City Hall Procedures: How to File a Moving-in Notification in Tokyo

When you move into a new apartment in Tokyo—or anywhere in Japan—you are required by law to submit a Moving-in Notification (転入届, Tennyū Todoke) at your local city hall or ward office. This process officially registers your new address in the national resident database and is essential for various services, including health insurance, pension enrollment, and tax records. For foreigners, it also updates your residence card information.

This guide explains everything you need to know about filing your Moving-in Notification in Tokyo, including required documents, procedures, deadlines, and common mistakes to avoid.

What Is a Moving-in Notification (Tennyū Todoke)?

A Moving-in Notification is a formal declaration that you have changed your residence and are now living in a new city, ward, or municipality in Japan. It ensures your personal record in the Basic Resident Register (住民基本台帳) is accurate.

If you are coming from outside Japan or from another city/ward within Japan, you must file this notification. Without it, you may not be able to access certain services, including National Health Insurance (国民健康保険) or obtain documents like the Certificate of Residence (住民票).

When to Submit the Notification

You must file your Moving-in Notification within 14 days of moving into your new residence.

If you moved within Japan: Submit it within 14 days of your arrival at the new address.
If you moved from abroad: Submit it within 14 days of arriving in Japan.

Failure to submit it within this timeframe can result in administrative inconvenience or fines.

Where to Submit It

Submit the notification at the City Hall (市役所, Shiyakusho) or Ward Office (区役所, Kuyakusho) that governs your new residential address.

In Tokyo, this means visiting the ward office (e.g., Shinjuku Ward Office, Meguro Ward Office, Setagaya Ward Office, etc.) corresponding to where you live.

You cannot submit this notification online—it must be done in person.

Required Documents

Prepare the following documents before going to the city hall:

1. Passport

Needed for identity verification, especially for foreign residents.

2. Residence Card (在留カード)

The city hall staff will update the address printed on your card.

3. Moving-out Certificate (転出証明書)

If you are moving from another city or ward within Japan, bring the Moving-out Certificate issued by your previous city hall.

(Note: If you moved from abroad, you don’t have this document.)

4. My Number Card (マイナンバーカード) or Notification Card

If you have a My Number Card, bring it so the address can be updated.

5. Lease Agreement or Proof of Address

Some city halls may ask for this to verify your new residence, especially if your name isn’t on the housing contract.

6. Personal Seal (Hanko)

Though not always required, it’s helpful to bring your hanko stamp for signing documents.

Step-by-Step Procedure

Step 1: Visit the Ward Office

Go to the city or ward office in charge of your area. Check their operating hours—most offices are open Monday to Friday, 8:30 AM to 5:00 PM.

Step 2: Fill Out the Moving-in Notification Form

At the office, request a Moving-in Notification form (転入届). You can usually find English instructions on the form or ask for assistance from the multilingual help desk (available in many Tokyo wards).

Step 3: Submit Required Documents

Hand in your passport, residence card, My Number card, and (if applicable) the Moving-out Certificate.

Step 4: Address Update on Your Residence Card

The staff will print your new address on the back of your Residence Card. Check that the details are correct before leaving.

Step 5: Health Insurance and Pension Enrollment

If you are not covered by company-sponsored insurance, you can enroll in the National Health Insurance at the same office. You may also register for the National Pension Scheme (国民年金) if applicable.

Step 6: Receive Updated Documents

After the process, you’ll receive confirmation documents such as your updated Certificate of Residence (住民票) and health insurance card (if enrolled).

Moving-in from Abroad

If you are a new resident entering Japan, the process is slightly different:

You do not need a Moving-out Certificate.
Present your Residence Card, passport, and address in Japan.
You’ll be registered in the Basic Resident Register for the first time.

It’s also the stage where you can register for National Health Insurance and obtain your My Number (individual identification number).

Moving-in Within Japan

If you’re relocating from another city or ward:

Before moving, file a Moving-out Notification (転出届) at your old city hall.
Receive the Moving-out Certificate (転出証明書).
Bring that certificate to your new city hall when submitting your Moving-in Notification (転入届).

This ensures your residential records are smoothly transferred.

Updating Related Services

After completing your moving-in registration, don’t forget to update other personal records:

Bank accounts – Update your address for statements and My Number linkage.
Employer – Notify your HR department of your new address.
Post Office (郵便局) – Submit a mail forwarding request (転送届) online or at any post office.
Utility Providers – Register your new address for electricity, gas, and water.

Language Assistance

Many Tokyo ward offices provide multilingual support. For example:

Shinjuku Ward Office – English, Chinese, Korean interpreters available.
Minato Ward Office – Foreign Resident Support Center (FRESC) nearby.
Shibuya Ward Office – English-speaking staff and translation terminals.

If you are unsure, check your ward office website for available language assistance.

