A D M I N
Moving to Tokyo as a Foreigner — Ward Office Checklist (14-Day Deadline)
Residence registration, address change, health insurance, My Number — the full ward office checklist for foreigners with required documents.
The Full Process
When you move between Tokyo’s 23 special wards, the ward office procedures break into two stages. You tell your old ward “I’m leaving” and your new ward “I’ve arrived.” That’s the core of it — but health insurance, My Number Card, and a few other items tag along.
At your old ward office (before moving):
| Procedure | What it is |
|---|---|
| 転出届 (tenshutsu-todoke) | Moving-out notification. You receive a Moving-Out Certificate (転出証明書) |
| National Health Insurance deregistration | Return your insurance card |
At your new ward office (within 14 days of moving):
| Procedure | What it is |
|---|---|
| 転入届 (tennyu-todoke) | Moving-in notification |
| Residence card address change | New address written on the back of your card |
| National Health Insurance enrollment | New insurance card issued |
| My Number Card continuation | Requires your 4-digit PIN |
National Pension (国民年金) updates automatically via My Number linkage when you file the moving-in notification, according to the Japan Pension Service. No separate filing needed. For details on how premiums and coverage work, see health insurance and pension in Japan.
Outside the ward office:
| Procedure | Where | Deadline |
|---|---|---|
| Driver’s license address change | Police station or license center | As soon as possible |
If you have a Japanese driver’s license, you’ll need a separate visit to a police station.
If you’re moving within the same ward (e.g., from one address in Shibuya to another in Shibuya), you only need to file a change-of-address notification (転居届 / tenkyo-todoke) — one form at one office.
Old Ward Office — Get the Moving-Out Certificate
Two things to do at your old ward office: file the moving-out notification and return your National Health Insurance card (if enrolled). Takes about 30 minutes when it’s not busy.
What to bring (based on Minato Ward and Edogawa Ward official pages):
- Residence card (在留カード / zairyu card)
- Photo ID (My Number Card or passport)
- National Health Insurance card (if enrolled)
Pick up the form at the counter, fill in your new address and planned move date, and submit. You’ll receive a Moving-Out Certificate (転出証明書 / tenshutsu shomeisho). Without this document, your new ward office cannot process your moving-in notification. Keep it safe.
What to say at the counter:
You: “転出届を出したいのですが” (Tenshutsu-todoke wo dashitai no desu ga / “I’d like to file a moving-out notification”) Staff: “こちらの用紙にご記入ください” (Kochira no youshi ni gokinyuu kudasai / “Please fill in this form”)
The form asks for your name, date of birth, current address, new address, and planned moving date. It’s in Japanese, but if you can write your address and name, you’ll get through it.
Online option: If you have a My Number Card, you can file the moving-out notification online via Myna Portal. This eliminates the need to visit your old ward office. However, you still need to visit your new ward office in person for the moving-in notification.
New Ward Office — The Main Event
At your new ward office, the moving-in notification triggers a chain of related procedures. You’ll move between a few different counters, but if you bring all the right documents, everything gets done in a single visit.
Document Checklist
Based on Ota Ward (foreign nationals) and Edogawa Ward official pages.
| Document | Purpose |
|---|---|
| Moving-Out Certificate (転出証明書) | Required for moving-in notification |
| Residence card (在留カード) | Required for address update |
| Passport | ID verification — sometimes requested alongside residence card |
| My Number Card (if you have one) | Continuation procedure |
| NHI deregistration proof (if received from old ward) | For new enrollment |
| Bank account info (passbook or card) | If setting up auto-pay for insurance premiums |
| Relationship proof (if joining a foreign national’s household) | Marriage certificate, birth certificate, etc. with Japanese translation (translator name + date required) |
Step by Step at the Counter
When you arrive, go to the general information desk (総合案内 / sougou annai) and say:
“転入届を出したいです” (Tennyu-todoke wo dashitai desu / “I’d like to file a moving-in notification”)
They’ll direct you to the residents’ section (住民課 / juumin-ka — the name varies by ward).
