A Personal Guide:Your First City Hall Japan Visit

By Zakari Watto | 15 Years in Cross-Cultural Communication|November 5, 2025

Your Official Welcome to Japan

You’ve made it. You've navigated the airport, found your new home, and maybe even figured out the local convenience store. (If you're still working on those first few days, I recommend starting with Part 1 of our series: Essential Tasks Beyond the Airport).

Now you're probably wondering, "What's next?" Welcome to your first official administrative task: registering your address at the local government office.

After 15 years of helping Westerners settle in, I've seen the look of confusion and anxiety this one task can cause. It sounds so formal, so "bureaucratic." But I promise you, with a little preparation, this is a very smooth and simple process. It's the Japanese way of officially welcoming you to the neighborhood.

You are legally required to do this within 14 days of moving into your new home, so it's best to get it done in your first week. Let’s walk through it together, step by step

Why This Is the Key That Unlocks Your New Life

You will quickly learn that in Japan, so many processes are connected. Think of this city hall registration as the master key.

Until you have officially registered your address, the doors to the rest of your new life remain locked. You'll find it impossible to open a proper bank account, get a post-paid mobile phone number, or enroll in the national health insurance system.

So, by taking this one small step, you are setting yourself up for success for everything that follows. It is truly your priority number one.

Before you head out, you'll want to make sure you have everything you need in your bag. The most important item, of course, is your Residence Card, or zairyū kādo (在留カード), which you received at the airport. Don't forget to bring your passport as well. While they may only ask for your Residence Card, it's always safer to have both.

You will also need to prove your new address. The easiest way to do this is by bringing your official apartment rental contract. If you don't have that handy, just make sure you have your exact new address written down clearly in Japanese. Finally, slip a pen into your pocket or bag, as you’ll be filling out a form when you arrive.

Navigating the City Hall: A Step-by-Step Walkthrough

Step 1: Finding Your Local Office

First, you need to find the correct government office for your specific neighborhood. You must register in the city or ward where you actually live.

If you live in a large city like Tokyo or Osaka, you'll be looking for your local Ward Office, which is called a kuyakusho (区役所). For example, if you live in Shinjuku, you'll go to the "Shinjuku-ku Kuyakusho."

If you live in a smaller city, you'll go to the main City Hall, or shiyakusho (市役所).

The easiest way to find the right place is to simply open Google Maps and type the name of your ward or city plus "ward office" or "city hall."

Step 2: Finding the Right Counter

Walking into a Japanese city hall for the first time can be a bit overwhelming, with many counters and signs. Please don't worry. You are looking for the counter related to "Resident Registration."

Look for signs with these kanji: 住民課 (jūmin-ka), which means Residents' Division, or 転入 (tennyū), which means "moving in."

If you feel lost, the best thing to do is go to the main information desk, show them your Residence Card, and say this one simple phrase:

"Tennyū shitai desu." (I want to register as moving in.)

They will immediately know what you need and point you to the correct counter or give you a form.

Step 3: Filling Out the Form and Getting Your Card

The staff will hand you a form, which is called a tennyū todoke (転入届), or "Notice of Moving In." It will be in Japanese, but almost every office in areas with foreigners will have an English sample you can look at to understand what to write.

You'll fill in your name (exactly as it is on your Residence Card), your new address, your date of birth, and the date you moved in.

Once you've filled it out, hand the form back to the staff along with your Residence Card and passport. They will take your documents, give you a number, and ask you to take a seat in the waiting area. This is the part where you just need to be patient. I recommend going on a Tuesday or Wednesday afternoon, as Monday mornings are always the busiest.

After a little while, your number will be called. The staff will hand you back your Residence Card. If you turn it over, you will see your new address has been officially printed on the back.

Congratulations! You are now an official resident of your new neighborhood. But please, don't leave the building just yet.

 My Most Important Advice: Your "Secret" Second Step

This is the one piece of advice I give everyone, and it will save you an entire second trip to the city hall. While you are already there, you must do two more things.

First, after you get your card back, ask the staff:

"Hoken-shō o tsukuritai desu." (I want to make my health insurance card.)

"Hoken-shō" means health insurance card. They will point you to the National Health Insurance (国民健康保険) counter. Enrolling is mandatory, and by doing it now, you'll get your insurance card (which covers 70% of your medical costs) issued right away or mailed to you within a week.

Second, you need to get a "golden ticket" for opening your bank account. Go to the counter for "Certificates," which often has the kanji 証明書 (shōmeisho), and ask for one copy of your jūminhyō.

The phrase is:

"Jūminhyō o ittsū kudasai." (One copy of my residence certificate, please.)

A jūminhyō (住民票) is an official printed certificate that proves your new address. It costs a small fee, usually just a few hundred yen, but having this piece of paper is the secret to making your bank account application go smoothly.

Conclusion: You've Succeeded

And just like that, you've conquered your first piece of Japanese bureaucracy. You're no longer just a visitor; you are an official resident, you are enrolled in the health system, and you have the exact document you need for your next big step.

Take a deep breath and feel proud of this accomplishment. You've unlocked the next stage of your life in Japan.

Next up in our series: We'll use that jūminhyō you just picked up and tackle Part 3: How to Open Your First Japanese Bank Account (and Why It's So Complicated).

About the Author

Zakari Watto is the founder of Japan Insider. With over 15 years of cross-cultural communication expertise, he specializes in helping Western professionals and businesses navigate the complexities of Japanese society. His passion is to bridge the gap between cultures and help newcomers thrive.

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