Common Mistakes to Avoid

Forgetting the 14-day deadline – Always register promptly.
Missing documents – Ensure you have your passport, residence card, and moving-out certificate (if applicable).
Assuming your company handles it – Unless you live in company housing with corporate support, you must register personally.
Not updating related services – Delayed updates can cause issues with mail, insurance, or tax records.

What Happens If You Don’t Register

If you fail to submit your Moving-in Notification:

Your residence record may become invalid.
You might face difficulties applying for insurance, pension, or tax services.
In severe cases, authorities may impose administrative penalties or fines (up to ¥50,000).

Therefore, it’s best to complete your registration immediately after moving.

Useful Tips

Visit the ward office early in the morning to avoid long lines.
Check if your office accepts reservations online.
Bring a Japanese-speaking friend if you’re unsure about the paperwork.
Make photocopies of all documents for your own record.

Summary

The Moving-in Notification (転入届) is a critical step for anyone starting a new life in Tokyo. It ensures your residence and legal information are properly registered, enabling access to essential public services.

By preparing the correct documents and following the proper steps, you can complete the process smoothly and officially begin your new chapter in Japan.

FAQs

What is a Moving-in Notification (Tennyū Todoke) and why is it required?

A Moving-in Notification (転入届, Tennyū Todoke) is the legal notice you submit to your new city/ward office to register your residential address on the Basic Resident Register. It ensures your records for health insurance, pension, taxes, and resident documents are correct. For foreign residents, it also updates the address printed on your Residence Card and links to your My Number record.

Who must file the Moving-in Notification in Tokyo?

Anyone who starts living at a new address in Tokyo must file it, including Japanese citizens and mid- to long-term foreign residents. You must file after moving from another Japanese municipality, from another ward within Tokyo, or when arriving from overseas to begin residency. Short-term visitors without a Residence Card are not eligible and do not file.

What is the deadline for filing after I move?

You must submit the Moving-in Notification within 14 days of the date you begin living at the new address. If you moved domestically, the clock starts when you actually start residing there. If you arrived from abroad, the 14 days starts on your arrival in Japan. Filing late can cause administrative issues and potential penalties, so plan your visit early.

Where do I submit the Moving-in Notification?

Submit at the city hall or ward office that has jurisdiction over your new address (e.g., Shinjuku City Office, Meguro City Office). Most wards have a Residents’ Registration counter. Some wards offer satellite branches or limited evening hours, but primary processing is at the main office. You must apply in person; online submission is generally not available.

What documents do I need to bring?

Bring: (1) Residence Card (for foreign residents), (2) passport, (3) Moving-out Certificate (転出証明書) if you moved from another municipality in Japan, (4) My Number Card or notification paper if you have one, (5) proof of address such as a lease or housing contract if requested, and (6) a personal seal (hanko) or signature. Some counters accept signatures instead of seals.

Do I need a Moving-out Certificate if I moved from abroad?

No. A Moving-out Certificate is only issued by Japanese municipalities for domestic relocations. If you are moving into Tokyo from overseas, you will not have this paper. Instead, present your passport, Residence Card (issued at the airport or immigration), and your new Tokyo address to be registered for the first time.

Can someone submit on my behalf (proxy filing)?

Many ward offices allow a proxy if you provide a signed letter of authorization and the proxy brings their ID. However, because the Residence Card address must be updated, you—the cardholder—are usually expected to appear. Check your ward’s rules. If a proxy applies, ensure they carry originals or certified copies as required.

What happens to my Residence Card during the process?

The clerk will update the address field on the back of your Residence Card. Verify the printed address and date before leaving. This update is critical: banks, mobile carriers, and public offices rely on the card to confirm your current address. Keep the card with you; you typically receive it back immediately after processing.

How long does the counter process usually take?

Processing time varies by ward and season. Expect 30–90 minutes for the registration itself. If you also enroll in National Health Insurance, request a Resident Record (Jūminhyō), or handle pension/child benefits, budget 1.5–2.5 hours. Mornings on weekdays are usually faster; month-end and early April are peak times.

Can I reserve a time slot or take a number online?

Some wards offer online reservation portals or virtual queuing for select counters, while others operate first-come, first-served. Even without reservations, many offices display real-time queue numbers in the lobby. If your ward offers bookings, prepare your documents carefully; missing items may force re-visits despite having a reservation.

What fees should I expect when filing?

The Moving-in Notification itself is typically free. However, related services may incur small fees: issuing a Resident Record, obtaining My Number confirmation letters, or reprinting certain certificates. National Health Insurance premiums are billed later based on income and enrollment timing, not paid at the counter on the day of registration.

Do I need to enroll in National Health Insurance at the same time?

If you are not covered by an employer’s health insurance, you should enroll in National Health Insurance (Kokumin Kenkō Hoken) immediately after address registration, often at a nearby counter within the same office. Bring your My Number, Residence Card, and any income documents requested. Your insurance card may be issued on the spot or mailed later.

