Moving in Japan: What Procedures Are Required? Complete 2025 Checklist

Quick Answer

When moving in Japan, you need to handle two main sets of tasks: municipal administrative procedures (submitting a 転出届 tenshutsu todoke [moving-out notification] at your old municipality, then a 転入届 tennyu todoke [moving-in notification] at your new one within 14 days of moving in, while having your new address printed on the back of your Residence Card (zairyu card)), and updates for your utilities and services (electricity, gas, water, internet, post office, bank, and mobile carrier).

Moving within the same municipality (ward or city) is simpler: you only need to submit a 転居届 tenkyo todoke (change of address notification) once at your local office—no tenshutsu todoke required.

Missing the 14-day deadline can result in an administrative fine (過料) and negatively impact your visa extension application, so this should be handled during your very first week after moving.

Who This Guide Is For

This guide is for foreign residents living in Japan who are planning to move or have just moved, specifically:

• International students moving out of dormitories, or transferring schools and relocating to another prefecture.
• Technical intern trainees and Specified Skilled Workers changing companies or dormitories.
• Working professionals (engineers, corporate employees) moving within the same city or relocating to another prefecture.
• Families relocating with a spouse or children who need to transfer schools and update child allowance records.
• Holders of a Residence Card (在留カード) or Permanent Resident card who are registered residents (住民登録) of a Japanese municipality.

If you only need to know "what to do in the first 14 days," checking the Step-by-Step Guide and Required Documents sections will be plenty.

When This Guide Does NOT Apply

• Leaving Japan permanently (returning to your home country): Procedures are different—you submit a tenshutsu todoke, settle national health insurance, apply for the lump-sum pension withdrawal (脱退一時金), and surrender your Residence Card at the airport. This guide does not cover that process.
• Staying in Japan under 3 months without resident registration (tourists, short-term business travelers): You do not have a resident record, so tenshutsu/tennyu procedures do not apply.
• Temporarily staying elsewhere for a few weeks before returning to your current home while maintaining your registered address: No resident record transfer is needed, though setting up mail forwarding with the post office is recommended.
• Changing visa status or employers without moving homes: That involves reporting to the Immigration Services Agency (notification of changes regarding the accepting organization), not a moving procedure.

Please note that specific regulations (opening hours, copy fees, application forms) vary across individual municipalities. This guide outlines nationwide general rules; be sure to confirm details on the official website of your local city or ward office.

Step-by-Step Guide

Phase 1: Before Moving Out (1–2 Weeks Prior)

1. Notify your landlord or property management company (管理会社). Lease agreements in Japan generally require 1 month's advance notice (some require 2 months). Notifying them late may result in paying an extra month of rent. Check the notice clause (解約予告) in your lease.
2. Submit a 転出届 (tenshutsu todoke) at your current city/ward office. You can submit this up to 14 days before your move-out date. You will receive a 転出証明書 (moving-out certificate)—this document is mandatory for completing procedures at your new municipality. If you have a My Number Card, you can submit this online via Mynaportal (using the Moving One-Stop Service / 引越しワンストップ) without needing a paper certificate.
3. Cancel or transfer electricity, gas, and water utilities. Call or register online at least 3–4 days in advance. Gas service almost always requires an in-person appointment for a technician to turn valves on or off.
4. Set up mail forwarding with Japan Post (転居届). This free service forwards mail sent to your old address to your new address for 1 year. Apply at any post office counter or online via e-Tenkyo (e転居).
5. Schedule your internet transfer or installation. This is the step most prone to delays: fiber-optic providers often take 2 weeks to 1 month to complete installation at your new home.
6. Book a moving company (引越し業者), rent a truck, or arrange help from friends. Late March to early April is the peak relocation season in Japan; rates can double or triple, and slots fill up rapidly.
7. Schedule bulky waste disposal (粗大ごみ) if discarding items like mattresses, beds, or desks. You must book an appointment in advance and buy bulky waste disposal tickets (粗大ごみ処理券) at a convenience store.

Phase 2: Within 14 Days After Moving In

1. Submit a 転入届 (tennyu todoke) at your new city/ward office, presenting your 転出証明書 and Residence Card. If you moved within the same city/ward, submit a 転居届 (tenkyo todoke) instead.
2. Have your new address printed on the back of your Residence Card. The municipal staff will print your new address directly onto the card when processing your tennyu todoke—this satisfies your legal reporting obligation under the Immigration Control Act. You do not need to visit the Immigration Bureau just to update your address.
3. Update the address on your My Number Card (and notification card, if applicable). Do this at the same counter; remember to bring your card and 4-digit PIN.
4. Update your health insurance: If enrolled in National Health Insurance (国民健康保険), surrender your old card at your previous ward and re-enroll at the new one. If you have company health insurance (社会保険), simply report your new address to your company's HR department.
5. National Pension (国民年金): Individuals paying independently must report their address change. If your pension is linked to your My Number Card, it often updates automatically, but verify this at the counter.
6. Re-register your personal seal (印鑑登録) if previously registered—your previous registration is automatically invalidated once you move outside that municipality.
7. Update your driver's license address at the nearest police station (traffic division) or driver's license center. It is free; bring your license and proof of your new address.
8. Update your address with banks, credit cards, mobile carriers, your employer, and school. Bank updates can usually be completed via mobile app, online banking, or at a branch counter.
9. Greet your neighbors (挨拶)—not legally required, but a traditional courtesy in Japan, especially in older apartment buildings and detached homes. A modest gift of towels or sweets valued at 500–1,000 yen is standard.

