Tag: Japan Visa

  • Useful Official Websites for Foreign Residents in Japan

    Useful Official Websites for Foreign Residents in Japan

    Living in Japan becomes much easier when you know where to find reliable information.

    For foreign residents, the biggest problem is not always the lack of information. The bigger problem is knowing which information is official, updated and trustworthy.

    Many people ask friends, Facebook groups, YouTube channels or online comments when they have questions about visa, residence card, city office procedures, health insurance, pension, work rules, scholarships, disasters or legal support.

    These sources can be helpful for personal experience, but they should not be your final source for official matters.

    In Japan, rules can change. Procedures can differ by city. Requirements can depend on your residence status, nationality, school, employer, family situation and personal case.

    That is why every foreign resident should know the most useful official websites.

    This guide introduces important official and public information websites that foreign residents, international students, workers, dependents, families and newcomers should keep bookmarked.

    Important Note Before You Read

    This article is for general guidance only.

    For official decisions, always confirm directly with the relevant authority, such as the Immigration Services Agency of Japan, your local city or ward office, your school, your employer, your pension office, your tax office, or a qualified professional.

    Website addresses may change over time. If a link does not open, search the official website name on Google.

    Need to find the right authority by situation? Use the Official Resources Hub.

    1. Immigration Services Agency of Japan

    Website:
    https://www.moj.go.jp/isa/

    The Immigration Services Agency of Japan is one of the most important official websites for foreign residents.

    This is where you should check information related to:

    • Status of residence
    • Residence card
    • Visa/residence procedures after entering Japan
    • Extension of period of stay
    • Change of status of residence
    • Permanent residence
    • Re-entry permission
    • Permission for part-time work
    • Immigration forms
    • Immigration notices
    • Support information for foreign residents

    This website is especially important for students, workers, dependents, spouses, researchers, business managers, technical interns, specified skilled workers and long-term residents.

    Many people casually say “visa renewal,” but after arriving in Japan, the actual procedure is often connected to residence status. For that reason, immigration information should always be checked from the Immigration Services Agency, not only from social media posts.

    When to use this website:

    • Before renewing your residence period
    • Before changing your residence status
    • Before applying for permission to work part-time
    • Before leaving and re-entering Japan
    • When checking residence card-related information
    • When confirming official immigration forms
    • When your school or company asks you to prepare immigration documents

    2. Foreign Resident Support Portal Site

    Website:
    https://www.moj.go.jp/isa/support/portal/index.html

    The Foreign Resident Support Portal Site is one of the most useful websites for people living in Japan.

    It provides practical information for foreign nationals in multiple languages. It is designed to help foreign residents understand important daily-life information in Japan.

    This portal is useful for topics such as:

    • Residence procedures
    • Work
    • Medical care
    • Health insurance
    • Pension
    • Childcare
    • Education
    • Housing
    • Emergencies
    • Disaster information
    • Consultation services
    • Daily-life rules

    This website is very useful because it brings together government information in a more accessible way.

    When to use this website:

    • When you are new in Japan
    • When you do not know which government office handles your issue
    • When you want multilingual information
    • When you need general life guidance from official sources
    • When you want to understand Japanese systems in simple language

    For many newcomers, this should be one of the first official websites to bookmark.

    3. FRESC – Foreign Residents Support Center

    Website:
    https://www.moj.go.jp/isa/support/fresc/fresc01.html

    FRESC stands for Foreign Residents Support Center.

    It is a government support center where different organizations work together to support foreign residents in Japan.

    FRESC can be useful for issues related to:

    • Immigration and residence
    • Work support
    • Legal support
    • Human rights
    • Employment of foreign nationals
    • Consultation for foreign residents
    • Support for local governments and companies

    FRESC is especially important for foreign residents who do not know where to ask for help.

    When to use this website:

    • When your problem involves multiple areas
    • When you need consultation support
    • When you are unsure whether your issue is immigration, work, legal or daily-life related
    • When you want to know about government support services for foreign residents

    FRESC is not a replacement for your local city office or immigration bureau, but it is a useful starting point for support information.

    4. Ministry of Foreign Affairs of Japan – Visa Information

    Website:
    https://www.mofa.go.jp/j_info/visit/visa/index.html

    The Ministry of Foreign Affairs of Japan provides official visa information, especially for people who are outside Japan and planning to enter Japan.