How does the Moving-in Notification affect My Number?

Filing updates your registered address linked to your My Number. If you have a My Number Card, staff will update its address data; you may need to enter your PIN at the terminal. If you only have the notification paper, you can apply for the card after moving in. Keeping My Number data current helps with taxes, benefits, and e-government services.

What if I miss the 14-day deadline?

Visit the office as soon as possible. Staff will still process your registration, but you may be asked to explain the delay and could face a minor penalty depending on circumstances. More importantly, delays can interrupt access to insurance coverage, cause issues with tax records, and complicate school registration or benefit applications.

Do I need proof that I actually live at the address?

Some wards may ask for verification if your name is not on the lease or if there is uncertainty. Acceptable items include the lease contract, a letter of consent from the primary tenant, utility start-service notices, or a housing assignment letter for company housing. Bring anything that clearly connects you to the address.

Can I get a Resident Record (Jūminhyō) right after filing?

Yes. Once your address is registered in the system, you can request a Resident Record at a separate counter the same day. This certificate is often required for school enrollment, banking, driver’s license procedures, and mobile phone contracts. Fees are modest, and multiple copies can be issued upon request.

What other updates should I make after registering my address?

Immediately update your address with your employer, bank, mobile carrier, and the post office (mail forwarding). If you own a vehicle, update the vehicle registration and parking certificate. If you have a driver’s license, visit the licensing center to change the address. Timely updates prevent lost mail, contract issues, and verification failures.

Is a personal seal (hanko) mandatory?

Many wards accept signatures, especially for foreign residents. That said, a hanko can speed up certain forms and remains common in administrative processes. If you do not have a seal, bring a legible signature and valid ID. For frequent paperwork (banking, housing), consider making a simple name seal to avoid delays.

What if my family moves with me—can we file together?

Yes. You can file for household members at once, listing each person on the form. Bring IDs and Residence Cards for each mid- to long-term resident. If a member cannot attend, check whether a proxy by the head of household is allowed with proper authorization. Keep family relationships and head-of-household details consistent across forms.

How does this process interact with schools and child benefits?

Registering your address allows the ward to determine your school district and eligibility for benefits. If you have children, ask about procedures for nursery/elementary enrollment, child allowance (Jidō Teate), and immunization schedules. Some wards have family support desks next to the residents counter to streamline these follow-ups.

What common mistakes should I avoid?

Top issues include missing the 14-day deadline, forgetting the Moving-out Certificate for domestic moves, bringing an expired passport, leaving the My Number Card at home, and not verifying the printed address on the Residence Card. Another frequent problem is assuming your company handled everything; confirm responsibilities in writing.

Can I change head-of-household during the moving-in process?

Yes, but be precise. Head-of-household status affects tax notices, National Health Insurance grouping, and benefit routing. If you intend to change it, state this clearly on the form and ensure all household members’ declarations match. Inconsistencies can trigger rework or mail sent to the wrong person.

What if I live in company housing or a share house?

For company housing, bring the assignment letter or a statement from HR along with your Residence Card and passport. For share houses, bring the occupancy agreement and any proof of your room assignment. If your name is not on the main lease, extra documentation linking you to the address is often required to complete registration smoothly.

Will I receive anything by mail after filing?

You may receive health insurance cards, premium notices, or confirmatory letters at your new address. Ensure a functioning mailbox nameplate and consider submitting a mail forwarding request with Japan Post. If you applied for certificates or benefits that are mailed, watch delivery times and keep your residence accessible for signed deliveries.

How do I correct an error after the address is updated?

Return to the ward office promptly with your Residence Card and any supporting documents. Minor typos can usually be corrected on the same day. If the error affects health insurance or pension records, visit those counters as well so all linked systems reflect the correction consistently.

Are there language support services for non-Japanese speakers?

Many Tokyo wards provide multilingual support at the residents’ counter, including English guidance sheets, translation tablets, or interpreters on designated days. If language support hours are limited, bring a Japanese-speaking friend or arrange a private interpreter. When in doubt, prepare translations of your documents and key terms in advance.

What should I bring to make the visit more efficient?

Pack a “registration kit”: Residence Card, passport, Moving-out Certificate (if applicable), My Number Card/notice, lease or proof of address, hanko (optional), and photocopies of each. Bring a pen, your HR’s contact, and a list of follow-up tasks (insurance, pension, child benefits, certificates). Arrive early to avoid peak queues.

What are the consequences of not filing at all?

Not filing can lead to an inaccurate resident record, difficulties enrolling in National Health Insurance or schools, missed tax and benefit notices, banking and phone contract failures, and potential fines. You also risk problems during immigration procedures that require proof of residence. Filing promptly protects your legal and practical life in Tokyo.

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