*Images used in this article are for illustration only. They may not be directly related to the content.

New Resident Guide: Navigating Japanese City Hall Procedures for Jūminhyō, My Number, & Health Insurance

Arriving in Japan as a new resident is an exciting step, but the initial visit to your local city hall can feel like an overwhelming bureaucratic hurdle. Between language barriers, unfamiliar forms, and the sheer volume of essential registrations, it’s easy to feel unsure where to start or fear missing a critical step. This guide is designed to remove that friction, providing you with a clear, step-by-step roadmap to successfully register your residency, obtain your My Number, and enroll in Japan’s National Health Insurance.

Understanding these processes is not just about compliance; it’s about unlocking essential services, establishing your legal status, and ensuring your well-being in Japan. We’ll break down each procedure, clarify required documents, offer practical tips, and provide key Japanese phrases to help you communicate effectively at the municipal office.

The Initial Challenge: Why City Hall Feels Complex

For many international visitors, Japanese city halls (市役所 – Shiyakusho, 区役所 – Kuyakusho) represent the first major bureaucratic interaction. This can be daunting due to several factors.

Firstly, the processes themselves, while logical, are often explained only in Japanese. Forms, signs, and verbal instructions rely heavily on the local language, creating a significant barrier for non-Japanese speakers. Secondly, there’s a specific sequence to these registrations. Doing things out of order can lead to delays or extra trips. Finally, the fear of missing a crucial document or misunderstanding an instruction can cause considerable anxiety for those settling into a new country.

This guide aims to demystify these procedures, providing clarity on the correct order, required documents, and practical communication strategies. You are not alone in finding this challenging, and with proper preparation, you can navigate these steps efficiently.

Your First Steps: The Order of Operations

Japanese bureaucracy, while often perceived as rigid, follows a clear and logical order. For new foreign residents, especially those arriving on mid-to-long term visas (over 90 days), the sequence of registrations is important to streamline your visit and avoid repeat trips.

1. Residency Registration (住民票 – Jūminhyō): This is your foundational step. It establishes your official address in Japan. Your Residence Card (在留カード – Zairyu Card), received at the airport or later by mail, is central to this. You must complete this within 14 days of moving to your address or arriving in Japan.
2. National Health Insurance Enrollment (国民健康保険 – Kokumin Kenkō Hoken): Once your residency is registered, you must enroll in health insurance. For those not covered by an employer’s health insurance, National Health Insurance is mandatory. This can often be done immediately after Jūminhyō registration, at the same city hall.
3. My Number Notification & Card Application (マイナンバー – Mai Nanbā): Your My Number (Individual Number) will be mailed to your registered address after Jūminhyō. Once you receive the notification, you can apply for the physical My Number Card. While not immediately mandatory, the card becomes highly useful for various administrative tasks.

Attempting to apply for My Number or health insurance without first completing your Jūminhyō will typically result in being redirected. Following this order will save you time and confusion.

🎯 Local Pro-Tip: Always bring ALL your identity documents (Passport, Residence Card) and any relevant mail (like your My Number Notification) whenever you visit city hall for any procedure. Even if you’re unsure if it’s needed, having it on hand can prevent an extra trip.

Step-by-Step: Jūminhyō (Residency Registration)

Jūminhyō registration is legally required for all foreign residents staying over 90 days. It’s the first and most critical procedure you will undertake at your local municipal office.

Required Documents:

• Passport: Your current, valid passport.
• Residence Card (在留カード – Zairyu Card): Your primary identification document in Japan. Ensure your card is stamped with your landing permission.
• Proof of Address: A document confirming your residence. This could be your lease agreement (賃貸契約書 – Chintai Keiyakusho) or a letter from your landlord. For family registrations, marriage certificates (with official Japanese translations) and birth certificates may be requested.

Timing: Within 14 days of your arrival in Japan or moving into your new address.

Procedure:

1. Locate Your Municipal Office: Find the city hall (市役所 – Shiyakusho) or ward office (区役所 – Kuyakusho) for your registered address. Larger cities often have multiple ward offices.

   Visual cue: Look for large government buildings, often with “市役所” or “区役所” signs.

2. Head to the Information Desk (総合案内 – Sōgō Annai): Upon entering, look for an information counter. They can direct you to the correct section.

   Visual cue: Signs with ‘案内’ (annai – information) or ‘総合案内’ (sōgō annai – general information) near the entrance.