    This website is useful for:

    • Visa application information
    • Embassy and consulate-related procedures
    • Short-term stay information
    • Long-term entry preparation
    • Certificate of Eligibility-related entry process
    • Diplomatic and consular information
    • Travel and entry-related notices

    This website is especially useful before coming to Japan.

    After you arrive in Japan, many residence-related procedures are handled by the Immigration Services Agency. But before arrival, visa application information is often connected to the Japanese embassy or consulate through the Ministry of Foreign Affairs.

    When to use this website:

    • Before applying for a visa from outside Japan
    • When checking visa categories
    • When preparing embassy or consulate documents
    • When confirming entry-related information
    • When checking official diplomatic information from Japan

    5. Your Local City or Ward Office Website

    Website:
    Search your city or ward name + “foreign residents” or “English”

    Examples of city office topics:

    • Address registration
    • Moving-in notification
    • Moving-out notification
    • National Health Insurance
    • National Pension
    • My Number
    • Garbage rules
    • Child allowance
    • School enrollment for children
    • Disaster information
    • Tax notices
    • Residence certificate
    • Local consultation services

    Your city or ward office website is one of the most important information sources after you start living in Japan.

    This is because many daily-life rules are local.

    For example, garbage rules are different by municipality. Health insurance procedures are handled by your municipality if you are enrolled in National Health Insurance. Address registration is also done through your local municipal office.

    A rule in Tokyo may not be exactly the same in Saitama, Chiba, Osaka, Fukuoka or Hokkaido.

    When to use this website:

    • After moving to a new address
    • When checking garbage separation rules
    • When enrolling in National Health Insurance
    • When receiving letters from the city office
    • When checking disaster shelters
    • When applying for local services
    • When moving out of your city
    • When requesting a residence certificate

    Important advice:

    Do not depend only on general information for local procedures. Always check your own city or ward office website.

    6. Digital Agency of Japan – My Number

    Website:
    https://www.digital.go.jp/en/policies/mynumber

    My Number is Japan’s individual number system.

    It is used for administrative procedures related to social security, tax and disaster response. Foreign residents who have a residence record in Japan may also receive a My Number.

    The Digital Agency website is the official source for My Number and My Number Card information.

    This website is useful for:

    • Understanding My Number
    • Understanding My Number Card
    • Checking how My Number is used
    • Learning about administrative procedures
    • Understanding identity verification use
    • Checking official updates about My Number-related systems

    When to use this website:

    • After registering your address
    • When you receive My Number documents
    • When applying for a My Number Card
    • When using My Number for tax or social insurance procedures
    • When you are asked to submit My Number information
    • When you want to understand My Number Card functions

    Important advice:

    My Number is sensitive personal information. Do not share it casually. Keep your My Number documents safely.

    7. Japan Pension Service

    Website:
    https://www.nenkin.go.jp/international/english/index.html

    The Japan Pension Service website is important for understanding Japan’s pension system.

    Many foreign residents are surprised when they receive pension letters. However, pension procedures can apply to foreign residents as well.

    This website is useful for:

    • National Pension
    • Employees’ Pension Insurance
    • Pension enrollment
    • Pension notices
    • Student payment special system
    • Exemption or postponement procedures
    • Lump-sum withdrawal payment information
    • Basic Pension Number
    • Multilingual pension materials

    When to use this website:

    • When you receive pension letters
    • When you are 20 years old or older and living in Japan
    • When you are a student and cannot pay pension contributions
    • When you are employed by a company
    • When you leave Japan and want to check possible lump-sum withdrawal procedures
    • When you want multilingual pension information

    Important advice:

    Do not throw away pension letters. If you do not understand a notice, bring it to your city office, pension office, school office or employer.

    8. Ministry of Health, Labour and Welfare

    Website:
    https://www.mhlw.go.jp/

    The Ministry of Health, Labour and Welfare is responsible for many important areas connected to daily life, work and health.

    For foreign residents, MHLW-related information can be useful for:

    • Health insurance
    • Labour rules
    • Employment support
    • Working conditions
    • Public health
    • Medical care
    • Welfare systems
    • Foreign worker support
    • Labour consultation

    The MHLW website can be difficult for beginners because it covers many areas. But it is one of the most important official sources for health and labour-related information.

    When to use this website:

    • When checking work-related rules
    • When confirming health or medical system information
    • When searching for labour consultation support
    • When checking information for foreign workers
    • When confirming official health insurance-related notices

    9. Tokyo Employment Service Center for Foreigners

    Website:
    https://jsite.mhlw.go.jp/tokyo-foreigner/english.html

    This is a government-run employment support service under the Ministry of Health, Labour and Welfare.

