A Juminhyo (住民票) is an official document that records your personal information, such as your name, address, and date of birth. It is required for various official tasks in Japan, like applying for jobs, opening bank accounts, and accessing public services. Foreign residents who stay in Japan for over three months must register their address at the local municipal office.
Let us guide you through the process of obtaining your Juminhyo, from understanding who needs it to how to request a copy.
If you want to know more essential guides for Japan, please refer to the information below.
Table of Contents
Chapter 1: Introduction to Juminhyo
What is Juminhyo?
A Juminhyo (住民票) is a resident record created under the Basic Resident Registration Act. It contains essential personal information, including name, address, date of birth, and gender. Foreign residents who plan to stay in Japan for more than three months must register their residence at the local municipal office by submitting their Residence Card (在留カード / zairyu card), or Special Permanent Resident Certificate (特別永住者証明書 / tokubetsu eijusha shomeisho). With the enactment of the Law for Partial Amendment to the Basic Resident Registration Act (Law No. 77 of 2009), foreign residents have been included in the Basic Resident Registration system since July 9, 2012.
Why is it important?
Registering for a Juminhyo is a crucial process for living in Japan, as it grants access to various public services, such as National Health Insurance. Additionally, a certified copy of Juminhyo is often required in various situations, including:
- When applying for a job
- When opening a bank account
- When signing a rental contract
- When receiving public services, such as child allowances
- When enrolling children in elementary or junior high school
- When obtaining official certificates required for certain qualifications
Since Juminhyo serves as proof of residence, it is an essential document for foreign residents in Japan.
Chapter 2: Who Needs a Juminhyo?
#Mid-to-Long-Term Residents
Eligible for a Residence Card.
Foreign nationals who have a valid residence status in Japan, except those with a designated stay of three months or less, or those on a “Short-term Stay,” “Diplomatic,” or “Official” visa.
Under the revised Immigration Control Act, individuals who receive landing permission or other residence-related approvals are issued a residence card.
#Special Permanent Residents
Foreign nationals granted Special Permanent Resident status under the Special Immigration Law.
Under the revised regulations, they receive a Special Permanent Resident Certificate instead of a residence card.
#Temporary Refuge and Provisional Stay Permit Holders
Some foreign nationals can stay in Japan under special refugee-related rules.
This applies to:
- Those who arrive in Japan and may qualify as refugees. They get permission for temporary landing (Temporary Refuge Permit Holders).
- Those without a valid visa who apply for refugee status and meet certain conditions. They get permission to stay temporarily (Provisional Stay Permit Holders).
These individuals receive a Temporary Refuge Permit or a Provisional Stay Permit.
#Temporary Stay Due to Birth or Loss of Nationality
Foreign nationals who remain in Japan because they were born there or lost their Japanese nationality can stay temporarily.
Under immigration law, they can stay in Japan for up to 60 days from the date of birth or nationality loss without a residence status.
Chapter 3: The Registration Process
#For New Residents Entering Japan
Foreign nationals classified as mid- to long-term residents (those eligible for a residence card) must register their address within 14 days of moving into their new residence in Japan. To do this, they need to visit the local city or ward office with their Residence Card (在留カード / zairyu card) (or passport if the residence card was not issued at the airport).
Important Notes:
- If family members registering at the same address are also foreign nationals, they must provide official documents (such as birth or marriage certificates) to prove their relationship to the head of the household.
- These documents must be issued by the government of their home country and submitted in their original form.
- A Japanese translation of these documents is also required.
#Address Registration for Foreign Residents in Japan
Before moving to a different city or ward, visit your local city or ward office and submit a Moving-Out Notification (転出届 / tenshutsu todoke). The office will give you a Moving-Out Certificate (転出証明書 / tenshutsu shomeisho), which you’ll need for your new registration.
After settling into your new address, go to the new city or ward office within 14 days and submit a Moving-In Notification (転入届 / tennyu todoke). Bring your Moving-Out Certificate to complete the process and update your Juminhyo (resident record).
Important Notes:
- When changing your address within the same city or ward, submit a Change of Address Notification (転居届 / tenkyo todoke) at the local office.
- If you leave Japan permanently, notify your local office by submitting a Moving-Out Notification before departure.
- Bring your Residence Card (在留カード / zairyu card), Special Permanent Resident Certificate (特別永住者証明書 / tokubetsu eijusha shomeisho), or Foreign Resident Registration Certificate when submitting any address change notification.
Chapter 4: Requesting a Copy of Juminhyo
1. Check the Official Website of Your Ward Office
Visit your local ward office’s official website to find out how to request a copy of your Juminhyo (住民票の写し, a copy of your residence record).
| Ward | URL |
|---|---|
|
Chiyoda |
|
|
Chuo |
|
|
Minato |
|
|
Shinjuku |
|
|
Bunkyo |
|
|
Taito |
|
|
Sumida |
|
|
Koto |
|
|
Shinagawa |
|
|
Meguro |
|
|
Ota |
|
|
Setagaya |
|
|
Shibuya |
|
|
Nakano |
|
|
Suginami |
|
|
Toshima |
|
|
Kita |
|
|
Arakawa |
|
|
Itabashi |
|
|
Nerima |
|
|
Adachi |
|
|
Katsushika |
|
|
Edogawa |
2. Common Ways to Obtain a Copy
#In Person
- Check the operating hours of your ward office.
- Visit the office and go to the Juminhyo service counter.
- Request the necessary form, fill it out on the spot, and submit it.
Necessary Items
When the Applicant or a Member of the Same Household Makes the Request
1. Juminhyo Request Form (住民票関係請求書)
- Note: You can obtain the form at the spot, or download at the official site . (Example: Shibuya Ward Request Form)The requester must sign the form. A personal seal (hanko) is not required.
2. Identification for Verification
- Examples: Driver’s license, health insurance card, residence card, or special permanent resident certificate.
3. Power of Attorney (if applicable)
- If family members live in separate households within the same building (e.g., parent and child households are registered separately), a Power of Attorney (委任状) is required.
- Download the form from your ward office’s website. (Example: Shibuya Ward Power of Attorney Form)
4. Processing Fee
- Typically 300 yen per copy.
#By Mail
- Go to your ward office’s official website and download the Juminhyo request form.
- Prepare the required documents as listed on the website.
- Mail the completed form and necessary documents to the designated address.
Necessary Items
When the Applicant or a Member of the Same Household Makes the Request
1. Juminhyo Request Form (住民票関係請求書 – 郵送用)
- Download the form from your local ward office’s official website.
- Example: Shibuya Ward Request Form by Mail
- The requester must sign the form. A personal seal (hanko) is not required.
2. Copy of Identification for Verification
- Acceptable forms of ID:
- Driver’s license
- Passport
- Health insurance card
- Residence card
- Special permanent resident certificate
3. Processing Fee
- 200 yen per copy
- Pay using a fixed-amount postal money order (郵便定額小為替証書) issued within the last six months.
4. Self-Addressed Return Envelope
- Must have a stamp affixed.
- The return address must match the registered residence.
