How to Register at Your Ward Office (区役所)

Last updated: March 2026 · 8 min read

Important: 14-day deadline

After establishing your address in Japan, you are generally expected to register at your local ward office (区役所) or city hall (市役所) within 14 days. Failure to do so may result in a fine of up to ¥50,000 and could affect future visa renewals. This is typically the first administrative step new residents complete after arriving in Japan.

Residence registration — known as Tenkyo Todoke (転入届) for new arrivals — is the process of officially recording your address with your local municipality. Once completed, your address will be printed on the back of your Residence Card (在留カード), and you will be enrolled in Japan's administrative system. This registration unlocks access to essential services like health insurance, a bank account, and a mobile phone contract.

This guide walks you through the entire process, from finding your ward office to what happens after you register.

Who Needs to Do This?

All foreign residents staying in Japan for more than 3 months are generally required to complete this registration. This includes holders of the following visa types:

Short-term visitors (tourists on a 90-day visa waiver) do not need to register.

When: Within 14 Days

You are generally expected to complete your registration within 14 days of establishing your address. For most new arrivals, this means within 14 days of moving into your apartment, share house, or other residence.

Tip: Don't wait

It is recommended to register as soon as possible after securing your address. Many other essential tasks — opening a bank account, getting a phone plan, applying for National Health Insurance — require a registered address on your Residence Card.

Where: Finding Your Ward Office (区役所) or City Hall (市役所)

You need to visit the ward office (区役所, kuyakusho) or city hall (市役所, shiyakusho) that corresponds to your residential address. In Tokyo's 23 special wards, each ward has its own office. In other cities, you may visit the city hall or a branch office (出張所, shucchoujo).

How to find yours

What to Bring: Required Documents

Prepare the following items before your visit:

Document Checklist

  • Residence Card (在留カード) — Issued at the airport upon arrival. If you arrived at Narita, Haneda, Chubu, Kansai, New Chitose, Hiroshima, or Fukuoka airport, you received this at immigration.
  • Passport — The one you used to enter Japan.
  • Moving-in Notification (転入届) — This form is available at the ward office. You fill it out on-site. No need to bring one.
  • Your new address in Japanese — Written down or saved on your phone. Your lease agreement or employer relocation documents typically have this.

Note on My Number notification

If you have previously lived in Japan and have a My Number Card (マイナンバーカード), bring it as well. For first-time residents, you will receive your My Number notification by mail after registration (typically within 2-3 weeks).

Step-by-Step Process

The entire process typically takes 30 minutes to 1 hour, depending on how busy the office is.

1

Go to the reception counter

Enter the ward office and look for the Resident Registration section (住民登録, juumin touroku) or the Moving-in counter (転入窓口, tennyu madoguchi). Many offices have information desks near the entrance where staff can direct you. Some larger offices have ticket/number systems — take a number if required.

2

Fill out the Moving-in Notification (転入届)

You will receive the Tenkyo Todoke (転入届) form at the counter. Fill in your name, nationality, date of birth, Residence Card number, and your new address in Japan. Some offices provide forms with English guidance. If you are unsure, staff members are generally able to assist.

3

Submit your documents

Hand in the completed form along with your Residence Card and passport. The staff will process your registration and verify your information.

4

Get your address printed on your Residence Card

After processing, your new address will be printed on the back of your Residence Card (在留カード). This is a critical step — many services (banks, phone carriers) will check for this address when you apply.

5

Receive guidance on additional procedures

The staff will typically guide you to other counters within the same office to handle National Health Insurance (国民健康保険), National Pension (国民年金), and other registrations. It is recommended to complete as many of these as possible during the same visit.

What Else You Can Do at the Ward Office

While you are there, you can often handle multiple administrative tasks in one visit. The following procedures are commonly available at the same office:

National Health Insurance (国民健康保険)

If your employer does not provide health insurance (Shakai Hoken), you will typically be enrolled in NHI at the ward office. Coverage starts from your date of entry.

National Pension (国民年金)

All residents aged 20-59 are generally enrolled in the pension system. If employed, your company typically handles this. Otherwise, you may be directed to the pension counter.

Seal Registration (印鑑登録)

If you have a personal seal (印鑑, inkan), you can register it here. While not immediately necessary, a registered seal is sometimes required for real estate contracts and certain banking procedures.

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

You may be able to apply for a My Number Card during your visit, though it typically takes 1-2 months to be issued. A notification letter with your My Number will arrive by mail first.

Tips for a Smooth Visit

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Office hours: Most ward offices are open Monday to Friday, 8:30 AM to 5:00 PM. Some offer extended hours or Saturday service — check your specific office's website.

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Avoid peak times: Mondays, the day after holidays, and the period from late March to mid-April (moving season) tend to be busiest. Mid-week mornings are generally less crowded.

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English support: Major ward offices in Tokyo (Shinjuku, Shibuya, Minato) and other large cities often have multilingual staff or interpretation tablets. Smaller offices may have limited English support — bringing a Japanese-speaking friend can be helpful.

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Have your address ready: Write your full Japanese address on your phone or a piece of paper before going. Include the building name and room number. Your lease agreement is a reliable source for this.

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Cost: The registration itself is free. However, if you enroll in National Health Insurance, you will start receiving monthly premium bills.

After Registration: What to Do Next

Once your address is printed on your Residence Card, you are ready to tackle the next steps in settling into Japan. Here is the recommended order:

Get a SIM Card or Phone Plan

A Japanese phone number is required for many services. Recommended within Week 1-2.

→

Open a Bank Account

You will need a registered address and often a phone number. Recommended within Week 1-2.

→

View Your Full Checklist

See all the steps for your visa type in the right order.

→

Frequently Asked Questions

Can someone else register on my behalf?

In some cases, a household member or a person with a power of attorney (委任状, ininjo) may be able to submit the registration on your behalf. However, requirements vary by municipality. It is generally recommended to go in person, as you will need your Residence Card to have the address printed on it.

What if I miss the 14-day deadline?

It is recommended to register as soon as possible even if you have passed the 14-day window. Late registration is generally still accepted. While a fine of up to ¥50,000 is possible for late registration, enforcement varies. The important thing is to complete the registration rather than avoid it due to the delay.

I'm staying at a hotel or temporary housing. Can I register?

Generally, you need a fixed residential address to register. Hotels and short-term accommodations are typically not accepted for residence registration. Once you have secured an apartment, share house, or other longer-term residence, you can proceed with the registration.

What if I move to a different ward or city later?

If you move within the same municipality, you will file a change of address notification (転居届, tenkyo todoke) at your current ward office. If you move to a different municipality, you will need to file a moving-out notification (転出届, tenshutsu todoke) at your current office and a moving-in notification (転入届, tennyuu todoke) at your new one — again within 14 days.

Do I need to speak Japanese?

While it is helpful, it is not strictly necessary. Many ward offices in larger cities have multilingual support or translation devices. Having your address written in Japanese and your documents ready will make the process smoother even without Japanese language ability.

Sources

  • Immigration Services Agency of Japan (出入国在留管理庁) — www.moj.go.jp/isa
  • Ministry of Internal Affairs and Communications — Resident Basic Book Network
  • Individual ward office websites (Shinjuku, Shibuya, Minato, etc.)

This guide is for informational purposes only and does not constitute legal advice. Procedures may vary by municipality. Please check with your local ward office for the most current requirements.