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New Year, New Life: Your Guide to Essential Japan City Hall Procedures (Address, NHI, My Number Card)

Moving to Japan is an exciting step, but settling in involves navigating a labyrinth of administrative tasks, especially right after the New Year holidays. The thought of tackling address registration, National Health Insurance, and My Number Card applications at a bustling city hall can be daunting. You’re likely facing concerns about long queues, confusing forms, potential language barriers, and the critical 14-day deadline. This guide is designed to remove that friction, providing a clear, step-by-step action plan to streamline your essential Japan city hall procedures, even during the busiest times.

The Post-New Year Rush: Why Japan City Halls Get Complicated

The first few weeks after the New Year holidays, typically from January 4th or 5th until mid-January, represent one of the busiest periods for city and ward offices (区役所/市役所) across Japan. Many offices close from December 29th or 30th until January 3rd, meaning a backlog of residents needing to complete procedures.

This surge in activity translates into significantly longer queues, reduced staff availability (as some may still be on holiday), and potentially less language support. For new international residents, this can amplify the existing challenges of understanding paperwork, identifying the correct counters, and ensuring all required documents are in order. The pressure is compounded by strict deadlines, such as the 14-day rule for address registration, making efficient navigation critical.

Your Step-by-Step City Hall Action Plan for New Residents

To minimize friction and ensure compliance, follow this sequential plan for your essential Japan city hall procedures.

Pre-Visit Preparation: Documents & Research

Before you even leave your accommodation, preparation is key. This initial step can save you hours of waiting and repeat visits.

1. Identify Your Local Office: Determine which city hall or ward office serves your new address. A quick online search for “[Your City/Ward Name] 市役所/区役所” (shiyakusho/kuyakusho) will provide the official website.
2. Check Holiday Hours & Services: Crucially, verify their specific opening hours post-New Year. Some offices might have extended hours or special foreigner support services during peak times. Look for a dedicated section for “外国人向け (gaikokujin-muke)” or “for foreign residents.”
3. Gather Essential Documents: This is paramount. Missing even one item can halt your progress.
   • Zairyu Card (在留カード – Residence Card): This is your primary identification. Ensure it’s valid. If you received a stamp in your passport at the airport instead of an immediate card issuance, bring your passport.
   • Passport: Always carry it as a secondary ID.
   • Proof of New Address: Your lease agreement (賃貸契約書 – chintai keiyakusho) is the most common. A letter from your employer or school stating your address can also work.
   • Moving Out Certificate (転出証明書 – Tenshutsu Shomeisho): If you moved from another municipality within Japan, this document is essential. You would have received it from your previous city hall.
   • My Number Notification Card (通知カード – Tsūchi Kādo) / Existing My Number Card (マイナンバーカード – My Number Card): If you already have one from a previous residence in Japan, bring it.
   • Personal Seal (はんこ/印鑑 – Hanko/Inkan): While not always mandatory for these initial procedures, it’s good practice to have one, especially if you have a common name. If you don’t have one, a signature will usually suffice.
   • Cash: While most initial registrations are free, some copies or reissuance fees might require cash.
4. Write Down Key Information: Have your new address, phone number, and name (as it appears on your Zairyu Card) clearly written down, preferably in Japanese and English, for easy reference on forms.

Step 1: Address Registration (Tennyū Todoke / Tenkyo Todoke)

This is your foundational step. Without registering your address, you cannot proceed with other essential procedures like National Health Insurance enrollment or even open a bank account.

🎯 Local Pro-Tip: Address registration (転入届 – Tennyū Todoke for moving into a new municipality, or 転居届 – Tenkyo Todoke for moving within the same municipality) is legally required within 14 days of moving into your new address in Japan, after receiving your Zairyu Card. Missing this deadline can lead to fines or complications with future services. Prioritize this.

1. Upon Arrival at City Hall:
   • Locate the ‘総合案内 (Sōgō Annai – Information Desk)’ or the ‘住民登録 (Jūmin Tōroku – Resident Registration)’ section.
   • Take a number ticket (‘整理券 – Seiriken’) for resident registration.
2. Fill Out the Form:
   • You will need to fill out a ‘転入届 (Tennyū Todoke)’ form (if moving from another municipality) or ‘転居届 (Tenkyo Todoke)’ form (if moving within the same municipality).
   • If you need assistance, ask the staff for help, or use your prepared written information.
3. Submit Documents: Present your Zairyu Card (and passport if necessary), proof of address, and the completed form at the counter. If applicable, also submit your ‘Moving Out Certificate.’
4. Receive Confirmation: The staff will process your registration and update your Zairyu Card with your new address printed on the back. They may also provide you with a ‘住民票の写し (Jūminhyō no Utsushi – Certificate of Residence)’ if you request it (sometimes for a small fee), which is often needed for other procedures like opening a bank account.