    Although it is Tokyo-based, the information is useful for many foreign residents who want to understand work-related support in Japan.

    This website is useful for:

    • Job search support
    • Employment guidance
    • Work-related information for foreigners
    • Support for international students
    • Support for people with work-permitted residence status
    • Labour-related basic information
    • Company employment information

    When to use this website:

    • When looking for a job in Japan
    • When you are an international student preparing for job hunting
    • When you want to understand job-search procedures
    • When you need employment guidance
    • When you want to know which foreign residents are permitted to work

    Important advice:

    Job permission depends on your status of residence. Before accepting work, always check whether your residence status allows that job.

    10. Labour Standards Advice Hotline for Foreign Languages

    Website:
    https://www.check-roudou.mhlw.go.jp/soudan/foreigner_eng.html

    This website provides information about labour consultation services and hotlines in foreign languages.

    It can be useful when foreign workers have concerns about working conditions.

    Possible topics include:

    • Wages
    • Working hours
    • Overtime
    • Paid leave
    • Dismissal
    • Workplace rules
    • Labour contract issues
    • General working condition concerns

    When to use this website:

    • When you are worried about unpaid wages
    • When your working hours seem unreasonable
    • When your employer does not explain your contract clearly
    • When you need foreign-language labour consultation information
    • When you want to understand where to ask about working conditions

    Important advice:

    For serious work problems, keep documents such as employment contracts, payslips, work schedules, messages and company notices.

    11. Study in Japan Official Website

    Website:
    https://www.studyinjapan.go.jp/en/

    Study in Japan is an official information website for international students.

    It is useful for students who want to study in Japan, as well as those already living in Japan and planning their next academic step.

    This website is useful for:

    • Studying in Japan
    • Japanese universities
    • Graduate schools
    • Japanese language schools
    • Scholarships
    • Student life
    • Admission planning
    • Japan’s education system
    • Student stories
    • Life in Japan by area

    When to use this website:

    • When planning to study in Japan
    • When choosing a school or university
    • When checking scholarship options
    • When learning about student life
    • When preparing for admission
    • When comparing study routes

    This is a good official starting point for anyone planning education in Japan.

    12. Japan Student Services Organization – JASSO

    Website:
    https://www.jasso.go.jp/en/

    JASSO is one of the most important organizations for international students in Japan.

    It provides information related to:

    • Scholarships
    • International student support
    • EJU
    • Study in Japan
    • Student exchange support
    • Support programs
    • Follow-up services for former international students

    Scholarship page:
    https://www.jasso.go.jp/en/ryugaku/scholarship_j/index.html

    When to use this website:

    • When checking scholarship information
    • When researching EJU
    • When looking for international student support
    • When planning study in Japan
    • When checking official student-related information

    Important advice:

    Scholarship rules and deadlines differ by program. Always confirm directly from the scholarship provider or university.

    13. Official Website for Specified Skilled Worker

    Website:
    https://www.ssw.go.jp/en/

    The Specified Skilled Worker system is important for many foreign workers in Japan.

    This website is useful for people who are interested in or currently working under the Specified Skilled Worker status.

    It can help with:

    • Understanding the SSW system
    • Worker support information
    • Procedure support
    • Field-related information
    • Consultation information
    • Basic guidance about working in Japan under SSW

    When to use this website:

    • When planning to come to Japan as an SSW worker
    • When already working under SSW status
    • When checking support services
    • When confirming general information about the SSW system
    • When you need official information instead of agency-only explanations

    Important advice:

    Be careful with unofficial agents or misleading job promises. Always confirm SSW information through official sources.

    14. Japan Meteorological Agency

    Website:
    https://www.jma.go.jp/jma/indexe.html

    Multilingual weather and disaster information:
    https://www.data.jma.go.jp/multi/index.html?lang=en

    Japan has earthquakes, typhoons, heavy rain, landslides, heat illness alerts, volcanic activity and tsunami risks.

    The Japan Meteorological Agency is one of the most important official sources for weather and disaster information.

    This website is useful for:

    • Weather warnings
    • Weather forecasts
    • Earthquake information
    • Tsunami information
    • Typhoon information
    • Heavy rain information
    • Landslide risk information
    • Heat-related warnings
    • Volcanic information

    When to use this website:

    • During typhoon season
    • During heavy rain
    • After an earthquake
    • When checking warnings before travel
    • When preparing for disaster risk
    • When you need official weather information

    Important advice:

    Do not wait until a disaster happens. Bookmark this website before you need it.

