公益財団法人 広島平和文化センター国際交流・協力課

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Residency in Japan

The residency management system

If you are a foreign national who will be in Japan mid to long term (more than three months), you will be given a Residence Card (Zairyu Kado). There is a separate system for people with Special Permanent Resident status.

Residence Cards

Your Residence Card is an ID card with information printed on it, such as your name, date of birth, place of residence, nationality or region, residency status, and period of stay, as well as your photograph. Residence Cards are issued to mid to long term residents when they are given permission related to their residency status (for example, entry permission, change of residency status, and extension of period of stay).

Necessary residency status paperwork (To be filed at the Regional Immigration Office)

When your name, nationality/region, date of birth, gender, etc. change, you must report the change within 14 days after the change by submitting your passport, Residence Card, a photo, and the appropriate documents that prove the change.

If your Residence Card is lost, stolen, or damaged beyond use, you must apply to have it reissued.

If you lose your passport, first go to the police and get a Certificate of Lost Property (Ishitsu Todoke Shomeisho). Then, go to your country’s embassy or consulate and ask for a new passport. You need the number on the Certificate when you go to the embassy or consulate.

When you want to change your visa status, Designated Activities, or extend your period of stay, you must apply to do so. Bring your passport, Residence Card, a photo, and the necessary documents.

ーHiroshima Regional Immigration Bureau
Address:2-31 Kami-hatchobori,Naka-ku,Hiroshima City
tel:082-221-4412
Note:Paperwork related to the area you libe in is dealt with by offices in the City Hall and Ward Offices.

Special Permanent Residency

The system for Special Permanent Residents is different from the Residency Management System.

Special Permanent Resident Certificates

Special Permanent Resident Certificates are issued to Special Permanent Residents.

If you are a Special Permanent Resident and still have an Alien Registration Certificate, you should change your Alien Registration Certificate to a Special Permanent Resident Certificate.

If the next confirmation (or renewal) of your Alien Registration Certificate is due for after July 9, 2015:
à Convert your certificate before your next confirmation period

If you are a Special Permanent Resident under 16 years of age:
à Convert your certificate before your 16th birthday.

Your Special Permanent Resident Certificate is an ID card with information printed on it such as your name, date of birth, place of residence, nationality or region, and the certificate’s date of expiration, as well as your photograph.

Necessary paperwork for Special Permanent Residents (To be filed at ward or branch offices)

When your name, nationality/region, date of birth, gender, etc. change, you must report the change within14 days after the change by submitting your passport (if you have one), Special Permanent Resident Certificate, a photo, and the appropriate documents that prove the change.

When your Special Permanent Resident Certificate expires, you must apply for extension of the Certificate by submitting your passport (if you have one), Special Permanent Resident Certificate, and a photo before the expiration date.

If your Special Permanent Resident Certificate is lost, stolen, or damaged beyond use, you must apply for reissue of the Certificate.

Note: For matters related to the area where you live, you should contact your local ward or branch office.

The Special Re-Entry Permit System

If a foreign resident whose passport and Residence Card are valid leaves Japan and plans to return within one year to continue their activities, they do not in principle need to apply for a Re-Entry Permit.

If a Special Permanent Resident whose passport and Special Permanent Resident Certificate are valid leaves Japan and plans to return within two years, they do not in principle need to apply for a Re-Entry Permit.

Inquiries

For more information about the Residency Management System and the System for Special Permanent Residents, please contact the Immigration Information Center.

Immigration Information Center
Opening hours: Monday to Friday, 8:30–17:15
Closed: Saturdays, Sundays, national holidays, and December 29 to January 3
Tel: 0570-013904
(From IP-phone, PHS, or foreign countries: (+81) (0)3-5796-7112)

Ward Offices

Resident registration

Initial resident registration for mid to long term residents who newly enter Japan

If your Resident Card was issued when you entered the country, you must notify the Citizens Affairs Division of your local ward or branch office within 14 days of finding a place to live. You must show your Resident Card for the procedure to be undertaken.

If, when you entered the country, your passport was stamped indicating that a Resident Card will be issued at a later date, you must notify the Citizens Affairs Division of your local ward or branch office within 14 days of finding a place to live. You must show your passport for the procedure to be undertaken.

Moving home (change of address)

If you leave Hiroshima City to move to another city, town, or village, you must submit a Notification of Moving-Out (Tenshutsu Todoke) to your old local ward or branch office and receive a Moving-Out Certificate (Tenshutsu Shomeisho). After you move to your new home, you must, within 14 days of arrival, submit a Notification of Moving-In (Tennyu Todoke) at the relevant office in your new city, town, or village. When you submit the Notification, bring the Residence Cards or Special Permanent Resident Certificates of all members of your household and the Moving-Out Certificate.

If you move within Hiroshima City, you must, within 14 days, go to the Citizens Affairs Division of your local ward or branch office in order to submit a Notification of Change of Address (Tenkyo Todoke). When you submit the Notification, bring the Residence Cards or Special Permanent Resident Certificates of all members of your household. If you have moved from one ward to another, you only need to go to the ward or branch office of either your old or new ward.