Step 2: National Health Insurance (NHI) Enrollment

Enrollment in the National Health Insurance (国民健康保険 – Kokumin Kenkō Hoken, NHI) is mandatory for all residents of Japan who are not covered by an employer’s social health insurance (社会保険 – Shakai Hoken). This is a critical step for accessing medical care in Japan at an affordable rate.

1. Locate the NHI Counter: After completing address registration, ask for directions to the ‘国民健康保険 (Kokumin Kenkō Hoken)’ counter. It’s often in the same building, sometimes even on the same floor.
2. Take a Number Ticket: Get a number ticket for NHI enrollment.
3. Fill Out the Form: You will be given a form to fill out for NHI application. This will require your personal details and usually asks about your previous health insurance status.
4. Submit Documents: Present your Zairyu Card (now updated with your new address) and your passport. If you have a My Number Notification Card, bring that too.
5. Receive Your NHI Card: In most cases, you will receive your NHI 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 medical visits. You will also receive information regarding premium payments, which vary by municipality and income.

Step 3: My Number Card Application

While your My Number (個人番号 – Kojin Bangō) is assigned upon address registration, obtaining the physical My Number Card (マイナンバーカード – My Number Card) is a separate process. The card is useful for various administrative procedures, including opening bank accounts, tax filings, and online government services.

1. Initial Notification: After your address registration, you will usually receive an application form for your My Number Card by mail to your registered address within a few weeks. This form includes a QR code for online application, or you can use it for a postal application.
2. Application Methods:
   • Online (Recommended): Use the QR code on the mailed application form to apply via smartphone or PC. You will need to upload a recent photo.
   • Mail: Fill out the application form, attach a photo, and mail it in the provided envelope.
   • At City Hall: Some city halls have dedicated counters where you can apply, often with photo services available. Ask if this service is offered at your local office, especially if you want assistance.
3. Wait for Notification: The card itself takes approximately 1-2 months to process after your application. You will receive a postcard notification (交付通知書 – Kōfu Tsūchi Sho) by mail when your card is ready for pickup.
4. Card Pickup:
   • The notification postcard will specify the pickup location and required documents (typically your Zairyu Card, the notification postcard, and any old My Number Notification Card).
   • An appointment is often recommended, especially at larger city halls, to avoid long waits for pickup.
   • You will need to set a PIN for your card during pickup.

Visual Guide: Navigating Japan’s City Halls

Knowing what to look for can significantly reduce stress and confusion inside a Japanese city hall.

1. Outside the Building: Look for the Name

   Visual cue: On the building exterior, look for large signs displaying ‘区役所 (Kuyakusho – Ward Office)’ or ‘市役所 (Shiyakusho – City Hall)’ in Japanese. The specific name of your city/ward will precede it.

   What to do: Confirm you are at the correct municipal office.

   

2. Inside: Locate the Information Desk

   Visual cue: Immediately upon entering, seek out a prominent ‘総合案内 (Sōgō Annai – Information Desk)’ usually near the entrance. It’s often staffed by multiple people.

   What to do: Show your Zairyu Card and briefly state your purpose (e.g., “Tennyū todoke o dashitai no desuga”). They will direct you to the correct floor/section and help you get a number ticket.

   

3. Number Ticket Machine

   Visual cue: Look for a ‘整理券 (Seiriken – Number Ticket)’ machine. These are typically stand-alone machines with buttons for different services. Buttons might be labeled ‘住民登録 (Jūmin Tōroku)’ for resident registration or ‘国民健康保険 (Kokumin Kenkō Hoken)’ for NHI.

   What to do: Press the button corresponding to your desired service. If unsure, ask at the information desk. Keep your ticket safe.

   

4. Waiting Area & Electronic Boards

   Visual cue: Waiting areas will have rows of chairs and large electronic screens. These screens display the numbers being called and the corresponding counter number.