If You Have Children

1. Obtain school transfer certificates (在学証明書 and 教科用図書給与証明書) from the current school and submit them to the local board of education at your new city office when filing your tennyu todoke.
2. Transfer Child Allowance (児童手当): You must apply at your new municipality within 15 days of moving; missing this deadline may forfeit your allowance for that month.
3. Transfer the Children's Medical Care Certificate (子ども医療証) for subsidized pediatric healthcare.

Required Documents

Bring as many relevant documents as possible; missing paperwork will require an inconvenient second trip:

Important note: If your entire family moves together, the person submitting paperwork must belong to the same household (同一世帯) or carry a signed letter of proxy. You must bring original Residence Cards for all moving members, not just your own.

Estimated Costs

Municipal counter procedures are generally free of charge. The true expenses come from service providers and housing-related fees:

Note: Refrigerators, washing machines, TVs, and air conditioners cannot be collected as regular bulky waste. They fall under the Home Appliance Recycling Act, costing roughly 2,500–6,000 yen per item in recycling fees, plus collection/transport fees.

Deadlines and Processing Times

• 転出届 (Moving-out notification): Can be submitted starting roughly 14 days before your move-out date, up to 14 days after moving. Counter processing takes about 15–30 minutes.
• 転入届 / 転居届 (Moving-in / Address change notification): Must be filed within 14 days of your actual move-in date. You cannot submit this prior to physically moving in.
• Printing new address on Residence Card: Completed concurrently with your tennyu todoke within 14 days. This is a statutory duty for medium- and long-term foreign residents.
• Child Allowance (児童手当): Within 15 days of moving.
• National Health Insurance: Within 14 days.
• Counter wait times: Typically 30–60 minutes; during late March to early April peak season, waits can exceed 2–3 hours. It is best to visit early on weekday mornings, avoiding Mondays and days following extended holidays.

Penalties for delays: Under the Basic Resident Registration Act, failing to report your address change in time can result in an administrative fine (過料) of up to 50,000 yen. For foreign nationals, failing to report a new address for over 90 days without a justifiable reason or submitting a false address can lead to the revocation of your residence status under the Immigration Control Act. Do not take this deadline lightly.

Where to Go and Submit

• 転出届: The Resident Affairs / Citizen Affairs Division (住民課 / 市民課) of your previous municipality (区役所, 市役所, 町村役場). Some accept applications by post or online.
• 転入届 / 転居届: The Resident Affairs Division (住民課) of your new municipality. In major cities, local branch offices (出張所) can also process these.
• Residence Card and My Number updates: Handled at the same municipal office, usually at an adjacent counter.
• Mail forwarding: Any Japan Post branch counter, or online via the Japan Post e-Tenkyo service.
• Electricity, gas, water: Call the customer service hotline or submit a form on the utility provider's website indicated on your billing statement.
• Driver's license: The traffic division counter at a local police station (警察署) or a regional driver's license center (運転免許センター).
• Bank accounts: Through the bank's mobile app, online banking platform, or at a local branch counter.

Many city offices in areas with large international communities (such as Shinjuku, Toshima, Adachi, Kawaguchi, Nagoya, Osaka, etc.) provide multilingual consultation counters (外国人相談), including Vietnamese interpreters on designated days. Call ahead to check schedules or search the foreign resident support section on the city office website.

Common Mistakes to Avoid

1. Moving far away before submitting a 転出届 at your previous municipality. You will either have to travel all the way back or apply by mail, which can add 1–2 weeks of delay. Complete it before you pack up.
2. Losing your moving-out certificate (転出証明書). Without this certificate, your new city office cannot process your tennyu todoke. Keep it in a personal folder, not inside a packed moving box.
3. Miscalculating the 14-day window. The 14-day period begins on the actual day you start living in your new home, not the date you signed the rental lease.
4. Leaving family members' Residence Cards behind. Even if a spouse or child does not accompany you to the city office, you must present their original physical cards to have the new address printed.
5. Forgetting to schedule the gas shut-off/turn-on appointments. Gas service almost always requires an adult present. Overlooking this may lead to overlapping utility charges or arriving at a new home with no hot water.
6. Failing to update your address with your mobile carrier and bank. Important bills, replacement cash cards, and legal notices sent to your old address will be returned to sender, which can result in temporary service freezes.
7. Assuming you must visit the Immigration Bureau to update your address. This is unnecessary—the municipal office handles the update and syncs data directly with immigration records. The Immigration Bureau is only involved when you change jobs, change educational institutions, or change marital status.
8. Missing the lease cancellation notice deadline. Notifying your landlord late costs an entire extra month of rent—far more expensive than the time it takes to review your lease agreement.
9. Missing the Child Allowance (児童手当) deadline. Child allowance benefits cannot be claimed retroactively for months missed due to late filing.
10. Forgetting to update your registered address with your SIM card provider. Many Japanese telecom carriers require your registered address to match your Residence Card exactly; discrepancies can disrupt contract renewals or SIM replacements.