    15. MLIT Disaster Prevention Portal

    Website:
    https://www.mlit.go.jp/river/bousai/bousai-portal/en/index.html

    The Ministry of Land, Infrastructure, Transport and Tourism provides a Disaster Prevention Portal that can be useful for international residents and visitors.

    This website is useful for:

    • Disaster prevention information
    • Flood and river-related information
    • Evacuation-related information
    • Disaster management facilities
    • Multilingual disaster information
    • Useful links for disasters

    When to use this website:

    • When preparing for typhoons or heavy rain
    • When checking flood-related information
    • When learning about disaster prevention
    • When looking for multilingual disaster resources
    • When preparing family emergency plans

    Important advice:

    Also check your local city or ward office disaster map and evacuation shelter information.

    16. Safety Tips App by Japan Tourism Agency / JNTO

    Website:
    https://www.jnto.go.jp/safety-tips/eng/app.html

    Safety Tips is a useful app for disaster alerts and emergency information in Japan.

    It can provide alerts related to:

    • Earthquake early warnings
    • Tsunami warnings
    • Weather warnings
    • Volcanic warnings
    • Heat illness warnings
    • Civil protection information

    This app is useful not only for tourists but also for foreign residents who may not understand Japanese disaster alerts quickly.

    When to use this app:

    • If you are new to Japan
    • If you do not understand Japanese warning messages well
    • If you travel around Japan
    • If you live in an area with typhoon, earthquake, tsunami or volcanic risk
    • If you want disaster information in multiple languages

    Important advice:

    Install disaster apps before a disaster happens. Do not wait until an emergency.

    17. Houterasu – Japan Legal Support Center

    Website:
    https://www.houterasu.or.jp/site/english/

    Foreign nationals page:
    https://www.houterasu.or.jp/site/foreign-nationals/

    Houterasu is the Japan Legal Support Center.

    It provides information about Japan’s legal system and related consultation services. It can be useful when foreign residents face legal problems and do not know where to ask.

    Possible topics include:

    • Legal consultation information
    • Debt problems
    • Divorce
    • Labour problems
    • Accidents
    • Housing or contract issues
    • Legal aid information
    • Information on relevant organizations

    When to use this website:

    • When you need legal information
    • When you are unsure where to ask about a legal problem
    • When you need multilingual legal information support
    • When you are facing serious contract, family, labour or debt problems

    Important advice:

    For legal issues, do not rely only on online comments. Get proper advice from an official support center or qualified professional.

    18. Japanese Law Translation

    Website:
    https://www.japaneselawtranslation.go.jp/en/

    This website provides English translations of Japanese laws.

    It is useful for advanced users, researchers, professionals and anyone who wants to check legal texts in English.

    This website can help with:

    • Labour laws
    • Immigration-related law references
    • Civil law
    • Criminal law
    • Business law
    • Administrative law
    • Legal research

    When to use this website:

    • When you need to understand Japanese laws in English
    • When preparing academic or legal research
    • When checking basic legal wording
    • When comparing official legal terms

    Important advice:

    Legal translations can help understanding, but legal interpretation should be confirmed with a qualified professional when the issue is serious.

    19. Japan National Tourism Organization – Official Travel and Safety Information

    Website:
    https://www.japan.travel/en/

    This is the official tourism website of Japan.

    Although it is mainly designed for visitors, it can also be useful for foreign residents who travel inside Japan.

    This website is useful for:

    • Domestic travel information
    • Regional travel guides
    • Safety tips
    • Transportation information
    • Cultural information
    • Travel planning
    • Emergency-related visitor guidance

    When to use this website:

    • When traveling inside Japan
    • When checking official tourism information
    • When helping family or friends visit Japan
    • When preparing for travel safety

    20. Embassy and Consulate Websites

    Website:
    Search “Embassy of [your country] in Japan”

    Foreign residents should also know the official website of their embassy or consulate in Japan.

    Embassy and consulate websites may provide information about:

    • Passport renewal
    • Emergency documents
    • Birth registration
    • Marriage-related documents
    • Power of attorney
    • Notarial services
    • Emergency contact
    • Travel documents
    • Citizen services

    When to use embassy or consulate websites:

    • When your passport is lost
    • When your passport is expiring
    • When you need nationality-related documents
    • When you need emergency assistance
    • When your family documents are required in Japan
    • When you need official documents from your home country

    Important advice:

    Japanese immigration and city office procedures often require documents from your home country. Your embassy or consulate can be important for those documents.

