Procedures at public offices

Resident registration (jumin touroku)

Resident registration procedures

Those who are obligated to apply for a resident registration in Japan must report your address to the Citizen Registration Section of the ward office that has jurisdiction over your residence area within 14 days of living in Sapporo.

Note: Those obligated to apply for a resident registration are mid-to-long-term residents (those holding a Residence Card) and special permanent residents who are residing legally in Sapporo. Persons granted “Temporary Visitor” status and those granted permission to stay for 3 months or less are not included.

Reporting change of identification or residency information

Any change in registered information regarding your identification or resident status must be reported to the Regional Immigration Services Bureau or the ward office that has jurisdiction over the area where you live depending on the change.

Sapporo Regional Immigration Services Bureau

• Change of name, date of birth, gender, nationality, etc.
• Change regarding resident status

Ward offices

• Change of address (moving into or within the city or moving out of the city)
  Note: Special permanent residents must report any change listed above to the ward office.

Moving into, within, or out of Sapporo

 Moving into Sapporo

You must file an Address Change Notification with the Citizen Registration Section of the ward office that has jurisdiction over the district of your new residence within 14 days. (The notification is also accepted by the Shinoro Branch Office of the Kita Ward Office and the Jozankei Branch Office of the Minami Ward Office.)

Moving within Sapporo

You must file an Address Change Notification with the Citizen Registration Section of the ward office that has jurisdiction over the district of your new residence within 14 days. (The notification is also accepted by the Shinoro Branch Office of the Kita Ward Office and the Jozankei Branch Office of the Minami Ward Office.)

Moving out of Sapporo

You must file a Notification for Moving Out of Sapporo with the ward office that has jurisdiction over the district where you lived. (The notification is also accepted by the Shinoro Branch Office of the Kita Ward Office and the Jozankei Branch Office of the Minami Ward Office.)

Certified Copy of Resident Registration (juumin hyo)

A Certified Copy of Resident Registration is proof of your residence and includes your full name and address in Japan.

You can apply for a copy at the Citizen Registration Section of the ward office or at the Odori Certificate Issuance Service Center. It costs ¥350 per copy, and a valid identification (e.g., Residence Card, driver’s license) is required for the application.

Note: If a proxy applicant does the procedure, valid identification such as his or her Residence Card or driver’s license is necessary. If the proxy is not a cohabitant family member, a letter of proxy is also needed.

Registering births

Japan has a family registration system for the registration and certification of births, deaths, age and family relationships. Under this system, all residents of Japan, including foreign nationals, are obligated to report matters such as births and deaths to the relevant ward office.

Birth notification

When a child is born, a birth notification must be filed with the Citizen Registration Section of the ward office within 14 days of the birth.

For information about other procedures, visit the “Childbirth” page in the “Pregnancy, Childbirth, and Childcare” subsection under the “Childcare and Education” section.

Items required

• Maternal and Child Health Handbook
• Birth certificate issued by a doctor/midwife
• Health insurance card
• Personal seal (inkan) of the father/mother (not required if a foreign national files the notification in person)

Registering deaths

Death notification

A death notification must be filed with the Citizen Registration Section of the ward office within 7 days of the death.

Items required

• Death certificate issued by a doctor
• Personal seal (inkan) of the applicant (a member of the bereaved family) (not required if a foreign national files the notification in person)

Returning the Residence Card

The Residence Card of the deceased must be returned within 14 days to the Sapporo Regional Immigration Services Bureau or mailed to the following address:

Address

Odaiba Branch Office of the Tokyo Regional Immigration Services Bureau

Tokyo Port Joint Government Bldg. 9F, 2-7-11 Aomi, Koto-ku, Tokyo 135-0064

Note: “Returning of the Residence Card ” should be written on the front of the envelope.

*Please write "在留カード等返納(Returning of the Residence Card)" in Japanese on the front of the envelope.

Procedures in the home country

For information about the procedures in your home country, contact the embassy or consulate.

Registering marriage (marriage notification)

Marriage notification

To undertake the procedures for marriage under Japanese law, you must file a marriage notification with the municipal office.

For information about other procedures, visit the “Marriage and Divorce” page.

Items required

• Marriage notification (available at ward offices)
• Certificate of No Impediment to Marriage issued by the foreign national’s embassy or consulate
• Japanese translation of the above document (the translator’s signature and personal seal is needed)
• Passport of the foreign party
• If marrying a Japanese national, a copy of his/her family register (koseki tohon)  (not required if his/her permanent domicile is in Sapporo)
• Seals of both parties (not required if a foreign national files the notification in person)

Registering divorce (divorce notification)

To undertake the procedures for divorce under Japanese law, you must file a divorce notification with the municipal office.

For information about other procedures, visit the “Marriage and Divorce” page.

Items required

• Divorce notification (available at ward offices)
• If divorcing a Japanese national, a copy of his/her family register (koseki tohon) (not required if his/her permanent domicile is in Sapporo) and his/her resident registration (juumin hyo)  (not required if submitting a notification to the same ward in which he/she is registered as a resident)
• Seals of both parties (not required if a foreign national files the notification in person)

Nationality-related notifications

There are also other notifications to be submitted to the Citizen Registration Section of the ward office. These include a notification of acquisition of Japanese nationality  and a notification of naturalization.

