City Hall Procedures Every Foreigner Needs to Know in Japan

Moving to Japan is exciting, but it comes with a list of administrative tasks that can feel overwhelming — especially when you're new to the country, don't speak Japanese, and have no idea where to start. The city hall (市役所, shiyakusho) or ward office (区役所, kuyakusho) is one of the first places you'll need to visit after arriving in Japan, and understanding what to do there can save you significant stress, time, and even money.

This guide covers everything you need to know about city hall procedures as a foreigner in Japan — from your mandatory first visit within 14 days of moving in, to applying for your My Number Card, enrolling in health insurance and pension, and handling ongoing administrative tasks during your stay. Whether you're in Tokyo, Osaka, or a small rural town, these procedures apply to you.

Why Your First City Hall Visit Is Legally Required

One of the most important things to understand as a foreigner living in Japan is that registering your address at your local city or ward office is a legal obligation, not just a recommendation. Under Japan's Basic Resident Registration Law and the Immigration Control and Refugee Recognition Act, all mid and long-term foreign residents must complete residence registration within 14 days of moving into their new home.

This applies to anyone with a visa status that allows them to stay for more than 90 days — this includes work visas, student visas, spouse visas, and permanent residency holders. Short-term visitors and tourists on 90-day tourist visas are generally exempt.

Why the 14-day deadline matters:

• Failing to register within 14 days can result in a fine of up to 200,000 yen
• In extreme cases, it can even lead to visa complications or cancellation
• Without registration, you cannot enroll in health insurance, apply for a bank account, or receive many government services

Once you register, you'll be listed in the Basic Resident Register (住民基本台帳, *jumin kihon daichō*) and receive a resident certificate (住民票, juminhyō) — an official document you'll need for countless administrative and personal tasks throughout your time in Japan.

What to Bring to Your First City Hall Visit

Preparation is key to making your city hall visit smooth and efficient. Arriving without the necessary documents may mean you need to make a second trip, so gather everything before you go.

Essential documents for your first visit:

If you're moving in with family members who are also foreign nationals, bring their documents as well, as you may need to register them at the same time. Some procedures also require a Japanese-language translation of foreign documents, so call ahead if you're unsure.

Pro tip: Arrive early in the morning (when the office opens, typically at 8:30 AM or 9:00 AM) or in the afternoon after 2:00 PM to avoid the lunchtime rush. Tuesdays through Thursdays tend to be quieter than Mondays and Fridays.

The Step-by-Step City Hall Process

Understanding how Japanese city halls operate will help you navigate the experience far more efficiently. The process is highly systematic and orderly, though it can feel confusing if you don't know what to expect.

Step 1: Find the right counter (窓口, *madoguchi*)

When you enter, go to the reception desk (受付, uketsuke) and tell the staff what you need. Say: "Tennyu todoke wo shitai desu" (I want to file a moving-in notification) or simply ask "Eigo wo hanaseru kata wa imasu ka" (Is there an English speaker?). Many urban offices have multilingual staff or can call an interpreter service.

Step 2: Take a number and fill in forms

You'll receive a numbered ticket and be asked to fill in forms at a designated area. Forms are often available in English, Chinese, Korean, and other languages at major city offices. If you can't find an English form, ask staff for help — they are generally patient and accustomed to assisting foreigners.

Step 3: Wait to be called

Your number will be displayed on a screen when it's your turn. Move to the indicated counter and present your documents. The clerk will process your registration and may ask clarifying questions.

Step 4: Receive your documents and receipts

You'll receive stamped copies of your notifications as proof of registration. Keep these safe, as you may need to reference them later for insurance enrollment, banking, or utility setup.

Many people try to tackle multiple procedures in one visit. This is perfectly fine and encouraged — just be aware that each procedure may involve a different counter, so you may need to queue multiple times.

Health Insurance and Pension Enrollment

One of the most critical things to handle at city hall is enrolling in Japan's public health insurance and pension systems. For most foreigners, this happens simultaneously with address registration.

National Health Insurance (国民健康保険)

If your employer does not provide social insurance, you are required to enroll in the National Health Insurance (NHI) system. This applies to students, freelancers, self-employed individuals, and those working for small companies that don't offer employer-sponsored insurance.

Key benefits of NHI:

• You only pay 30% of medical costs out-of-pocket for covered treatments
• Prescription medications are heavily subsidized
• Emergency hospitalization costs are also covered at 30%
• Some municipalities offer reduced premiums for low-income residents

Premiums vary by municipality and are based on your previous year's income. A general estimate for a foreigner with moderate income is between 3,000 and 15,000 yen per month.

Important 2024-2025 update: From December 2, 2024, new paper health insurance cards stopped being issued. Your My Number Card now serves as your health insurance certificate when visiting clinics and hospitals. Existing paper cards remain valid until December 1, 2025.

National Pension (国民年金)

Foreigners aged 20 to 59 who are not covered by an employer's pension scheme must enroll in the National Pension system. The monthly premium as of 2025 is approximately 16,980 yen per month.

