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January’s First Steps: Essential Procedures for New Japan Residents (City Hall, Bank, Phone)

Arriving in a new country, especially Japan, brings an exciting mix of opportunity and administrative challenges. The initial setup—navigating paperwork, understanding local procedures, and overcoming language barriers—can feel overwhelming. You’re not alone if you feel unsure about the correct order or required documents for essential setups, or if the fear of missing a crucial deadline (like the 14-day rule) adds to your stress.

This comprehensive guide is designed to remove that friction. We’ll provide a practical, step-by-step roadmap to complete your immediate administrative tasks: registering your address at City Hall, securing a Japanese phone number, and opening a bank account. By following this clear sequence, you will establish your essential foundations in Japan efficiently and correctly.

The Initial Challenge: Navigating Japan’s Administrative Maze

As a new resident in Japan, the immediate tasks can feel like a gauntlet of bureaucracy. You might have just arrived, jet-lagged, with a Residence Card in hand, and suddenly face a series of forms, counter numbers, and specific procedural requirements. The challenge intensifies with language barriers, the lack of immediate local support, and the sheer volume of new information to process.

Many new residents struggle with the correct sequence of these crucial steps, fearing they might miss a deadline or overlook a vital document. This article addresses these common pain points, providing a clear, actionable path to minimize stress and maximize efficiency in your first few weeks.

Your Essential First Steps: The Recommended Order

Successfully establishing your life in Japan hinges on completing administrative tasks in the correct sequence. There’s a logical dependency between these procedures that, if ignored, can lead to significant delays and frustration. Here is the highly recommended order:

1. City Hall (区役所 / 市役所) First: Registering your address is foundational. It establishes your legal residency, validates your Residence Card, and enrolls you in the National Health Insurance. Without a registered address, other services are difficult to access.
2. Japanese Phone Number Second: Once your address is registered, obtaining a local phone number becomes much easier. A Japanese phone number is often a prerequisite for opening a bank account, setting up utilities, and nearly all online registrations.
3. Bank Account Third: With a registered address and a local phone number, opening a bank account becomes a smoother process. You’ll need this account for salary deposits, bill payments, and managing your daily finances.

Following this order streamlines your process, as each step provides necessary documentation or contact information for the next.

Step 1: Your Foundation – Registering at City Hall (区役所 / 市役所)

This is your absolute first administrative priority upon moving into your permanent residence. Registering your address at your local City Hall (区役所, kuyakusho, for wards in cities like Tokyo, or 市役所, shiyakusho, for city halls elsewhere) is mandatory.

The 14-Day Mandate: What to Know

You must complete your Notification of Moving In (転入届 – Tennyu-todoke) within 14 days of moving into your permanent address in Japan. This is a non-negotiable legal requirement. Failure to do so can result in fines or issues with your visa status.

Required Documents for City Hall

• Residence Card (在留カード – Zairyu Card): This is your primary identification. Ensure you have it.
• Passport: Always bring your passport as a secondary form of identification.
• Address Information: Be prepared to write down your new Japanese address, including your apartment number if applicable. If you previously lived overseas or transferred from another address in Japan, you might need to provide that information too.

🎯 Local Pro-Tip: Make several photocopies of your Residence Card (front and back) and passport before you go. While not always explicitly required for City Hall, they are often needed for other procedures and having them ready saves time.

The Registration Process Explained

Navigating the City Hall can seem daunting, but it’s a structured process.

1. Locate the Correct Counter:

   Visual cue: At the entrance, look for an information desk (案内 – Annai) or signs pointing to ‘住民票’ (Juminhyo – Resident Record), ‘転入届’ (Tennyu-todoke – Moving-in Notification), or ‘外国人窓口’ (Gaikokujin Madoguchi – Foreigners’ Counter) if available. In larger cities, dedicated foreigner counters with English-speaking staff are becoming more common.

   

2. State Your Purpose:

   Use the phrase: 「住所登録をお願いしたいのですが。」 (Jūsho tōroku o onegai shitai no desu ga. – I’d like to register my address, please.)

3. Fill Out the Tennyu-todoke Form:

   You will be given a form to fill out. This form asks for your basic personal information, previous address, and new Japanese address. If you struggle with kanji, ask for assistance: 「この書類を手伝っていただけませんか？」 (Kono shorui o tetsudatte itadakemasen ka? – I need help with this form.)

   

4. Submit Documents and Wait:

   Present your filled-out form, Residence Card, and Passport to the staff. They will process your request. You may receive a waiting number.

5. Receive Updated Residence Card:

   Once processed, your Residence Card will be updated on the back with your new Japanese address. Verify that the address is correct before you leave. This updated card is now your official proof of residency.