Leaving Japan

If you return to your home country, you must undertake the following procedures.

Procedures at the ward office

Notification for Moving Out of Sapporo, returning of your Individual Number (My Number) card

You must file a Notification for Moving Out of Sapporo with the Citizen Registration Section of the ward office that has jurisdiction over the district of your residence.

If you have your Individual Number Card (My Number Card), you must undertake the procedures for returning it at the Citizen Registration Section of the ward office. (The card will be returned to you with the indication that the procedures have been completed.)

Withdrawal from the national health insurance program (or the medical care system for people aged 75 and over)

After filing a Notification for Moving Out of Sapporo with the Citizen Registration Section of the ward office, you must undertake the procedures for withdrawing from the national health insurance program at the Insurance & Pension Section of the ward office.

Items required

• Valid identification such as your passport, Residence Card or driver’s license
• An official document stating your individual number and the head of the household, such as your My Number Card
•  Health insurance card

If you are covered by insurance through your employer, the necessary procedures will be undertaken by your employer.

Procedures related to certificates, allowances, subsidies, etc.

If you have a physical disability certificate or other certificate or receive allowances or subsidies, you must undertake relevant procedures.

Procedures at the tax office and the city tax office

Procedures related to inhabitant tax

The inhabitant tax is levied on those who have a registered address in Sapporo as of January 1 and earned income above a certain amount. The tax is paid to the City of Sapporo. The same applies if you leave Japan after January 2.

If you have trouble paying inhabitant tax before leaving Japan, you must appoint a tax manager who resides in Japan and submit a Notification of Tax Manager to the City Tax Office. Your tax manager will be in charge of managing tax affairs in your place after you leave Japan.

Procedures related to income tax

If you earned taxable income, you must file your final return with the tax office and complete the payment before you leave Japan.

If you carry out any procedures relating to your tax payment after you leave Japan, you must appoint a tax manager who resides in Japan and submit a Notification of Tax Manager to the tax office.

If Japan has a tax treaty with your home country, you may claim the benefits of an exemption from income tax. You may need a certificate of tax payment to avoid double taxation after you return to your home country. For details, contact the tax office.

Procedures at the pension office

Lump-sum withdrawal payments

Foreign nationals who are enrolled in the National Pension Plan/Employees’ Pension Program and paid premiums for six months or more can receive a lump-sum withdrawal payment provided that it is claimed within two years of leaving Japan. For details, contact the pension office.

* If you apply for and receive a lump-sum withdrawal payment, all your past coverage periods used as the basis for payment calculations will no longer be valid to apply for other Japanese benefits.

If you have coverage periods of certain countries that have signed totalization agreements with Japan, you may be eligible for totalized benefits from Japan or/and the other country, if you meet certain conditions. Please note that if you apply for and receive a lump-sum withdrawal payment, your Japanese coverage periods used for the purpose of payment calculation will no longer be valid for totalization purposes.

Procedures at the Immigration Services Agency of Japan

Filing of notifications related to affiliated organizations (accepting organizations, contracting organizations)

In cases such as your leaving the accepting organization or moving to another organization or your contract with the contracting organization being terminated, you must file a relevant notification with the Sapporo Regional Immigration Services Bureau.

Returning of the Residence Card

You must return your Residence Card to the Regional Immigration Services Bureau when you leave Japan after finishing your activities (excluding departure with a re-entry permit). Please return your card to an immigration officer at an airport or seaport when you leave Japan.

Other procedures

Notifying the landlord or property manager of your moving out of the house or apartment

When moving out, notify the landlord or property manager within the period specified in the rental agreement (usually 1 month in advance) that you will be terminating the rental agreement. The landlord or property manager will accompany you for an inspection of the housing to compare the condition of the housing with that at the time of move-in. Return the key and settle the security deposit.

Cancellation of electricity, gas, water, and NHK

When moving out, you must cancel your utility contracts.

Cancellation of your telephone and internet contracts

If you have landline telephone and internet connections, you must contact the telephone company and the internet service provider to cancel your contracts.

Waste disposal

You must remove all personal belongings from the house or apartment. Rooms must be cleaned and left without any waste.

There are three methods for disposing of large amounts of waste. For details, check the City of Sapporo website.

• Divide waste into different groups and systematically dispose of them as usual (i.e., by putting them out at the waste collection point or having them collected as bulky waste).
• Transport waste to a waste disposal/recycling facility by yourself.
• Request a company approved for waste collection and transport. Note: Disposal fees apply to some methods.

Procedures related to your car etc.

If you no longer need a vehicle, you must undertake relevant procedures, such as permanently or temporarily deleting the registration of your vehicle or provisionally registering a deletion of the registration due to export. The organization in charge of such procedures differs depending on the type and size of the vehicle/motorcycle. For necessary documentation and other procedural details, contact the organization in charge.

Procedures at affiliated organizations (your place of employment, the school/college you attend in Japan)

For procedures necessary at your place of employment or the school/college you attend, contact the organization.

Closing of bank accounts

You can close your bank account at a bank branch.

Others (My Number System [Social Security and Tax Number System], seal registration)

My Number System (Social Security and Tax Number System)

My Number is a 12-digit number given to all people with a resident record in Japan. It is used to accurately link personal information that exists at multiple institutions in the fields of social security, tax, and disaster response.

 Seal registration