Moving-In Registration at the Ward Office in Japan: What to Bring and What to Say
2026-08-05
When you move in Japan, the address on your residence card has to match reality, and that means a trip to the local ward or city office (区役所 / 市役所). It sounds intimidating — a government counter, forms in Japanese, a number ticket — but the process is genuinely routine once you know what it is and what to carry. Here’s the whole thing in plain English.
The two moves: leaving and arriving
- Moving out (転出, tenshutsu). If you’re moving to a different municipality, you first go to your old ward office and get a “moving-out certificate” (転出証明書, tenshutsu shōmeisho). If you’re only moving within the same municipality, you skip this and just file a “moving within” notification (転居, tenkyo).
- Moving in (転入, tennyū). Within 14 days of moving, you go to your new ward office with that certificate and register your new address.
That 14-day window matters — registering late can technically bring a fine, and it holds up everything else (national health insurance, pension, sometimes bank and phone updates).
What to bring
- Residence card (在留カード) for everyone in the household who’s moving.
- Moving-out certificate (if you came from another municipality).
- My Number card or notification — they’ll update the address on it.
- Passport, as backup ID.
- National Health Insurance card, if you have one, so it can be updated in the same visit.
- A hanko (personal seal) if you have one; often a signature is fine, but bring it just in case.
How the visit actually goes
You take a numbered ticket, wait, and hand your documents to the clerk at the residents (住民, jūmin) counter. They fill in most of the form; you confirm details and sign. While you’re there, it’s efficient to also handle national health insurance, pension, and — if you have kids — child-allowance and school paperwork, since they’re often nearby counters in the same building. Budget an hour, more at month-end when everyone moves.
The language barrier at the counter
Larger city offices in areas with many foreign residents sometimes have English support or interpreters, but many do not, and the forms are in Japanese. This is where a lot of people freeze. If you have an appointment coming up, we can join you on video and interpret in real time at the counter, or call ahead to confirm exactly what your specific office requires so you don’t get sent home for a missing document. A stressful appointment becomes a boring one — which is the goal.