    How to Know Whether a Website Is Reliable

    A good habit is to check the domain.

    In Japan, many official websites use domains such as:

    • .go.jp — Japanese government organizations
    • .lg.jp — local government offices
    • .ac.jp — universities and academic institutions
    • Official ministry or agency websites
    • Official city or ward office websites

    Be careful with websites that look official but are actually private blogs, agencies or advertisement pages.

    Private websites can be helpful, but they are not final authority.

    For official matters, use official sources first.

    What Foreign Residents Should Bookmark First

    If you are new in Japan, bookmark these first:

    • Immigration Services Agency of Japan
    • Foreign Resident Support Portal Site
    • Your local city or ward office website
    • Digital Agency My Number page
    • Japan Pension Service
    • Japan Meteorological Agency
    • Safety Tips app page
    • Your embassy or consulate website

    If you are a student, also bookmark:

    • Study in Japan Official Website
    • JASSO
    • Your university or school website

    If you are working or job hunting, also bookmark:

    • MHLW
    • Tokyo Employment Service Center for Foreigners or your local Hello Work
    • Labour Standards Advice Hotline
    • SSW official website, if applicable

    If you have a legal problem, also bookmark:

    • Houterasu
    • Japanese Law Translation

    Final Thoughts

    Reliable information is one of the most important tools for living safely and confidently in Japan.

    A small misunderstanding about residence status, city office procedures, health insurance, pension, work permission or disaster information can create serious problems later.

    That is why foreign residents should build the habit of checking official sources.

    Do not depend only on social media.

    Do not guess.

    Do not wait until the deadline.

    Check the official website. Ask the responsible office. Confirm before making important decisions.

    AIC Japan will continue to explain Japanese systems in a simple and practical way, but official information should always be confirmed through the relevant government office, city office, school, employer or professional support service.

    AIC Japan
    Reliable Japan Information

    References

    Official information should always be confirmed through the relevant authorities, including:

    • Immigration Services Agency of Japan
    • Foreign Resident Support Portal Site
    • Foreign Residents Support Center
    • Ministry of Foreign Affairs of Japan
    • Digital Agency of Japan
    • Ministry of Health, Labour and Welfare
    • Japan Pension Service
    • Study in Japan Official Website
    • Japan Student Services Organization
    • Japan Meteorological Agency
    • Ministry of Land, Infrastructure, Transport and Tourism
    • Japan National Tourism Organization
    • Houterasu Japan Legal Support Center
    • Japanese Law Translation
    • Local city and ward office websites
    • Embassy and consulate websites

    This article is for general guidance only. Rules, procedures, services and website links may change. Always confirm important matters with the responsible official office.

  • Japan Visa, Residence Card and City Office Basics

    Japan Visa, Residence Card and City Office Basics

    For many foreigners, the most confusing part of living in Japan is not the train system, the language, or even the culture.

    It is the paperwork.

    Visa. Status of residence. Residence card. City office. Address registration. My Number. Health insurance. Pension. Moving notification. Renewal deadline.

    These words may sound technical, but they are part of daily life in Japan. Whether you are an international student, worker, dependent, spouse, researcher, business professional, or new resident, understanding these basics can protect your legal status, save you from trouble, and make your life much easier.

    Japan is a country where systems matter. If your documents are correct, your address is registered, your insurance is active, and your deadlines are managed, life becomes smoother. But if you ignore small procedures, they can become serious problems later.

    This guide explains the basic things every foreign resident should know after coming to Japan.

    Important Note Before You Read

    This article is for general guidance only. Immigration, city office, insurance, pension and tax rules can change, and details may differ depending on your nationality, residence status, municipality, employer, school, family situation and personal case.

    For official decisions, always confirm with the Immigration Services Agency of Japan, your city or ward office, your school, your employer, or a qualified professional.

    AIC Japan’s goal is to make the basic system easier to understand so you know what to check and where to start.

    1. Visa and Status of Residence Are Not Exactly the Same

      Many people use the word “visa” for everything.

      For example, they say:

      “My visa will expire soon.”
      “I want to change my visa.”
      “My student visa allows part-time work.”

      In daily conversation, this is common. But technically, Japan separates “visa” and “status of residence.”

