Your First Visit to the Ward Office in Japan: What New Residents Need to Do

Moving to Japan is exciting, but the first few days can also involve a surprising amount of paperwork. If you are coming to Osaka to work, study or live for an extended period, one of your most important early stops will be your local ward office (区役所 – kuyakusho) or municipal office.

For newcomers, the process can seem intimidating, especially if you don't speak much Japanese. Fortunately, the procedures are fairly straightforward once you know what needs to be done.

Here are the main things to take care of after moving into your new home.

1. Register Your Address

One of the most important tasks is registering where you live.

Foreign residents who have received a Residence Card and are staying in Japan as mid- to long-term residents generally need to submit a moving-in notification within 14 days of establishing their address. You will normally need to bring your Residence Card. If your Residence Card is being issued later, your passport may be required instead.

When you register, your Japanese address will also be recorded on your Residence Card.

Don't worry if your Japanese isn't perfect. Ward office employees regularly deal with foreign residents, particularly in larger cities such as Osaka. Having your address written clearly in Japanese can make the process much easier.

2. Your Juminhyo – Certificate of Residence

Once your address has been registered, you will have a Japanese resident record known as a juminhyo (住民票).

A juminhyo is an official Certificate of Residence showing information such as your name, date of birth and registered address.

You may need a copy when completing various procedures in Japan, so don't be surprised if you hear the word juminhyo frequently during your first few months.

Copies can be obtained from your local municipal office for a small fee.

3. My Number

After becoming registered as a resident, you will also receive a My Number (マイナンバー).

This is a unique 12-digit number used for administrative matters involving areas such as taxation and social security. Your municipality will notify you of your My Number after your resident registration is completed.

You can also apply for a physical My Number Card.

It can be useful as official identification and for accessing various government services, so it is worth considering once you are settled.

Be careful with your My Number and don't casually share it with other people.

4. Health Insurance

Another important question is health insurance.

If you are employed full-time by a Japanese company, your employer may enroll you in an employees' health insurance program. If you are not covered through an employer or another qualifying system, you may need to enroll in National Health Insurance (国民健康保険) through your local ward or municipal office.

For example, Osaka City requires National Health Insurance members to report relevant address changes within 14 days.

Because everyone's employment situation is different, tell the ward office staff where you work and whether your employer is arranging your health insurance. They can then advise you about the appropriate procedure.

5. Don't Forget About the Pension System

This is one area that sometimes surprises newcomers.

As a general rule, residents of Japan between ages 20 and 59 must be covered by Japan's National Pension system regardless of nationality.

If you work for a company, you may be enrolled in Employees' Pension Insurance through your employer. Students, self-employed people and others who aren't enrolled through an employer may need to complete National Pension procedures themselves.

If the monthly payments are difficult because of low income, unemployment or student status, don't simply ignore the pension notices. Depending on your circumstances, exemptions or payment postponements may be available.

Ask the ward office or Japan Pension Service what applies to your situation.

6. What Should You Bring?

For your first visit, it is a good idea to bring your:

Residence Card
Passport
Japanese address written clearly
My Number documents, if you already have them
Employment or health insurance information, if applicable
Student ID if you are studying in Japan
Marriage or birth certificates if registering together with family and proof of the relationship is required

It's better to bring an extra document than have to make another trip!

Moving Again? Remember to Update Your Address

If you later move to another apartment, there will be another municipal procedure to complete.

For example, when moving within Osaka City, residents generally need to report the change within 14 days after moving. Foreign residents should bring their Residence Card, and anyone with a My Number Card should bring that as well so the address information can be updated.

This is particularly important for foreign residents because keeping your official address information current is part of maintaining your records in Japan.

Don't Let the Paperwork Intimidate You

Your first visit to a Japanese ward office may feel a little overwhelming. There can be forms, numbered tickets, unfamiliar terminology and occasionally a bit of waiting around.

But once your address, health insurance, pension and My Number matters are sorted out, you've completed some of the biggest administrative jobs involved in starting your new life here.

Apollo Properties Osaka has been helping foreign residents find furnished accommodation in Osaka for many years. Our apartments and share-house accommodation are located in convenient areas including Namba, Daikokucho, Shin-Imamiya, Tennoji and Abeno.

Finding an apartment is only the beginning of your adventure. Understanding how everyday life in Japan works makes settling in much easier — and before long, that confusing first trip to the ward office will just be another part of your Japan experience.