Pension (国民年金). The ward office pension window (年金課) handles enrollment.

Monthly payment: ¥16,980 (2025 rate). Students and low-income residents can apply for exemptions (免除申請).

3. My Number Address Update

If you already have a My Number Card from a previous stay, the ward office will update your address on it during the registration process. If this is your first time, your My Number notification document will arrive by mail in 2–3 weeks.

4. Get a Residence Certificate (住民票)

While you’re there, request a 住民票の写し (jūminhyō no utsushi / copy of residence certificate). You’ll need this soon:

• Apartment contract finalization
• Bank account opening
• Visa renewal
• Some employer onboarding processes

Cost: ¥300 per copy. Get 2–3 copies.

Staff: 「住民票が欲しいんですが」 (Jūminhyō ga hoshiin desu ga / “I’d like a residence certificate”)

Tip: Once you have a My Number Card, you can print 住民票 at any 7-Eleven, Lawson, or FamilyMart — no need to visit the ward office again. See our My Number Card guide.

5. Inkan Registration (印鑑登録) — Optional but Recommended

An inkan (印鑑) is a personal seal used to stamp documents instead of signing. Registering your inkan at the ward office (印鑑登録) gives it legal weight — equivalent to a legal signature for contracts, banking, and property transactions.

Do you need one? Not strictly. Many banks and landlords accept signatures from foreign residents. But having a registered inkan makes life smoother for:

• Opening bank accounts at traditional banks (Mizuho, MUFG, SMBC)
• Signing apartment leases
• Buying property
• Car ownership transfers

Where to buy: Hanko shops (はんこ屋) near most ward offices. Price: ¥1,000–¥5,000 for a basic seal. Takes 15–30 minutes to make. Get one with your name in katakana — easiest for foreigners.

Registration: Bring the seal and your residence card to the ward office. Free to register. You’ll receive an 印鑑登録証 (inkan tōrokushō / seal registration card) — keep this safe.

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Moving Between Wards (Within Tokyo)

If you’re moving from one ward to another within Tokyo, you need two steps:

Step 1: File 転出届 (Moving-Out Notification) at Your OLD Ward Office

Go to the ward office of the place you’re leaving. File a 転出届 (tenshutsu todoke).

Bring: Residence card, My Number Card (if you have one).

You’ll receive: A 転出証明書 (tenshutsu shōmeisho / moving-out certificate). Keep this — you need it for Step 2.

Timing: Do this before you move, or within 14 days after. Some wards allow filing up to 2 weeks before your move date.

Online option: Many Tokyo wards now accept 転出届 via マイナポータル (MynaPortal) if you have a My Number Card. File from home, skip one trip.

Step 2: File 転入届 (Moving-In Notification) at Your NEW Ward Office

Go to the ward office of the place you’re moving to. File a 転入届 (tennyu todoke).

Bring:

• Residence card
• 転出証明書 (from Step 1)
• My Number Card or notification
• Passport

This must be done within 14 days of your move date.

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Moving from Another Prefecture to Tokyo

Same process as ward-to-ward:

1. File 転出届 at your old city/town hall
2. Get 転出証明書
3. File 転入届 at your new Tokyo ward office within 14 days

If you filed your 転出届 via MynaPortal, you don’t need a paper 転出証明書 — the new ward office can verify electronically.

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Pitfalls: Don’t Make These Mistakes

Don’t Miss the 14-Day Deadline

This is the #1 mistake. You just arrived, you’re jet-lagged, you’re apartment hunting, and suddenly 14 days are gone. The ward office can fine you up to ¥50,000. More practically, you can’t get a bank account, phone, or insurance until you register.

Rule: Go to the ward office within your first week. Don’t wait.

Don’t Forget to Do 転出届 First (When Moving Between Wards)

If you show up at the new ward office without a 転出証明書 from the old ward, they can’t process your 転入届. You’ll be sent back. That’s a wasted trip.

Rule: Old ward first, then new ward. Always.

Don’t Go on a Busy Day Without Preparation

Monday mornings and days after holidays are the busiest. March and April (moving season) have the longest waits — up to 2 hours.

Best times:

• Tuesday–Thursday, 10:00 AM–2:00 PM
• Avoid the first and last week of the month
• Some wards have online reservation systems — check your ward’s website

Don’t Assume English Support

Some large wards (Shinjuku, Shibuya, Minato) have multilingual staff or interpreter services. Many smaller wards don’t. Check your ward’s website for:

• Foreign language support days (外国語対応日)
• Interpreter availability
• English forms

If no English support is available, bring a Japanese-speaking friend or use Google Translate’s camera mode on the forms.

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If Something Goes Wrong

Problem	Cause	Solution
Ward office says they can't process my 転入届	Missing 転出証明書 from previous ward	Go to your old ward office first to get the 転出証明書, then return.
I missed the 14-day deadline	Delayed arrival, apartment hunting took too long	Go anyway — register ASAP. You may receive a 過料 (fine) notice but usually the ward is lenient for first-time foreign residents.
I don't have my apartment contract yet	Still staying at a temporary address (hotel, friend's place)	You can register your temporary address and change it later when you find permanent housing. Some wards require a letter from your host.
Staff can't understand me	No English support at this ward office	Use Google Translate app with camera mode on forms. Or call your ward's foreign resident helpline — many have one.
My residence card address is full (no space for new address)	You've moved many times	The ward office will attach a sticker or issue an address update sheet. No need for a new card.