Step 1: Moving-in notification (転入届) Fill in the form, hand it over with your Moving-Out Certificate and residence card. The staff registers you in the resident registry.
Step 2: Residence card address update Handled at the same counter as Step 1. The staff writes your new address on the back of your residence card by hand. Under Immigration Services Agency regulations, this address change is processed at the ward office — you do not need to visit immigration.
Step 3: My Number Card continuation If you have a My Number Card, you’ll be asked to enter your 4-digit PIN to continue using the card. The Signature Digital Certificate (the one with a 6-digit PIN, used for e-Tax) is automatically invalidated by the address change. If you need it, request reissuance on the spot.
Step 4: National Health Insurance enrollment Move to the insurance/pension section. Present your residence card, My Number, and Moving-Out Certificate. Most wards mail the new insurance card later; some issue it on the spot. If you’re enrolled in employer-provided insurance (社会保険 / shakai hoken), show your insurance card and this step is unnecessary.
Total time: 1–2 hours when not busy. During peak moving season (late March through early April), waiting alone can exceed an hour. Going on a weekday morning outside peak season helps.
The 14-Day Rule — What Happens If You’re Late
The 14-day deadline is enforced by two separate laws, each with its own penalty.
Basic Resident Registration Act (for the moving-in notification): Failing to file without justifiable reason can result in a fine of up to ¥50,000, imposed by a Summary Court. In practice, fines for delays of a few weeks are uncommon, but the legal risk exists.
Immigration Control Act (for the residence card address change): This one carries more weight. Failure to report can result in a fine of up to ¥200,000. If you fail to register your address within 90 days of entering Japan, it can even be grounds for revocation of your residence status.
Being too busy to visit the ward office is understandable. But because the residence card address change is directly tied to your visa status, it’s worth treating this as a high priority. An up-to-date residence card is also needed when getting a phone number and bank account.
Language Support
Ward office forms are almost entirely in Japanese, and staff generally operate in Japanese. However, multilingual support across Tokyo’s 23 wards has been steadily improving.
Before Your Visit: TMC Navi
The Tokyo Multilingual Consultation Navi is a free phone service operated by the Tokyo Metropolitan Government. You can ask about ward office procedures in advance and confirm what documents you need.
- Phone: 0120-142-142 (toll-free)
- Hours: Weekdays 10:00–16:00
- Languages (14): English, Chinese, Korean, Vietnamese, Nepali, Indonesian, Tagalog, Thai, Portuguese, Spanish, French, Russian, Hindi, Easy Japanese
At the Ward Office Counter
Wards with large foreign populations — Shinjuku, Minato, Shibuya — have installed tablet-based video interpretation at their counters. You connect with an interpreter via video call who translates the conversation with the staff in real time. Typically 12–13 languages are available.
Minato Ward offers a three-way phone call service in 13 languages. You can use it directly from your smartphone.
The level of multilingual support varies between wards. Check your new ward’s website before visiting.
FRESC (Foreign Residents Support Center)
A national support center for residence-related questions. Available in 21 languages, covering everything from ward office procedures to legal and employment consultations.
- Location: CO・MO・RE YOTSUYA 13F, in front of JR Yotsuya Station
- Phone: 0570-011-000 (weekdays 9:00–17:00)
Key Phrases for the Counter
Even with limited Japanese, these phrases will get your point across:
At the reception desk: “引っ越しの手続きをしたいです” (Hikkoshi no tetsuzuki wo shitai desu / “I’d like to do moving procedures”)
If you can’t communicate: “通訳サービスはありますか” (Tsuuyaku saabisu wa arimasu ka / “Is there an interpretation service?”)
If you don’t know how to fill in a form: “書き方を教えてください” (Kakikata wo oshiete kudasai / “Please show me how to fill this in”)
Common Pitfalls
Showing Up Without the Moving-Out Certificate
The Moving-Out Certificate (転出証明書) is issued when you file the moving-out notification at your old ward. Without it, your new ward office cannot process the moving-in notification.