   What to do: Listen for your number to be called, or watch the electronic board for your number (‘整理番号 – Seiri Bangō’) and the counter (‘窓口番号 – Madoguchi Bangō’).

   

5. Counter Signs

   Visual cue: Specific counters will have signs indicating their service, e.g., ‘外国人登録 (Gaikokujin Tōroku – Foreign Resident Registration)’ or ‘住民課 (Jūmin Ka – Resident Affairs Division).’

   What to do: Once your number is called, proceed directly to the designated counter. If there’s a specific ‘外国人向け窓口 (Gaikokujin-muke Madoguchi – Counter for Foreigners)’, head there first if you prefer English support.

   

🇯🇵 Point & Speak: Essential Japanese Phrases

Having these phrases written down or ready on your phone can bridge the language gap and ensure you get the help you need. Show this section to staff if you’re stuck.

Pro-Tips for a Smooth City Hall Visit

Navigating Japan’s administrative system requires patience and a strategic approach. These tips can help.

🎯 Local Pro-Tip: Arrive Early, Stay Hydrated. During peak times like post-New Year, queues can form before opening. Arriving 15-30 minutes before the doors open can significantly cut down your wait time. Bring a book or fully charged phone, and a water bottle, as you might be waiting for several hours.

• Double-Check Everything: Before leaving home, confirm you have every single required document. A checklist is invaluable.
• Utilize Online Resources: Many municipal government websites (e.g., Tokyo Metropolitan Government, Osaka City) offer detailed guides for foreign residents, sometimes in multiple languages. Some even allow you to download forms in advance.
• Consider Off-Peak Hours: If your schedule allows, try to visit during mid-week afternoons (Tuesday-Thursday) and avoid Mondays, Fridays, and the immediate post-holiday rush.
• Be Patient and Polite: Japanese administrative processes are highly structured and sequential. Showing respect, patience, and attention to detail will facilitate smoother interactions.
• Bring a Translator (Human or App): If you are not confident in Japanese, consider bringing a Japanese-speaking friend or using a translation app like Google Translate or DeepL. While some larger offices have English-speaking staff, it’s not guaranteed, especially during busy periods.
• Consolidate Your Visit: Since address registration is a prerequisite for NHI, aim to complete both on the same day. This reduces repeat visits.
• Take Photos of Documents: Keep digital copies of your Zairyu Card, NHI card, and any important papers.

Common Mistakes to Avoid

Steering clear of these common pitfalls will make your city hall experience much smoother.

• Missing the 14-Day Deadline for Address Registration: This is the most critical mistake. Failure to register within 14 days of moving (or getting your Zairyu Card) can lead to legal issues or complicate future administrative tasks.
• Incomplete Documentation: Turning up without all necessary papers (e.g., forgetting your lease agreement or ‘Moving Out Certificate’) will result in being turned away and having to return.
• Not Checking Office Hours Post-New Year: Assuming standard operating hours immediately after a major holiday can lead to wasted trips. Always verify holiday schedules.
• Going to the Wrong Office: Ensure you are at the city/ward office responsible for your specific residential area.
• Ignoring Language Barriers: Hoping staff will speak English is a risk. Prepare key phrases or use translation tools.
• Skipping National Health Insurance: NHI is mandatory. Delays can result in retroactive payments and lack of medical coverage.
• Confusing My Number Assignment with My Number Card: While your My Number is assigned upon address registration, the physical card requires a separate application and takes time to process.

💰 Price Breakdown: Costs Associated with Registration

While most initial registrations are free, it’s important to understand the potential costs.

📋 Quick Reference Card: Your Essential Checklist

Screenshot or print this section for easy access.

Frequently Asked Questions

Conclusion

Navigating Japan’s city hall procedures, particularly during the busy post-New Year period, can feel overwhelming. However, with careful preparation, a clear understanding of the sequential steps, and a dose of patience, you can successfully complete your essential registrations. Remember, your address registration, National Health Insurance enrollment, and My Number Card application are foundational to your life in Japan. Stay organized, utilize the resources available, and you’ll smoothly transition into your new life.

Need more practical advice for settling in? Explore our guides on opening a Japanese bank account or setting up utilities in Japan.

Disclaimer

This guide provides general information based on common procedures and current regulations (as of January 2026). Specific requirements, forms, and processing times can vary by municipality and may be subject to change. Always consult your specific city/ward office’s official website or information desk for the most accurate and up-to-date details relevant to your situation. This information is not legal advice.