What procedures must I complete at the city/ward office within 14 days of arrival? (e.g., address registration, national health insurance enrollment)

Relocating to JapanResidence RegistrationNational Health InsuranceAdministrative ProceduresForeigner Affairs
Created At: 8/11/2025Updated At: 8/18/2025
Answer (1)

Hello! Welcome to Japan! There's indeed a lot to handle right after landing, and the ward/city office is your first stop—all within 14 days. Don't worry, it's not complicated. Let me walk you through it step by step. You'll understand everything clearly after reading this.

Essentially, there are two core procedures you need to complete. Everything else builds on these.

Step 1 (Most Important!): Register Your Address (転入届 / Tennyū Todoke)

This is the "first gate" for all administrative tasks in Japan and the most crucial step. Without it, nothing else can proceed. Simply put, it’s about informing the government where you live.

  • When to do it?
    • Within 14 days after finding your residence and receiving the keys.
  • Where to go?
    • The ward office (区役所 / Kuyakusho) or city office (市役所 / Shiyakusho) of your residential area.
  • What to bring?
    • Passport (パスポート)
    • Residence Card (在留カード / Zairyū Kādo): The card given to you upon airport immigration. Very important!
    • (If with family) Documents proving your relationship (e.g., marriage certificate, birth certificate), preferably with Japanese or English translations.
  • How to do it?
    • At the office, look for a counter labeled "住民異動届" (Jūmin Idō Todoke) or "戸籍住民課" (Koseki Jūmin-ka). If you can’t find it, ask staff: "Tennyū Todoke, doko desu ka?" (Where is the address registration?).
    • They’ll give you a form called 「住民異動届」. Fill in your new address, name, date of birth, etc., using the sample as a guide.
    • Submit the completed form along with your Residence Card and passport.
  • What happens after?
    • Staff will print your new address in kanji on the back of your Residence Card. Double-check the address for accuracy! This "activates" your card.

Pro tip: This step is the foundation for all subsequent procedures. Opening a bank account, getting a phone number, applying for insurance—all require a registered address on your Residence Card. So, make this your top priority after landing!

Step 2: Enroll in National Health Insurance (国民健康保険 / Kokumin Kenkō Hoken)

Japan has universal healthcare. If you hold a residence status of 3 months or longer, enrollment is mandatory. It’s also essential for your protection.

  • Why is it mandatory?
    • Required by law.
    • With it, you only pay 30% of medical fees (consultations, prescriptions) in Japan; the government covers 70%. Without insurance, a simple cold could cost you thousands or even tens of thousands of yen.
  • When to do it?
    • Immediately after completing Step 1 (address registration)! Usually in the same office building, just a different counter.
  • What to bring?
    • Residence Card with your new address printed
    • Passport
    • My Number Card (個人番号カード / Kojin Bangō Kādo): Bring it if you've already received the notification card. If not, no problem—they’ll assist you.
  • How to do it?
    • Go to the "国民健康保険" (Kokumin Kenkō Hoken) counter.
    • Fill out a form. Staff will calculate your insurance premium based on your situation. If you’ve just arrived with no income, you’ll pay the lowest rate—very manageable.
  • What happens after?
    • You’ll receive your National Health Insurance Card (被保険者証 / Hihokensha-shō) on the spot or within a few weeks. Always bring this card to hospitals or pharmacies.
    • You’ll receive a monthly payment slip afterward. Pay on time at convenience stores or banks.

Other Procedures You Might Handle Simultaneously

While handling the above, staff may direct you to other counters based on your situation.

1. National Pension (国民年金 / Kokumin Nenkin)

  • What is it? Japan’s national pension system.
  • Who needs to enroll? All residents aged 20 to 59 in Japan, including foreigners, are obligated to join.
  • How to enroll? Staff often handle this alongside health insurance enrollment.
  • Important Note!
    • Students or new residents with low income can apply for "Premium Exemption or Deferment". Actively ask staff about "Gakusei Nofu Tokurei" (Student Special Exception) or "Menjo/Yuyo Seido" (Exemption/Deferment System)! If approved, you can postpone or reduce payments without penalty, which benefits your future status.

2. My Number (マイナンバー / Mai Nanbā)

  • What is it? Your unique 12-digit identification number in Japan, similar to a national ID number. Essential for insurance, taxes, and future employment.
  • How to get it? Your number is automatically generated after address registration. A "Notification of My Number" letter will be mailed to your address in about 2-3 weeks.
  • What do you need to do?
    • Staff may confirm your details at the office.
    • Keep the notification letter secure once received! Do not share your number casually.

Summary: Ward/City Office Process & Checklist

Process in a nutshell: Go to the Residential Affairs Section (住民課 / Jūmin-ka) for address registration -> Then go to the Insurance & Pension Section (保険年金課 / Hoken Nenkin-ka) for health insurance and pension.

Checklist before heading out:

  • Residence Card (original)
  • Passport (original)
  • Cash (Procedures are free, but bring some just in case)
  • Your Japanese address & apartment details (Write it down or save on your phone for forms)
  • Personal Seal (はんこ / Hanko) (Bring if you have one; widely used. Signatures are acceptable otherwise)

Final tips:

  • Try to go on a weekday morning for shorter queues.
  • Offices can be crowded and slow; expect a 1-2 hour wait. Bring a power bank and patience.
  • Don’t fear the language barrier. Staff are experienced. Use translation apps and gestures—they’ll understand what you need.

Once these are done, you’re officially "settled" in Japan! Good luck!

Created At: 08-11 12:27:10Updated At: 08-12 02:32:50