   

National Health Insurance (国民健康保険) & My Number Card

After your address registration, two other important items are typically handled or initiated at City Hall:

• National Health Insurance (国民健康保険 – Kokumin Kenko Hoken): Unless you are covered by an employer’s social insurance, you are generally required to enroll in the National Health Insurance system. This is a mandatory procedure for most residents. The City Hall staff will usually guide you to the relevant counter for this after address registration, or you might need to ask: 「国民健康保険について知りたいのですが。」 (Kokumin Kenko Hoken ni tsuite shiritai no desu ga. – I’d like to know about National Health Insurance.) You will receive payment slips in the mail later.
• My Number Card (マイナンバーカード): After address registration, you will receive a My Number notification. Your My Number (Individual Number) is a 12-digit identification number. Applying for the physical My Number Card is highly recommended for future administrative ease, enabling online services, proof of ID, and more. You can apply at City Hall or by mail, following instructions in the notification.

Step 2: Staying Connected – Getting a Japanese Phone Number

A Japanese phone number is not a luxury; it’s a necessity. It’s a critical piece of information required for almost every other administrative procedure, from opening a bank account to setting up utilities and online registrations.

Why a Local Number is Non-Negotiable

• Bank Account Requirement: Most banks will require a Japanese phone number for contact and verification.
• Essential Contact: Landlords, employers, utilities, and emergency services will need to reach you.
• Online Services: Registering for apps, delivery services, and other online platforms often requires a Japanese phone number for SMS verification.

Choosing Your Provider: Major vs. MVNOs

Japan has major carriers (Docomo, au, SoftBank) and Mobile Virtual Network Operators (MVNOs).

• Major Carriers: Offer comprehensive plans, extensive coverage, and the latest phones. However, they often have stricter credit checks and may require a longer residency period or a Japanese credit card.
• MVNOs (Budget SIMs): Providers like Rakuten Mobile, Y!mobile, UQ Mobile, or various budget SIMs are often easier for new residents to obtain. They typically have less stringent credit checks, offer more flexible plans (monthly contracts), and are generally more cost-effective. Rakuten Mobile is particularly known for being accessible to foreigners.

Required Documents for Phone Service

• Residence Card (在留カード): Your primary ID with your registered Japanese address.
• Passport: For secondary identification.
• Credit Card: Often required for monthly payments. An international credit card may be accepted by some MVNOs, but a Japanese credit card or bank account is preferred for major carriers.
• Japanese Address: As registered at City Hall.

The Phone Shop Experience

Once you have your City Hall registration complete and your Residence Card updated, you can visit a phone shop.

1. Choose Your Provider and Shop:

   Visual cue: Look for major carrier logos (NTT Docomo in red, au in orange, SoftBank in silver/black) or MVNOs (Rakuten Mobile in magenta, Y!mobile in blue). Staff usually wear branded uniforms. Display phones and plan brochures are common.

   

2. State Your Purpose:

   Use the phrase: 「SIMカードを契約したいのですが。」 (SIM kādo o keiyaku shitai no desu ga. – I want to get a SIM card (contract), please.)

3. Present Documents and Choose a Plan:

   You will present your Residence Card, Passport, and credit card. Staff will guide you through available plans. MVNOs often have more straightforward monthly plans suitable for new residents.

4. Complete Forms and Setup:

   You’ll fill out a contract form. The staff will help you activate your SIM card and ensure your phone is working. This process can take 30 minutes to an hour.

   

Step 3: Financial Independence – Opening a Bank Account

With your address registered and a local phone number, you are now ready for arguably the most critical financial step: opening a Japanese bank account. This account is essential for receiving salary, paying rent and utilities, and managing your daily expenses efficiently.

Why a Japanese Bank Account is Essential

• Salary Deposits: Most Japanese employers will pay salaries directly into a local bank account.
• Bill Payments: Rent, utilities (electricity, gas, water), and internet bills are typically paid via bank transfer or automatic debit from a Japanese account.
• Daily Transactions: While credit cards are gaining acceptance, cash is still prevalent, and having easy access to funds through ATMs is vital.

Navigating Bank Options: New Resident-Friendly Choices

Some major Japanese banks (like MUFG, SMBC, Mizuho) may require proof of 6 months residency in Japan for certain account types, or might have stricter requirements for foreigners. However, several banks are generally more accommodating for new arrivals:

• Japan Post Bank (ゆうちょ銀行 – Yuucho Ginko): Often considered the easiest for new residents to open an account. They have branches nationwide and are generally more lenient with initial requirements. Their English website is helpful: Japan Post Bank (English)
• Shinsei Bank (新生銀行): Another popular choice for foreigners, known for its English-friendly services and online banking. They also often have fewer initial residency requirements. Their English website: Shinsei Bank (English)

Required Documents for Bank Account Opening

• Residence Card (在留カード): With your current, registered address.
• Passport: For secondary identification.
• Japanese Phone Number: Essential for contact and verification.
• Hanko (Personal Seal) or Signature: While some banks accept a signature, a hanko (personal seal) is traditionally used in Japan for official documents. You can usually get one made cheaply at a stationery store or dedicated hanko shop. Ask the bank if a signature is acceptable first if you don’t have a hanko.
• Proof of Income/Employment (sometimes): Some banks may ask for this, especially if you are seeking additional services.
• Credit Card (home country, sometimes): Occasionally, banks may ask for a credit card issued in your home country as an additional verification.