Frequently Asked Questions

Do I need to file a 転出届 if moving within the same ward or city?

No. You only need to submit a 転居届 (tenkyo todoke) once at your municipal office within 14 days of moving.

Do I need to notify the Immigration Services Agency when I change my address?

No separate trip is required. When you file your tennyu or tenkyo todoke, the city office prints the new address on the back of your Residence Card and updates the Immigration Services Agency's central registry automatically. However, if you change schools or employers, that is a distinct administrative requirement that must be reported to Immigration within 14 days.

Can a friend submit municipal paperwork on my behalf?

Yes, if that person belongs to your registered household (同一世帯). If they are outside your household, they will need a signed letter of proxy (委任状) bearing your signature/seal, along with photo identification for both of you. To update the address on a Residence Card, the original physical card must be presented.

What happens if I miss the 14-day deadline?

You can still submit your notification, but you must provide an explanation for the delay. While the law permits administrative fines (過料) of up to 50,000 yen, first-time minor delays often receive only a verbal reminder. However, severe delays (such as failing to register an address for over 90 days) pose a genuine risk of visa status revocation—do not neglect this duty.

If I move mid-month, how are my health insurance and residence taxes calculated?

National Health Insurance is billed on a monthly basis by each municipality; your previous office will issue a final adjustment bill or refund any overpayment. Your municipal residence tax (住民税) for the current fiscal year is collected entirely by the municipality where you were officially registered as of January 1, meaning you will continue paying your previous municipality until the fiscal year concludes. This is completely standard procedure.

What should I do if I must vacate my old apartment before finalizing my new one?

You should still file your 転出届 upon vacating and register your new address as soon as your permanent lodging is settled. Avoid leaving your official address unassigned for extended periods, as this can disrupt health insurance coverage, official postal deliveries, and future visa extension applications.

Do I have to change my phone number when moving?

No. Japanese mobile numbers and SIM cards function identically across the entire country. You only need to update your billing and registered address with your mobile carrier to ensure statements and important notifications arrive smoothly.

What internet option should I use while waiting for home broadband installation?

During the typical 2-week to 1-month wait for fiber-optic line construction, many residents use a temporary monthly pocket WiFi unit or a high-capacity data SIM, as these require no physical line installation and work immediately on move-in day.

References and Official Sources

• Immigration Services Agency of Japan (出入国在留管理庁) — Guidelines on address notification obligations for medium- and long-term residents, the 14-day statutory deadline, and grounds for residence status revocation.
• Ministry of Internal Affairs and Communications (総務省) — Basic Resident Registration Act (住民基本台帳法), governing regulations for 転出届, 転入届, and 転居届.
• Official Municipal Portals (区役所・市役所) — Application forms, Certificate of Residence (住民票) fees, office schedules, and multilingual support programs.
• Japan Pension Service (日本年金機構) — Address change procedures for the National Pension (国民年金).
• Ministry of Health, Labour and Welfare (厚生労働省 - MHLW) — National Health Insurance (国民健康保険) relocation requirements.
• Japan Post (日本郵便) — Postal forwarding services (転居・転送サービス) and the e-Tenkyo (e転居) platform.
• Digital Agency / Mynaportal (デジタル庁 / マイナポータル) — Moving One-Stop Service (引越しワンストップ) for My Number Card holders.

Information Verified Date

The procedures outlined in this guide reflect official agency publications and were last verified on June 15, 2025.

Important Disclaimer: Administrative procedures, fees, and paperwork requirements are subject to regulatory updates and vary across individual municipalities. This article serves as general informational guidance and does not replace official legal or administrative counsel. Before visiting an office, please consult your local municipal website or call their Resident Affairs (住民課) or Foreign Resident Consultation (外国人相談) desk directly. For inquiries concerning residence status, consult the Immigration Services Agency or a certified administrative scrivener (行政書士).

Get Connected at Your New Place

While paperwork can wait a couple of days, your internet connection cannot—you need reliable access immediately for maps, coordinating with moving staff, registering utility services online, and communicating with your landlord.

If you are waiting for home broadband installation at your new residence, HD TELECOM provides immediate connectivity solutions:

• Monthly pocket WiFi — No construction required, fully portable, and ideal for transitional housing periods.
• Monthly data SIMs or monthly eSIMs — Fast fulfillment and activation, with eSIMs requiring zero shipping wait time.
• Voice & data SIMs — Essential for making calls to utility companies, movers, or municipal counters using a Japanese phone number.

If you are already an HD TELECOM subscriber, simply notify us of your new address so replacement SIMs and important notices reach you without disruption—visit our support page for assistance. To evaluate available plans before you move, browse our products list. Our multilingual Vietnamese-speaking team in Shin-Okubo is always available to help you select the ideal connectivity package.