      A visa is usually connected to entering Japan from overseas. It is generally issued by a Japanese embassy or consulate before you travel to Japan. After you arrive and receive landing permission, your legal activities in Japan are controlled by your status of residence.

      This difference is important.

      Once you are living in Japan, many important procedures are not really “visa procedures.” They are residence status procedures, such as:

      • Extension of period of stay
      • Change of status of residence
      • Permission for part-time work
      • Re-entry permission
      • Address registration
      • Residence card updates
      • Reporting certain changes

      So, after arrival, do not only think, “ work
      • Re-entry permission
      • Address registration
      • Residence card updates
      • Reporting certain changes

      So, after arrival, do not only think, “Do I have a visa?”

      Think, “Is my status of residence correct for what I am doing in Japan?”

      2. Certificate of Eligibility: The First Big Step for Many Long-Term Residents

        Many students, workers, dependents and long-term residents first hear about the Certificate of Eligibility, commonly called COE.

        A COE is usually part of the process before entering Japan for medium- or long-term stay. In simple words, it helps show that your planned activity in Japan matches a valid residence status.

        For example:

        • A student plans to study at a Japanese school or university
        • A worker plans to work for a Japanese company
        • A dependent plans to join a family member in Japan
        • A researcher plans to conduct research in Japan

        After the COE is issued, the person usually applies for a visa at a Japanese embassy or consulate overseas. Then, after entering Japan, the person receives landing permission and residence status.

        For newcomers, the key point is this:

        COE, visa, landing permission, residence status and residence card are connected, but they are not the same thing.

        3. Your Residence Card Is One of the Most Important Documents in Japan

          For most medium- to long-term foreign residents, the residence card is one of the most important documents in Japan.

          It is not just an ID card. It is proof of your legal residence status in Japan.

          Your residence card usually shows:

          • Name
          • Date of birth
          • Nationality or region
          • Address
          • Status of residence
          • Period of stay
          • Work restriction information
          • Permission for extra-status activities, if applicable
          • Card expiration information

          Foreign residents aged 16 or older are generally required to carry their residence card.

          This means you should not leave your residence card at home casually.

          You may need it when:

          • Opening a bank account
          • Signing a phone contract
          • Applying for housing
          • Registering your address
          • Visiting immigration
          • Starting part-time or full-time work
          • Renewing your residence period
          • Verifying your identity
          • Dealing with police or administrative procedures

          Always check the information printed on your residence card. A small mistake can create problems later.

          4. Address Registration Must Be Done at the City or Ward Office

            After arriving in Japan and deciding your place of residence, you generally need to register your address at your local municipal office.

            This may be called:

            • City office
            • Ward office
            • Town office
            • Village office
            • Municipal office

            After you settle at your address, you usually need to submit a moving-in notification at the municipal office within the required period.

            This is one of the first procedures newcomers should complete.

            Do not delay it.

            Without address registration, you may face problems with:

            • Health insurance enrollment
            • Pension procedures
            • My Number notice
            • Bank account opening
            • Phone contract
            • School or company paperwork
            • Official mail
            • Visa or residence procedures later

            A simple first rule for newcomers:

            After you move into your address, go to the city or ward office as soon as possible.

            5. What to Bring to the City Office

              The required documents may differ depending on your city, ward and situation. But in many cases, newcomers should prepare:

              • Residence card
              • Passport
              • Address information
              • Apartment or dormitory information
              • School or employer documents, if available
              • Family relationship documents, if moving with family
              • Marriage certificate or birth certificate, if applicable
              • Japanese translation of family documents, if required
              • My Number card, if you already have one
              • Previous moving-out certificate, if moving from another municipality

              Because requirements can differ, check your local city office website or ask the information counter.

              6. City Office Procedures Are Not Only Address Registration

                Many newcomers think the city office is only for address registration.

                Actually, the city office is where many important daily-life procedures begin.

                Depending on your situation, you may need to handle:

                • Moving-in notification
                • Moving-out notification
                • Address change
                • National Health Insurance
                • National Pension
                • My Number procedures
                • Residence certificate
                • Seal registration, if needed
                • Child allowance, if applicable
                • School enrollment for children
                • Tax-related notices
                • Garbage collection information
                • Disaster prevention information

                The city office is one of the most important places for foreign residents in Japan.

                Even if you cannot speak Japanese well, go early and ask. Many city offices have English materials, translation devices, multilingual information pages, or foreign resident support counters.

