After arriving in Japan or moving to a new address, the ward or city office often becomes the center of your life setup. Address registration, the address on your residence card, health insurance, pension, My Number notices, and resident record requests may all connect to the same municipal office visit.
The details vary by municipality, household situation, residence status, and timing. Treat this guide as preparation for the counter, not a universal rulebook. When you are ready to act, use the ward office moving-in checklist alongside the latest information from your municipality.
Start by identifying your situation
The procedure you need depends on how you moved. Before going to the office, decide which situation describes you best:
- You arrived from overseas and are setting up a Japan address.
- You moved from another municipality in Japan.
- You changed address within the same municipality.
- You are joining an existing household or living with family.
- Your school, employer, or support office gave you a specific process.
If you are still organizing your first week, use the first-week setup guide. If the difference between a residence card, resident record, and My Number is still unclear, read the residence administration basics first.
Prepare identity and address documents
If you are not sure what to bring, start with documents that prove identity, address, and move-in status, then confirm the exact requirements with the municipality.
- Passport.
- Residence card.
- New address information.
- Lease, move-in proof, or address documents from your school or employer.
- Family or household relationship documents, if you live with family.
- Seal or signature-related items, if requested.
- A reachable phone number and email address.
Some offices require reservations. Others accept walk-ins but may be crowded. Check counter hours, lunch breaks, weekend service, busy periods, and language support before you go.
What to ask at the counter
Instead of only saying that you moved in, break the visit into topics. Ask staff which items can be handled that day and which require another counter.
- Whether you need moving-in, resident registration, or address-change procedures.
- Whether the address on the back of your residence card can be updated there.
- Whether you should join National Health Insurance or use employer, school, or family coverage.
- Whether you need to ask about National Pension, student payment systems, exemption, or postponement options.
- How My Number notification, My Number Card application, or address updates apply to you.
- Whether you need a resident record copy for a bank, mobile carrier, school, employer, or rental contract.
If the explanation is too fast, ask staff to write down keywords, deadlines, and the next counter name. Written notes are much safer than pretending you understood everything.
Update other services afterward
The municipal office visit is only one part of the setup. After your address or documents are updated, you may need to update other services too.
- Mobile carrier and internet service.
- Bank, credit card, and payment apps.
- School, employer, scholarship, or insurance records.
- Delivery, shopping, and membership accounts.
- Mail forwarding or old-address notifications.
If your mobile setup is still unfinished, start from the mobile plan guide to review identity checks, payment methods, data needs, and plan caveats.
Next step
Before going to the office, write down your situation, address details, and questions. At the counter, confirm what can be completed today, what is missing, where to go next, and whether any deadlines apply. Then compare your notes with the moving-in checklist so follow-up updates do not get lost.