While many foreigners question whether it's worth enrolling given that they may leave Japan, there are important considerations:

• Japan has social security agreements with many countries, allowing pension contributions to count toward your home country's pension
• You can claim a lump-sum withdrawal (脱退一時金) when leaving Japan if you've been enrolled for at least 6 months
• Failure to enroll without exemption can result in back-payment demands

For those with financial difficulty, you can apply for a premium reduction or exemption at city hall based on income.

For more detailed guidance on Japan's healthcare system, see our guide: The Complete Guide to Healthcare in Japan for Foreigners.

Applying for Your My Number Card

The My Number (マイナンバー) is Japan's national identification system, assigning a unique 12-digit number to every resident, including foreigners with mid to long-term residency status. Your My Number is automatically assigned when you register your address, and notification is typically sent to your registered address within 1-2 weeks.

While the My Number notification letter arrives automatically, the My Number Card itself requires a separate application. The card is optional but increasingly important:

Benefits of the My Number Card:

• Use it as ID at banks, government offices, and employers
• Obtain residence certificates and other documents at convenience store kiosks (300 yen per copy) — available 24 hours, even on weekends and holidays
• Use it as your health insurance certificate (as of 2024)
• Since March 24, 2025, it also integrates with your Japanese driver's license
• Submit certain government procedures online without visiting city hall

How to apply:

1. Complete the application form included with your My Number notification letter
2. Submit via postcard, the dedicated smartphone app, or at a city hall My Number counter
3. Wait approximately 4-8 weeks for processing
4. Return to city hall to pick up your card (bring your notification letter and ID)

Keep your My Number number secure and never share it publicly, as it is linked to your tax, insurance, and government records. For a detailed breakdown of the card application process, see the My Number Card for Foreign Residents guide on Japan Handbook.

For an overview of Japan's banking and finance system where your My Number is also used, visit: The Complete Guide to Banking and Finance in Japan for Foreigners.

Moving, Address Changes, and Other Ongoing Procedures

City hall is not just for your initial registration — you'll need to return whenever your circumstances change. Here are the most common ongoing procedures and what they involve:

Address change (転居届): If you move within the same municipality, file a change-of-address notification within 14 days. If you're moving to a different city or ward, file a moving-out notification (転出届) at your current office before moving, then file a moving-in notification (転入届) at your new location.

Visa renewal and status changes: While visa renewals are handled at regional immigration offices (not city hall), some status-related changes like switching from student to worker visa should be reflected in your city hall records. After a visa change, update your information at city hall within 14 days.

Marriage, birth, and family registration: Marriage certificates, birth registrations for children born in Japan, and death registrations must all be filed at city hall. Foreign marriages may require additional documentation and certified translations. See our guide: The Complete Guide to Marriage and Relationships in Japan for Foreigners.

Tax certificates: Tax certificates (課税証明書) are issued by city hall and are commonly required for visa renewals, apartment applications, and financial documents. These typically cost around 400 yen per copy.

Child-related services: City hall also handles enrollment for public childcare (保育園) and child allowance payments. If you have children, see our guide: The Complete Guide to Raising Children in Japan for Foreigners.

Getting Language Support at City Hall

Language barriers are one of the biggest challenges foreigners face at Japanese government offices. Here's how to navigate them effectively:

Ask for an English speaker first: Say "Eigo wo hanaseru kata wa imasu ka" — this means "Is there anyone who speaks English?" Many major city halls have dedicated multilingual support desks or on-call interpreter services. For a full list of useful Japanese phrases at the ward office, check out Coto Academy's Kuyakusho Survival Guide.

Bring a Japanese-speaking friend: If your Japanese is limited, bringing a Japanese-speaking friend or colleague can be invaluable. Most offices will happily accommodate a helper.

Use translation apps: Apps like Google Translate's camera function can help you read forms and signage. Some city halls have tablets or devices available for real-time translation.

Download pre-filled forms online: Many municipalities now offer downloadable forms on their websites. You can fill them out in advance with the help of a translation tool, which speeds up the process considerably.

For more comprehensive guidance on navigating paperwork and documentation in Japan as a foreigner, visit Living in Nihon's Japanese Paperwork and Documents Navigation Guide — an excellent resource covering forms, certificates, and bureaucratic procedures.

Quick Reference: City Hall Checklist

Before wrapping up, here's a quick checklist of the most common city hall tasks for foreigners in Japan:

For foreigners looking for employment in Japan, understanding administrative requirements is part of a smooth transition. Resources like For Work in Japan and Ittenshoku provide guidance on work-related procedures that complement what you will handle at city hall.

Conclusion

The Japanese city hall or ward office can feel intimidating at first, but once you understand the process, it becomes a routine part of life as a foreign resident. The key takeaways:

• Always register within 14 days — it's the law, and the penalties for non-compliance are severe
• Tackle multiple tasks in one visit when possible — enrollment in health insurance and pension can happen simultaneously with address registration
• Apply for your My Number Card early, as it will make accessing government services significantly easier
• Don't be afraid to ask for help — city hall staff are generally patient and many offices have English-speaking support

Japan's bureaucratic systems can seem complex, but they are designed to be thorough and fair. With the right preparation and knowledge of what to expect, you'll navigate city hall procedures with confidence.

For more on life in Japan as a foreigner, explore our comprehensive guides on moving to Japan, working in Japan, and daily life in Japan.