                7. Moving Within Japan Also Requires Procedures

                  If you move from one address to another in Japan, you usually need to update your address.

                  If you move within the same city, you may need a change-of-address notification.

                  If you move to another city, you usually need to complete procedures at both the old municipality and the new municipality.

                  This matters because your address is connected to many things:

                  • Residence card
                  • Health insurance
                  • Pension
                  • Taxes
                  • My Number
                  • School documents
                  • Employer records
                  • Immigration notices
                  • Bank and phone contracts
                  • Official city mail

                  Never assume that simply moving to a new apartment is enough. You must update the official record.

                  8. My Number Is Connected to Administrative Procedures

                    My Number is Japan’s individual number system.

                    It is used for administrative procedures related to areas such as social security, tax and disaster response.

                    For foreign residents, My Number becomes relevant after resident registration.

                    You may need it for:

                    • Tax procedures
                    • Employment paperwork
                    • Social insurance
                    • Bank-related procedures
                    • Government services
                    • Some online applications
                    • My Number Card application
                    • Health insurance certificate use, depending on system setup

                    Do not share your My Number casually. It is sensitive personal information.

                    Keep your My Number notice, card and related documents safely.

                    9. National Health Insurance Is a Major City Office Procedure

                      Health insurance is one of the most important systems in Japan.

                      If you are employed by a company, you may be enrolled in employee health insurance through your employer. If you are not covered by employee health insurance, you may need to join National Health Insurance through your municipality.

                      This is important for students, dependents, freelancers, job seekers and people between jobs.

                      Do not ignore health insurance procedures or payment notices.

                      Without proper insurance, medical costs can become very expensive. Also, unpaid insurance premiums may create administrative problems later.

                      At the city office, ask:

                      • Do I need to enroll in National Health Insurance?
                      • What is my monthly premium?
                      • How do I pay?
                      • What should I do if I leave Japan?
                      • What should I do if I get company insurance later?
                      • What should I do if my income changes?

                      10. National Pension Also Matters for Foreign Residents

                        Many newcomers are surprised when they receive pension letters.

                        But Japan’s pension system also applies to foreign residents.

                        This does not mean every person pays in the same way.

                        For example:

                        • Company employees may be covered through employee pension
                        • Students may be able to apply for student payment special systems
                        • Low-income residents may be able to apply for exemption or postponement
                        • Some short-term foreign residents may later apply for a lump-sum withdrawal payment after leaving Japan, depending on conditions

                        The key point is simple:

                        Do not ignore pension letters.

                        If you do not understand the letter, bring it to the city office, pension office, school office, employer, or a trusted support center.

                        11. Work Permission Depends on Your Status of Residence

                          Your residence card may show whether you can work or whether there are restrictions.

                          This is very important.

                          Some residence statuses allow work in a specific field. Some do not allow work unless permission is granted. Some allow work with limits. Some dependents and students need permission for part-time work.

                          Do not assume that all foreigners in Japan can work freely.

                          Before accepting any job, check:

                          • Your status of residence
                          • Work restrictions on your residence card
                          • Whether extra permission is needed
                          • Weekly hour limits, if applicable
                          • Whether the job type is allowed
                          • Whether the work could affect future renewal

                          For students and dependents, part-time work can be helpful, but it must be done legally. If your work violates your status conditions, it can affect your future stay in Japan.

                          12. Residence Period and Renewal Deadlines Must Be Managed Carefully

                            Your residence card shows your period of stay.

                            This date is extremely important.

                            Do not wait until the last moment.

                            Before your residence period expires, you may need to apply for extension of period of stay. If your activity changes, you may need to apply for change of status of residence.

                            Common examples:

                            • Student continuing study
                            • Student becoming employee
                            • Worker changing job type
                            • Dependent starting work
                            • Spouse changing family situation
                            • Researcher changing institution
                            • Language school student entering university
                            • University student entering graduate school

                            Immigration procedures take time. Some applications may require documents from your school, employer, guarantor, family member, or municipality.

                            A good habit:

                            Start checking your renewal documents at least two to three months before expiration.

                            13. Families and Dependents Should Be Extra Careful With Documents

                              If you live in Japan with your spouse, children or family members, city office and immigration procedures can become more detailed.