Note: Please make sure that you bring the Residence Cards or Special Permanent Resident Certificates to an appropriate local governmental office when you notify the change of address. Otherwise, registration of a new address cannot be processed and you will have to go to the office again.

Certificate of Residence (Jumin Hyo)

Certificates of Residence are issued to mid to long term residents and Special Permanent Residents who have an address in Japan. This does not apply to short term visitors such as tourists.

One Certificate of Residence is issued for every household, listing both its Japanese and non-Japanese residents. They are put together to make the Basic Resident Register (Jumin Kihon Daicho).

Because of this, non-Japanese residents can get a copy of their Certificate of Residence. Please contact any ward office’s Citizens Affairs Division or any branch office in Hiroshima City to request a copy of your Certificate of Residence.

Individual Number (My Number)

Those with a Certificate of Residence also have a 12-digit Individual Number, known as a “My Number”. When a Certificate of Residence is made, an Individual Number Notification Card is also sent to the head of the household by Simple Registered Mail.

You need your Individual Number for paperwork involving taxes, healthcare, welfare, and employment insurance, among others. Be sure not to lose or misplace it.

Individual Number Card

Your Individual Number Card is a plastic card with your name (or alias), date of birth, gender, place of residence, Individual Number, and photograph. If you are a resident of Hiroshima City and have a Certificate of Residence, you can request an Individual Number Card (Mai Namba Kado) from the Citizens Affairs Division of your local ward or branch office. This is free the first time. For details about how to request your Individual Number Card, please inquire at the Citizens Affairs Division of your local ward or branch office.

Digital certificate

A digital certificate (Denshi Shomeisho) can be used online to carry out administrative procedures, such as e-Tax, and in convenience stores to obtain official certificates such as your Certificate of Residence.

Residents of Hiroshima City who have a Certificate of Residence and an Individual Number Card may apply for a digital certificate at the Citizens Affairs Division of their local ward or branch office. This is free the first time.

Family register

According to Japan’s Family Register Act, foreign residents of Japan must register births and deaths, and may be able to register marriages and divorces. The process of registering a marriage or divorce depends on your nationality. For more information, contact the Citizens Affairs Division of your local ward or branch office.

In such instances, you must also file paperwork at the Immigration Bureau.

You might need to also file some paperwork in your home country. Contact your country’s embassy or consulate in Japan before filing any paperwork here.

Births

  • Notification of Birth (Shussei Todoke):
    Submit this to the Citizens Affairs Division of your local ward office, or the ward or branch office in the ward in which the child was born. Please submit this within two weeks of the birth, including the day of.
  • Residency status paperwork:
    Mid to long term residents: Hiroshima Regional Immigration Bureau
  • Application for Special Permanent Residency:
    Citizens Affairs Division of your local ward or branch office
  • Birth Report (Shussei Renraku Hyo):
    Submit this to the Health Services and Welfare Division of the Public Welfare Department in your local ward office (Community Mutual Support Division of the Higashi Ward Office)
  • Application for Child Allowance (Jido Teate):
    Health Services and Welfare Division of your local ward office (Welfare Division at Higashi Ward Office) or branch office (except for Ninoshima)
  • Application for medical subsidies for children:
    Health Services and Welfare Division of your local ward or branch office (Welfare Division of the Higashi Ward Office)
  • Enrollment in National Health Insurance:
    Insured people only: National Insurance and Pension Division of your local ward or branch office

Deaths

  • Notification of Death (Shibo Todoke):
    When you find out about a death, you should go within seven days to the Citizens Affairs Division of your local ward or branch office or that of the place where the death happened.
  • Notification of Death for National Health Insurance Purposes:
    National Insurance and Pension Division of your ward or branch office (if the deceased was enrolled)
  • Changes in Long-Term Care Insurance:
    Insured people only: Longevity and Health Services Division of your local ward or branch office (Welfare Division of the Higashi Ward Office)

Marriage paperwork

  • Notification of Marriage (Konin Todoke):
    Citizens Affairs Division of your local ward office
  • Changes in National Health Insurance:
    Insured people only: National Insurance and Pension Division of your local ward or branch office
  • Changes in Long-Term Care Insurance (Kaigo Hoken):
    Necessary only if the name or address of an insured person changes. Longevity and Health Services Division of your local ward or branch office (Welfare Division of the Higashi Ward Office)

Divorce paperwork

  • Notification of Divorce (Rikon Todoke):
    Citizens Affairs Division of your local ward office
  • Changes in National Health Insurance
    Insured people only: National Insurance and Pension Division of your local ward or branch office
  • Changes in Long-Term Care Insurance (Kaigo Hoken):
    Necessary only if the name or address of an insured person changes. Longevity and Health Services Division of your local ward or branch office (If Higashi Ward, the Welfare Division).

Registration of personal seals

In Japan, seals engraved with your name (inkan) are used in the same way as signatures. Publicly registered seals are called jitsuin. The use of a registered seal along with its certificate of registration is legal confirmation of the intentions of its user.

To register a seal, take the seal and your Residence Card or Special Permanent Resident Certificate to the Citizens Affairs Division of your local ward or branch office.

Some seals cannot be registered. Contact the Citizens Affairs Division of your local ward or branch office for details.