If you filed your moving-out notification online via Myna Portal, you can present your My Number Card instead. Otherwise, you’ll have to go back to your old ward office or request reissuance by mail. Filing the moving-out notification before your move prevents this entirely.
Forgetting Your My Number Card PIN
The My Number Card continuation procedure requires your 4-digit PIN. If you’ve forgotten it, a PIN reset at the counter takes extra time and requires additional ID verification.
There’s a second risk here: if you don’t complete the continuation procedure within 90 days of filing the moving-in notification, the My Number Card becomes invalid. Reissuance takes time and costs money. Best to handle it the same day as your moving-in notification.
Foreign Documents Without Japanese Translation
If you’re joining a household headed by another foreign national (e.g., moving in with your spouse), you may be asked to present documents proving the relationship — such as a marriage or birth certificate from your home country. These must be accompanied by a Japanese translation that includes the translator’s name and the date of translation. You can translate the documents yourself, but arriving without the translation means you can’t complete the process that day.
Your Name Doesn’t Fit in the Katakana Box
Ward office forms include a field for writing your name in katakana (the Japanese script used for foreign words). The boxes are often small — physically too small for many foreign names. If this happens, the staff can help with alternatives like writing in the margin or on a separate sheet.
When Things Go Wrong
| Situation | What to do |
|---|---|
| Missed the 14-day deadline | File as soon as possible. Be prepared to explain the reason for the delay. The longer you wait, the higher the risk |
| Lost your Moving-Out Certificate | Contact your old ward office and request reissuance. Some wards handle this by mail |
| Residence card back is full (no space for new address) | The ward office will guide you on applying for a new card through immigration |
| Can’t communicate at the counter | Call TMC Navi (0120-142-142) and hand the phone to the staff member |
| Can’t go on weekdays | Some wards hold Saturday openings once or twice a month. Search for “休日開庁” (kyuujitsu kaichou) on your ward’s website |
Driver’s License Address Change
Separate from the ward office, if you hold a Japanese driver’s license, you need to update the address at a police station or license center.
Where (within Tokyo):
- Any Tokyo police station (weekdays 8:30–16:30)
- Driver’s License Renewal Centers in Kanda / Shinjuku (weekdays 8:30–16:30)
- Driver’s License Testing Centers in Fuchu / Samezu / Koto (weekdays 8:30–16:30, Sundays 8:30–12:00 / 13:00–16:30)
If you can’t go on a weekday, the testing centers accept applications on Sundays.
What to bring:
- Your driver’s license
- A document confirming your new address (copy of residence record, My Number Card, or residence card)
The procedure is free. Picking up a copy of your residence record (住民票 / juuminhyo) when you file your moving-in notification at the ward office makes this step easier. You’ll also need the updated address when applying for a credit card in Japan.
Alternative Methods
Online Moving-Out via Myna Portal
If you have a My Number Card, you can submit the moving-out notification online through Myna Portal. This eliminates the visit to your old ward office. The moving-in notification at your new ward still requires an in-person visit.
Moving-Out by Mail
If you can’t visit your old ward office, you can file the moving-out notification by mail. Download the form from your ward’s website, enclose a copy of your ID and a return envelope. The Moving-Out Certificate will be mailed back, which can take several days to a week.
Filing Through a Proxy
A family member in the same household can file on your behalf. If the proxy is from a different household, a power of attorney (委任状 / inin-jou) is required. The form is available on each ward’s website. The proxy should also bring their own ID.
FAQ
What happens if I miss the 14-day deadline to register my new address?
Late registration of your residence card address can result in a fine up to ¥200,000 under the Immigration Control Act. In practice, fines are rare for short delays, but the ward office may question you about the reason. File as soon as possible — don’t let it slide.
Can I do ward office procedures in English?
Most Tokyo ward offices do not have English-speaking staff at every counter, but many offer multilingual support. Shinjuku Ward provides TV interpretation in 12 languages. Minato Ward offers a three-way phone call service. You can also bring a friend to interpret, or contact the Tokyo Multilingual Consultation Navi (TMC Navi) beforehand.