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Ward Office Operating Hours

Day	Hours	Notes
Monday–Friday	8:30 AM–5:00 PM	Standard for all wards
Saturday	Varies by ward	Shinjuku, Shibuya, Minato: some Saturday mornings
Sunday / Holidays	Closed	No exceptions

Extended hours: Some ward offices (Shinjuku, Toshima) have extended hours until 7:00 PM on certain weekdays. Check your specific ward.

Reservation systems: Setagaya, Shibuya, and several other wards offer online appointment booking. Highly recommended during busy periods.

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FAQ

Q: I just arrived at the airport. When do I go to the ward office?

A: After you have a place to live and an address to register. Most people go within the first week. You must go within 14 days of moving into your address — not 14 days from landing.

Q: Can someone else register for me?

A: Yes, with a 委任状 (ininjo / power of attorney). The person must bring your documents and their own ID. But it’s simpler to go yourself — you’ll need to set up insurance and pension anyway.

Q: I’m moving in with my Japanese spouse. Do we file separately?

A: You file together as one household (世帯). Both names go on the 転入届. Your spouse should also bring their ID and 住民票.

Q: How do I change my address later if I move within the same ward?

A: File a 転居届 (tenkyo todoke / address change notification) at the same ward office. No 転出届 needed. Bring your residence card and My Number Card.

Q: I need a 住民票 but can’t go during business hours. What do I do?

A: If you have a My Number Card, use the convenience store printing service (コンビニ交付). Available 6:30 AM–11:00 PM at any 7-Eleven, Lawson, or FamilyMart. See our My Number Card guide.

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Related Guides

• How to Get a My Number Card — assigned after your registration
• Health Insurance in Japan — NHI enrollment happens at the ward office
• How to Open a Bank Account — you need 住民票 from this visit
• How to File Taxes — your registered address determines your tax jurisdiction
• Garbage & Recycling Guide — rules depend on your ward

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Summary

1. Go within the first week. 14-day deadline is strict. Bring residence card, passport, My Number card (if you have one). Budget 1–2 hours.
2. Do everything in one trip. Address registration + health insurance + pension + 住民票 + inkan registration. Five birds, one stone.
3. Moving between wards = two stops. 転出届 at the old ward first, 転入届 at the new ward. Don’t forget the 転出証明書.

Next step: Check your ward office’s website for hours and foreign language support. Then go — the sooner you register, the sooner everything else falls into place.

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References and Official Sources

1. Immigration Services Agency (出入国在留管理庁)
   “Notification of Moving-In (Transfer-In)” (転入届)
   https://www.isa.go.jp/en/publications/materials/newimmiact_3_system_index.html
   Accessed February 2026. Official ISA guidance on address registration requirements for foreign residents, including the 14-day legal deadline and residence card address update procedures.

2. Tokyo Metropolitan Government
   ”Procedures for Moving In/Out” (転入・転出手続き)
   https://www.metro.tokyo.lg.jp/english/guide/living_guide/living_guide_1.html
   Accessed February 2026. Overview of Tokyo ward office registration procedures for residents moving into Tokyo’s 23 special wards.

3. Ministry of Internal Affairs and Communications
   ”Basic Resident Registration Act” (住民基本台帳法)
   https://elaws.e-gov.go.jp/document?lawid=342AC0000000081
   Accessed February 2026. The legal basis for resident registration (住民登録) in Japan. Article 22 establishes the 14-day filing requirement for moving-in notifications. Article 52 provides for fines up to ¥50,000 for failure to register within the deadline.

4. Shinjuku Ward Office
   ”Moving-In Notification (Residents Moving from Overseas or Other Municipalities)“
   https://www.city.shinjuku.lg.jp/foreign/english/guide/zairyu/zairyu_1.html
   Accessed February 2026. Detailed procedures and required documents for filing 転入届 at Shinjuku Ward, one of Tokyo’s largest and most foreigner-friendly ward offices.

5. Digital Agency (デジタル庁)
   “MynaPortal - Moving Notification Service”
   https://myna.go.jp/
   Accessed February 2026. Information on online 転出届 (moving-out notification) filing through MynaPortal for My Number Card holders, allowing remote filing before moving.

6. Ministry of Health, Labour and Welfare
   ”National Health Insurance” (国民健康保険)
   https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/iryouhoken/koukikourei/index_00002.html
   Accessed February 2026. Official information on National Health Insurance enrollment requirements at ward offices. Confirms that enrollment must occur at the time of address registration for those not covered by employer insurance.

7. Japan Pension Service (日本年金機構)
   “National Pension System for Foreign Residents”
   https://www.nenkin.go.jp/international/english/nationalpension/nationalpension.html
   Accessed February 2026. Explanation of National Pension enrollment requirements for foreign residents aged 20-59. Confirms monthly premium amount of ¥16,980 as of 2025.

Note on 14-Day Deadline and Penalties: The 14-day registration deadline is established in the Basic Resident Registration Act (住民基本台帳法), Article 22. Article 52 of the same law provides for administrative fines (過料) of up to ¥50,000 for failure to file within the deadline. In practice, ward offices exercise discretion for first-time foreign residents who file slightly late, but the legal penalty exists and can be enforced.

Note on Residence Certificate Fees: The ¥300 fee for 住民票の写し is standard across most Tokyo wards as of 2026, though some wards may charge slightly different amounts. Verify current fees at your specific ward office.