The Banking Process

1. Choose Your Bank and Branch:

   Visual cue: Look for the bank’s logo (e.g., red for Yuucho Bank, white/blue for Shinsei Bank). Inside, seek out ‘口座開設’ (Koza Kaisetsu – Account Opening) or the information desk ‘ご案内’ (Go-annai).

   

2. State Your Purpose:

   Use the phrase: 「銀行口座を開設したいのですが。」 (Ginkō kōza o kaisetsu shitai no desu ga. – I want to open a bank account, please.)

3. Present Documents and Complete Forms:

   You will provide your Residence Card, Passport, and Japanese phone number. You’ll fill out an account opening form. This is where a hanko, if you have one, will be used.

4. Initial Deposit and Card Issuance:

   You might be required to make a small initial deposit (e.g., ¥1,000). Your cash card (ATM card) will typically be mailed to your registered address within a week or two. Some banks may issue a temporary card or allow immediate cash withdrawals. For Japan Post Bank, your cash card often arrives in 7-10 days.

   

🇯🇵 Navigating Language Barriers: Your Point & Speak Guide

Show this section to staff if you’re stuck. They can read the Japanese.

Pro-Tips for a Smoother Start

🎯 Local Pro-Tip: January is a popular time for new arrivals. This can mean longer wait times at government offices and banks. Plan your visits during off-peak hours (mid-week, mid-morning) if possible, or consider making an appointment where available.

• Translate Apps are Your Friend: Use Google Translate or DeepL. You can type, speak, or even use camera translation for forms and signs. Don’t be shy about showing your phone to staff.
• Keep Everything Charged: Ensure your phone is fully charged before heading out. You’ll rely on it for navigation, translation, and communication.
• Bring All Documents, Plus Copies: Always carry your Residence Card and Passport. Bring multiple photocopies of each, as well as a pen.
• Don’t Forget Proof of Address: Your updated Residence Card is your primary proof of address. Keep it safe.
• Be Patient and Polite: Japanese customer service is highly polite. A polite demeanor and basic Japanese phrases can significantly improve your experience.
• Consider a Hanko: While not always mandatory, having a personal seal (hanko) can simplify some paperwork, especially at banks. You can get a basic one for around ¥1,000-¥3,000.

Common Mistakes to Avoid

• Ignoring the 14-Day Rule: The deadline for City Hall registration is strict. Missing it can cause legal issues.
• Going to the Bank First: Without a registered address and often a Japanese phone number, banks will likely turn you away.
• Not Bringing All Documents: Make a checklist and double-check before you leave. Missing a single document can mean a wasted trip.
• Assuming English Support: While some offices offer English services, it’s not guaranteed. Be prepared with translation tools or key Japanese phrases.
• Forgetting About Your My Number: While not immediately critical, applying for the physical My Number Card early will save you hassle in the long run.

Quick Reference: Your Essential Checklist

💰 Estimated Initial Costs

While many administrative procedures themselves are free, there are associated costs to consider during your initial setup.

Frequently Asked Questions (FAQ)

Useful Resources & Further Reading

• Study in Japan Student Guide (2025-2026) – Official (pdf)
• Ministry of Justice – Immigration Services Agency (Residence Card guide) – Official (pdf)
• Japan National Tourism Organization (JNTO) – Living in Japan Guide – Official
• Japan Post Bank (Yuucho Ginko) Official Website (English) – Official
• Shinsei Bank Official Website (English) – Official
• Rakuten Mobile Official Website (English) – Official
• Ministry of Health, Labour and Welfare – National Health Insurance System (Japanese, official) – Official (English summary pages exist, search MHLW)

Conclusion

Starting your life as a new resident in Japan involves a series of mandatory administrative steps. By approaching them in the correct order—City Hall, then phone, then bank—and by being prepared with the right documents and a few key phrases, you can significantly reduce stress and streamline your setup. This foundation allows you to focus on adapting to your new environment and making the most of your experience in Japan.

Remember, bureaucracy is manageable with the right information. Take these steps one by one, and you’ll establish your presence in Japan effectively. Welcome to Japan!

Disclaimer

The information provided in this article is for general guidance only and is based on current regulations as of January 2026. Laws, procedures, and requirements in Japan can change. Always verify specific details with official sources such as your local City Hall, immigration office, banking institutions, and telecommunication providers. This guide does not constitute legal or financial advice.