                              You may need:

                              • Marriage certificate
                              • Birth certificate
                              • Family relationship certificate
                              • Japanese translations
                              • Residence cards for each family member
                              • Passports for each family member
                              • School documents for children
                              • Health insurance enrollment for family members
                              • Pension and tax-related procedures
                              • Child allowance or child medical support procedures, if applicable

                              Municipalities may ask for original documents or translated documents depending on the procedure. Requirements differ by city and case.

                              Do not assume that one family member’s procedure automatically covers everyone. Check each person’s residence card, insurance, My Number, and municipal registration.

                              14. Residence Certificate: A Useful City Office Document

                                After you register your address, you may be able to request a residence certificate, called juminhyo.

                                This document may be needed for:

                                • School procedures
                                • Company procedures
                                • Visa or immigration-related documents
                                • Housing contracts
                                • Family procedures
                                • Bank or official applications
                                • Scholarship applications
                                • Child-related procedures

                                A residence certificate is usually issued by your municipality. There may be a small fee.

                                When requesting it, check whether you need:

                                • Individual certificate or household certificate
                                • Nationality shown or hidden
                                • Residence status shown or hidden
                                • My Number shown or hidden
                                • Relationship to household head shown or hidden

                                Do not request unnecessary personal information unless the receiving organization specifically asks for it.

                                15. Common Mistakes Foreign Residents Should Avoid

                                  Many problems in Japan begin with simple mistakes.

                                  Avoid these:

                                  • Not registering your address within the required period
                                  • Forgetting to update your address after moving
                                  • Not carrying your residence card
                                  • Ignoring city office letters
                                  • Ignoring health insurance notices
                                  • Ignoring pension notices
                                  • Missing residence period renewal deadline
                                  • Working outside your permitted status
                                  • Not reporting major changes when required
                                  • Throwing away official mail because it is in Japanese
                                  • Depending only on friends instead of confirming with official offices
                                  • Assuming rules are the same in every city
                                  • Not keeping copies of important documents

                                  Japan rewards people who manage paperwork carefully.

                                  You do not need to be perfect. But you need to be organized.

                                  16. First 30 Days Checklist for New Foreign Residents

                                    Use this checklist after arriving in Japan or moving to a new city.

                                    • Check your residence card information
                                    • Confirm your period of stay
                                    • Register your address at the city or ward office
                                    • Ask about National Health Insurance
                                    • Ask about National Pension
                                    • Check My Number procedures
                                    • Learn your garbage rules
                                    • Save your city office contact information
                                    • Confirm emergency numbers
                                    • Keep official letters in one folder
                                    • Make digital copies of important documents
                                    • Inform school or employer after address registration
                                    • Open bank account when documents are ready
                                    • Set up phone and internet carefully
                                    • Check future renewal deadline
                                    • Ask before signing contracts you do not understand

                                    This checklist can prevent many common problems.

                                    17. Where to Get Official Help

                                      When you are unsure, use official sources first.

                                      You can contact or visit:

                                      • Regional Immigration Services Bureau
                                      • City or ward office
                                      • School international office
                                      • Employer HR office
                                      • Pension office
                                      • Tax office
                                      • Foreign resident consultation center
                                      • Embassy or consulate
                                      • Legal or administrative professional, if necessary

                                      For serious issues, do not rely only on social media comments. Social media can be helpful for general experience, but official matters must be confirmed with the responsible office.

                                      Final Thoughts

                                      Japan is a highly organized country. That organization can feel difficult at first, especially for newcomers who are not used to Japanese paperwork.

                                      But once you understand the basic structure, life becomes much easier.

                                      Remember this simple flow:

                                      First, understand your status of residence.
                                      Second, protect your residence card.
                                      Third, register your address at the city office.
                                      Fourth, complete health insurance and pension procedures.
                                      Fifth, manage deadlines and official letters carefully.

                                      For foreign residents in Japan, paperwork is not just paperwork. It protects your study, work, housing, healthcare, family life and future plans.

                                      Do not guess.

                                      Check. Ask. Confirm.

                                      AIC Japan will continue to publish practical guides to help students, workers, dependents, families and newcomers understand life in Japan clearly and confidently.

                                      AIC Japan
                                      Reliable Japan Information

                                      References

                                      Official information should always be confirmed through the relevant authorities, including:

                                      • Immigration Services Agency of Japan
                                      • Ministry of Foreign Affairs of Japan
                                      • Digital Agency of Japan
                                      • Japan Pension Service
                                      • Local city or ward office websites

                                      This article is for general guidance only. Rules and procedures may differ depending on residence status, municipality, employer, school and personal situation.