This article is written by a Japanese local.
When building your foundation in Japan, navigating administrative procedures at the city hall is your first major hurdle. Especially for foreigners staying mid-to-long term, officially registering your address through a “Move-in Notification” (Tennyu-todoke) is not just clerical work; it carries a strict legal obligation.
Until this procedure is completed, you cannot open a bank account or sign a mobile phone contract. This article outlines the correct steps for registering your residence immediately after entering Japan, along with smart tactics to avoid unnecessary trouble and waiting times.
1. The Strict Legal Obligation: Within “14 Days” of Landing
[Summary] You must submit a move-in notification at your local municipal office within 14 days of deciding on your residence after entering Japan. Failing to meet this deadline poses a risk of penalties.
If you enter Japan with a Residence Card (Zairyu Card) and determine where you will live, you are legally obligated to visit the governing ward or city office to file a “Move-in Notification” within 14 days. This is a strict rule stipulated by Japan’s Basic Resident Registration Act and Immigration Control Act.
If you neglect this procedure without justifiable cause, you risk facing a fine of up to 200,000 JPY, and in the worst-case scenario, it could lead to the revocation of your visa. While many stay in temporary accommodations like hotels immediately after arrival, you must complete this registration within 14 days of the date your address is finalized at an official apartment or corporate housing.
2. Essential Documents to Bring to City Hall
[Summary] You will need your Passport, Residence Card, and Lease Agreement. If accompanied by family, you must provide original Marriage/Birth certificates issued by your home country, along with Japanese translations.
To prevent being turned away at the counter due to incomplete paperwork, gathering the following documents entirely before heading to the city hall is the smartest approach:
- Mandatory for Everyone: Passport, the Residence Card issued at the airport, and the lease agreement for your new address (or equivalent proof of residence).
- If Accompanied by Family: To prove family relationships, you must provide the original “Marriage Certificate” or “Birth Certificate” issued by government authorities in your home country. Additionally, a “Japanese translation” of these documents (signed by the translator) is strictly required.
3. Tactics to Avoid City Hall Congestion
[Summary] City halls are extremely crowded on Mondays, after holidays, and during lunch hours. Aiming for Tuesday through Thursday mornings is the most efficient strategy.
Japanese municipal offices are currently in a transition phase toward digitalization, and it is not uncommon for waiting times at counters to extend to several hours. To avoid wasting your valuable time right after relocation, it is crucial to intentionally avoid peak hours.
Counters tend to be overwhelmed on Monday mornings, during the lunch break (12:00 PM to 1:00 PM), and on Friday afternoons before the weekend. Furthermore, some municipalities schedule foreign-language interpreters only on specific days or times, so checking their website in advance to plan your visit is highly recommended.
4. Q&A (Obtaining Your MyNumber Simultaneously)
[Summary] Once the notification is submitted, your new address is printed on the back of your Residence Card, and a MyNumber is generated. Request a Resident Certificate on the spot if you need to know your number immediately.
Q. Will I receive my MyNumber immediately after submitting the move-in notification?
A. The MyNumber (12-digit personal number) itself is assigned within the system the moment you submit your notification. However, the physical notice containing the number will not arrive at your home for another 2 to 3 weeks. If you “need to know your MyNumber on the exact same day” to open a bank account, the most reliable method is to ask the counter staff to issue a “Certificate of Residence (Juminhyo) containing your MyNumber” at the same time you register.
Q. Can a proxy handle this procedure for me?
A. Family members living in the same household can act as proxies. However, if a company colleague or HR representative handles it on your behalf, a separate “Power of Attorney” (Ininjo) document with your handwritten signature is required. To prevent issues such as missing signatures, we strongly recommend going in person whenever possible.
Conclusion: Treat This as Your Top Priority Task After Arrival
Filing a move-in notification is the starting point for activating all necessary living infrastructure in Japan. Do not put it off thinking, “I’ll go when I have time later.” Adopt a strict rule: once your housing is decided, immediately block out time in your schedule to ensure the procedure is completed within the 14-day window.