3. Identify the Resident Registration Section: You’ll likely be directed to the ‘住民登録課’ (Jūmin Tōroku-ka – Resident Registration Division) or ‘戸籍住民課’ (Koseki Jūmin-ka – Family Registry and Resident Affairs Division).
4. Take a Number: Many sections use a ticket machine (整理券 – seiriken) system. Take a numbered ticket and wait for your number to be called or displayed on a screen.

   Visual cue: A small machine with buttons, often labeled “整理券” or showing numbers.

5. Fill Out the “Notification of Moving In” (転入届 – Tennyu Todoke): This is the primary form for Jūminhyō. You will need to provide your new address, name, date of birth, nationality, and visa details. You might be asked to write your name in Katakana as well.

   Visual cue: Look for forms with “転入届” at the top. Forms are often color-coded.

6. Submit Documents: Present your filled-out form along with your Passport and Residence Card. The staff will verify your details and process your registration. They will update your Residence Card with your new address by printing it on the back.
7. Receive Confirmation: Once processed, your Jūminhyō registration is complete. You may request a copy of your Jūminhyō (住民票の写し – Jūminhyō no utsushi) if needed for other procedures, though it usually incurs a small fee.

This process usually takes 30 minutes to an hour, depending on the queue.

Step-by-Step: My Number Card Application

The My Number system assigns a unique 12-digit number to every resident in Japan. While you receive a notification first, the physical card is optional but highly recommended for convenience.

My Number Notification (個人番号通知書 – Kojin Bangō Tsūchisho):

• Timing: Within 3-4 weeks after your Jūminhyō registration is complete, a notification containing your 12-digit My Number will be mailed to your registered address. This is a paper notification, not a card.
• What it is: This notification confirms your assigned My Number and includes an application form with a QR code or ID for your physical My Number Card.

My Number Card (マイナンバーカード – My Number Card) Application:

Required Documents:

• My Number Notification: The paper notification received by mail.
• Passport: For identity verification if applying in person.
• Residence Card: For identity verification if applying in person.
• Photograph: A recent passport-style photo (usually 3.5cm x 4.5cm) against a plain background.

Procedure (to get the physical card):

1. Choose Your Application Method:
   • Online: Using the QR code on your My Number Notification, you can apply via a smartphone or PC. This is often the most convenient.
   • By Mail: Fill out the application form included with your notification, attach your photo, and mail it in the provided envelope.
   • At City Hall: Some municipal offices have a dedicated counter for My Number card applications. This can be useful if you need assistance, but is not available everywhere.
2. Wait for Processing: After application, processing typically takes another 3-4 weeks.
3. Receive Collection Notice: You will receive a postcard (交付通知書 – Kōfu Tsūchisho) by mail instructing you to collect your card.
4. Collect Your Card: Bring the postcard, your Residence Card, and your Passport to the designated My Number counter at your municipal office. You will be required to set up several PINs for different functions of the card.

   Visual cue: The My Number Notification and application form typically feature a green/white design with the official My Number logo.

The My Number Card is a versatile ID that can be used for online administrative services, convenience store certificate issuance, and as a form of identification. It’s becoming increasingly integrated into daily life.

Step-by-Step: National Health Insurance (Kokumin Kenkō Hoken) Enrollment

Health insurance is mandatory for all residents in Japan. If you are not employed by a company that provides corporate health insurance, you must enroll in National Health Insurance (国民健康保険 – Kokumin Kenkō Hoken).

Required Documents:

• Passport: For identity verification.
• Residence Card: For identity verification.
• My Number Notification (or the number itself): Your 12-digit My Number is required for enrollment.
• (Optional) Proof of Income: If you have previous income in Japan, this may be requested to calculate premiums, though for new residents, this is often not immediately applicable.

Procedure:

1. Locate the Health Insurance Section: At your municipal office, look for the ‘保険年金課’ (Hoken Nenkin-ka – Insurance and Pension Division) or a section specifically labeled ‘国民健康保険’ (Kokumin Kenkō Hoken – National Health Insurance).
2. Take a Number: Similar to Jūminhyō, you’ll likely take a numbered ticket and wait.
3. Fill Out the Enrollment Form: You will complete a form indicating your desire to join National Health Insurance. You will provide your personal details, address, and My Number.
4. Submit Documents: Present your form, Passport, Residence Card, and My Number Notification to the staff. They will process your enrollment.
5. Receive Your Health Insurance Card: In most cases, you will receive your physical National Health Insurance card (国民健康保険被保険者証 – Kokumin Kenkō Hoken Hihokensha-shō) on the same day. This card is essential for receiving medical treatment at 30% co-pay.
6. Understand Premium Payments: The staff will explain how premiums are calculated and paid.
   • Calculation: Premiums are based on your previous year’s income and vary by municipality. For new residents with no previous Japanese income, the first year’s premium may be estimated or based on the initial period of residence, then adjusted in the subsequent fiscal year (April).
   • Payment: You will receive payment slips (納付書 – Nōfusho) in the mail, usually monthly or quarterly. These can be paid at convenience stores, banks, or by direct debit from a Japanese bank account.

