Ward Office Guide for Foreigners in Japan — What to Do on Day 1 (2026)

The ward office (区役所 or 市役所) is the single most important place you'll visit in your first week in Japan. Almost everything — bank account, phone plan, health insurance, pension — requires the paperwork you get here.

We work at Rakuten and have been through this process ourselves, walking dozens of colleagues through it. Here's exactly what to expect.

What Is a Ward Office?

Japan's local government is divided into cities (市), wards (区), and towns (町/村). Each has a local government office that handles resident registration, insurance, taxes, and other civic services.

• If you live in a major city (Tokyo's 23 wards, Osaka, Yokohama, etc.), you go to a ward office (区役所).
• If you live in a smaller city, you go to a city hall (市役所).

How to find yours: Search "[your area name] 区役所" or "[your city name] 市役所" on Google Maps. Your company or school should tell you which one to go to.

When to Go

Go as soon as possible after moving in. Legally, you must register your address within 14 days.

Best time: Weekday mornings (9:00–11:00). Afternoons can be crowded, especially early in the month. Some ward offices are open on select Saturdays — check your local office's website.

How long it takes: Plan for 1–2 hours for everything (address registration + health insurance + pension).

What to Bring

Pack all of these before you leave your apartment:

• Passport (with your entry stamp)
• Residence Card (在留カード) — you received this at the airport
• Your Japanese address written down (in Japanese if possible). Ask your landlord, company, or school for the exact address including building name and room number.
• A pen — you'll fill out forms

Optional but helpful:

• Your phone with Google Translate installed (camera mode for translating forms)
• A photo of your apartment contract (if you have one) as proof of address

Task 1: Address Registration (住民届 / 転入届)

This is the main reason you're here. It registers you as a resident of that area.

What happens:

1. Enter the ward office and look for signs saying 住民課 (jūmin-ka) or 転入届 (tennyu-todoke). There's usually an information desk near the entrance — just show your residence card and they'll direct you.
2. You'll receive a 転入届 (moving-in notification) form. Fill in your name, nationality, date of birth, address, and residence card number.
3. Hand it in with your residence card and passport.
4. Wait 15–30 minutes. Your residence card will be returned with your address printed on the back.

This address stamp is critical. Banks, phone carriers, and other services will check the back of your residence card for proof of address.

Task 2: National Health Insurance (国民健康保険)

Who needs it: Anyone NOT covered by their employer's health insurance (社会保険). If you're unsure, ask your company's HR department.

If you need it:

1. After address registration, go to the insurance counter (国民健康保険課).
2. Fill out the enrollment form.
3. You'll receive your health insurance card — either immediately or by mail within 1–2 weeks.

What it covers: 70% of medical expenses at any hospital or clinic in Japan.

Monthly cost: Based on your income. New arrivals with no prior Japanese income typically pay ¥2,000–¥5,000/month.

Don't skip this. A simple doctor visit without insurance costs ¥10,000+. With insurance, the same visit is around ¥3,000.

Task 3: National Pension (国民年金)

Who needs to enroll: Self-employed individuals, students, and anyone not enrolled through their employer.

If your employer handles it: Skip this. Your company enrolls you in 厚生年金 (Employees' Pension) automatically.

If you need to enroll yourself: Go to the pension counter (年金課) at the ward office. Monthly cost is about ¥16,980 (2025 rate).

Students: You can apply for a pension payment exemption (免除申請). Bring your student ID.

Leaving Japan eventually? Many countries have pension agreements with Japan. You may be able to claim a partial refund (脱退一時金) when you leave.

Task 4: My Number Notification

You'll receive a My Number notification by mail to your registered address within 2–3 weeks. This is a 12-digit number used for tax, insurance, and some banking purposes.

You don't need to do anything at the ward office for this — it's sent automatically after address registration.

My Number Card (optional): The physical card is useful as photo ID and for some online services, but it's not urgent. You can apply later online at mynumbercard.go.jp or at the ward office.

Common Mistakes

Going before you have your apartment address. You need a confirmed address. If you're in temporary housing (hotel, Airbnb), you generally cannot register there. Wait until you have your actual apartment address.

Going to the wrong office. Each ward/city has its own office. You must go to the one that covers your address.

Not bringing your passport. Residence card alone is sometimes not enough. Always bring both.

Not enrolling in health insurance. Some people skip this thinking they'll "do it later." If you get sick or injured before enrolling, you'll pay full price. Enroll on your first visit.

Panicking about the language barrier. Ward offices in areas with many foreign residents often have multilingual support or translation services. Even in smaller offices, staff are experienced with foreigners. Google Translate's camera mode works well for forms.

What You Leave With

After a successful visit, you should have:

• ✅ Residence card with address on the back
• ✅ Health insurance card (or confirmation it's being mailed)
• ✅ Pension enrollment confirmation (if applicable)
• ✅ Knowledge that your My Number will arrive by mail

Next steps: Open a bank account, then get a phone plan.