Do I need to visit both the old and new ward office when moving within Tokyo?
Yes. First, file a Moving-Out Notification (転出届) at your old ward office and receive a Moving-Out Certificate (転出証明書). Then, file a Moving-In Notification (転入届) at your new ward office within 14 days of moving, bringing the certificate. If you move within the same ward, you only need to file a Change of Address (転居届) at that ward office.
What documents do I need to bring to the ward office?
Bring your residence card (在留カード), passport, Moving-Out Certificate from your old ward, My Number card (if you have one), health insurance card, and pension booklet. If you have children, bring their documents too. Having everything ready lets you complete all procedures in a single visit.
Related Articles
- How to Find an Apartment in Tokyo — Full process from apartment hunting to contract signing
- Health Insurance & Pension in Japan — NHI enrollment, premiums, and what happens at the ward office
- Phone & Bank Account Catch-22 — Getting a phone number and bank account after moving
- Understanding Tokyo’s 23 Special Wards — What each ward is like and which might suit you
Sources:
- Ministry of Internal Affairs and Communications, “Basic Resident Registration System for Foreign Residents (Moving-in / Moving-out)” https://www.soumu.go.jp/main_sosiki/jichi_gyousei/c-gyousei/zairyu/move-in_move-out.html (accessed 2026-02-17)
- Immigration Services Agency, “Notification of Change of Address (Mid-to-Long-Term Residents)” https://www.moj.go.jp/isa/applications/procedures/nyuukokukanri10_00023.html (accessed 2026-02-17)
- Ota Ward, “Moving-in Notification (Foreign Nationals)” https://www.city.ota.tokyo.jp/seikatsu/koseki_j/gaikoku/jusho_tetsuduki/gaikokujintennnyu.html (accessed 2026-02-17)
- Edogawa Ward, “Moving-in Notification” https://www.city.edogawa.tokyo.jp/e038/kurashi/todoke/ido_todoke/tennyu.html (accessed 2026-02-17)
- Toshima Ward, “Continuation of My Number Card” https://www.city.toshima.lg.jp/096/tetsuzuki/mynumber/1706271428.html (accessed 2026-02-17)
- Chuo Ward, “Continuation of My Number Card” https://www.city.chuo.lg.jp/a0012/kurashi/touroku/mynumber/card/sonota/keizoku.html (accessed 2026-02-17)
- Japan Pension Service, “National Pension Enrollment Procedures” https://www.nenkin.go.jp/service/kokunen/kanyu/20120406.html (accessed 2026-02-17)
- Shinjuku Ward, “TV Interpretation Multilingual Service” https://www.city.shinjuku.lg.jp/tabunka/tabunka01_002088.html (accessed 2026-02-17)
- Minato Ward, “Multilingual Three-Way Call Service” https://www.city.minato.tokyo.jp/kokusaika/sansyatsuwa.html (accessed 2026-02-17)
- Tokyo Tsunagari Foundation, “Tokyo Multilingual Consultation Navi (TMC Navi)” https://tabunka.tokyo-tsunagari.or.jp/soudan/navi.html (accessed 2026-02-17)
- Immigration Services Agency, “FRESC (Foreign Residents Support Center)” https://www.moj.go.jp/isa/support/fresc/fresc01.html (accessed 2026-02-17)
- Setagaya Ward, “Online Moving-Out Notification via Myna Portal” https://www.city.setagaya.lg.jp/02233/online_tetsuzuki/94.html (accessed 2026-02-17)
- Digital Agency, “Moving Procedures Online Service” https://myna.go.jp/html/moving_oss_procedure_list.html (accessed 2026-02-17)
- Metropolitan Police Department, “Change of Registered Information (Address, Name, Registered Domicile)” https://www.keishicho.metro.tokyo.lg.jp/menkyo/koshin/kisai00.html (accessed 2026-02-17)
* This article was translated from the original Japanese with the help of machine translation. Some expressions may not read naturally.