It is important to understand that National Health Insurance premiums are an ongoing cost, essential for your medical coverage in Japan. Do not ignore payment notices.

Pro-Tips for a Smoother City Hall Visit

🎯 Local Pro-Tip: Visit Early: City halls can get busy, especially on Monday mornings, after holidays, and at the end/beginning of the fiscal year (March/April). Arrive shortly after opening (usually 8:30 AM) to minimize wait times.

• Check Office Hours: Most city halls operate Monday to Friday, 8:30 AM to 5:15 PM. Some offer extended hours one day a week or Saturday morning services for specific procedures. Always check your specific municipal office’s website.
• Bring Everything: Even if you think you don’t need it, bring your passport, Residence Card, any previous My Number documentation, and proof of address. Having all originals and a few copies on hand is prudent.
• Bring a Pen: Many forms require a pen, and while some are provided, having your own is convenient.
• Consider a Hanko (Personal Seal): While not always required for these initial registrations, a hanko is commonly used in Japan for official documents. It’s a good idea to consider getting one eventually, though your signature is usually acceptable for foreign residents.
• Utilize Translation Tools: Use a translation app on your phone (e.g., Google Translate, DeepL) to translate forms or communicate simple questions.
• Seek Foreign Resident Support: Larger cities often have dedicated “Foreign Resident Support” desks or staff who speak English or other languages. Ask for this service if you’re struggling. Some offices also provide multi-language guides.
• Be Patient and Polite: Bureaucratic processes can take time. Maintain a polite and patient demeanor, even if frustrated by language barriers. Japanese customer service values respect and understanding.
• Write It Down: If verbal communication is difficult, ask staff to write down names, numbers, or instructions. This can clarify information significantly.

Common Mistakes to Avoid

• Delaying Registration: Failing to register your Jūminhyō within 14 days of arrival or moving can lead to issues with your visa status and access to public services.
• Not Bringing All Documents: Making a trip to city hall only to find you’re missing a key document is a common frustration. Double-check the required list.
• Confusing My Number Notification with the Card: The initial paper notification is not the physical My Number Card. You must apply separately for the card.
• Ignoring Health Insurance Enrollment: Health insurance is mandatory. Failing to enroll means you’ll pay 100% of medical costs and may face backdated premium payments.
• Not Understanding Premium Payments: Be clear on how and when to pay your National Health Insurance premiums. Unpaid premiums can lead to issues.
• Expecting English Everywhere: While some larger cities offer English support, do not assume it will be universally available. Prepare for Japanese-only interactions.

Price Breakdown: Key Costs

Quick Reference Card for Your Visit

🇯🇵 Point & Speak: Essential Japanese Phrases

Language is a primary barrier. Use these phrases. Point to the Japanese text or show this section to staff if you’re stuck. They can read the Japanese and understand your intention.

Frequently Asked Questions

Conclusion

Navigating the initial bureaucratic landscape in Japan can feel like a significant challenge, but with this structured guide, you are now equipped with the knowledge to approach your city hall visit confidently. Remember the correct order: Jūminhyō first, followed by National Health Insurance, and then the My Number card application.

Preparation, patience, and the right tools—like key Japanese phrases and a clear understanding of required documents—will ensure a smoother process. These essential registrations are your gateway to a stable and connected life in Japan. Take it one step at a time, and you’ll establish your foundation successfully.

For more guides on settling into life in Japan, explore our related articles:

• Opening a Japanese Bank Account
• Setting up Utilities (Electricity, Gas, Water)
• Obtaining a Japanese Mobile Phone Plan

Disclaimer

The information provided in this guide is for general informational purposes only and is based on regulations and procedures current as of December 2024. Municipal office procedures can vary slightly by location and may be subject to change. Always verify the latest requirements with your specific local municipal office or official government websites before undertaking any procedures.

Official Resources:

• Immigration Services Agency of Japan (Procedures for foreign residents)
• My Number System Portal Site (English)
• Ministry of Health, Labour and Welfare (National Health Insurance overview)
• CLAIR (Council of Local Authorities for International Relations) Living Information