[2026 Ultimate Guide] Moving-in Notification & My Number Card for Foreigners in Japan

[2026 Ultimate Guide] Moving-in Notification & My Number Card for Foreigners in Japan

Have you arrived in Japan or moved to a new apartment, but keep putting off the city hall procedures because they seem too complicated?

The truth is, if you don't submit your Moving-in Notification (Tennyu Todoke) within 14 days of moving into your new address, you face a fine of up to 200,000 yen, or in the worst-case scenario, the cancellation of your visa.

Based on the latest official information for 2026, this article provides a step-by-step guide for foreigners to register their address without hesitation and successfully receive their My Number Card.

We cover everything from "What to do if you missed the deadline" and "The expired card trap when renewing your Residence Card" to "Useful Japanese phrases for the city hall counter." By following this guide, you can seamlessly establish your life in Japan without any legal trouble.

Introduction: Why is the "14-Day" Rule So Crucial?

Under Japanese law (the Basic Resident Registration Act and Immigration Control Act), you are legally required to submit a Moving-in Notification to your local municipality within 14 days of deciding on a new address.

The 14-Day Rule and Legal Penalties

If you miss this deadline without a valid reason, you may be subject to a fine (non-penal penalty) of up to 50,000 yen (or up to 200,000 yen in severe cases).

What is even more frightening is leaving your address unregistered for more than 90 days . In this case, you run the risk of having your visa (status of residence) revoked by the Minister of Justice, making you subject to deportation.

What to Do If You Missed the Deadline

There is no need to panic. If you accidentally pass the 14-day mark, you can recover by submitting a "Statement of Reasons for Delay" (Chien Riyusho) at the city hall counter.

In this document, honestly write down the reason for the delay, such as "I was waiting for necessary documents to arrive from my home country" or "I was hospitalized due to illness." The most important thing is to visit the counter as soon as possible and handle the situation sincerely.

[By Situation] The Correct Steps for Resident Registration

The required documents for the Moving-in Notification depend on your current situation.

For New Arrivals (Moving to Japan from Overseas)

If this is your first time living in Japan, bring the following items to the city hall of your new address:

• Passport (with the entry stamp)
• Residence Card (if received at the airport)

If you used the automated gate at the airport and do not have an entry stamp in your passport, you must bring something that proves your date of entry into Japan, such as your flight ticket stub.

When Moving Within Japan

If you are moving to a different municipality within Japan, you must first complete a procedure at the city hall of your "old address."

• Old City Hall: Submit a Moving-out Notification (Tenshutsu Todoke) and receive a "Moving-out Certificate."
• New City Hall: Submit a Moving-in Notification within 14 days, bringing your "Moving-out Certificate" and "Residence Card."

If you already have a My Number Card, the "One-Stop Moving Service" via the MynaPortal app is highly convenient. You can submit your moving-out notification online from your smartphone, saving you a trip to your old city hall.

When Moving with Family

If a family of foreign nationals registers together, you must prove who the head of the household is and the relationship of the other members (e.g., wife, child).

You must prepare the original Marriage Certificate or Birth Certificate issued by your home country's government, along with a Japanese translation (signed by the translator).

"My Number Card" Creation Manual for Foreigners

Once your Moving-in Notification is successfully completed, you will be assigned a "My Number" (Individual Number).

Why Do You Need a My Number Card?

In December 2024, the issuance of traditional health insurance cards was abolished. Currently, the "Myna Health Insurance Card" (using your My Number Card as your health insurance card) is the standard. Creating a My Number Card is now essentially mandatory just to visit a clinic or hospital.

4 Ways to Apply

About 2 to 3 weeks after submitting your Moving-in Notification, an "Individual Number Notice" and an application form will be mailed to your home. Here are the 4 ways to apply:

1. Smartphone Application (Recommended): Just scan the QR code on the application form, take a selfie with your smartphone, and send it. It is the fastest and easiest method.
2. Mail Application: Download the English application form, attach your photo, and mail it.
3. PC Application: Upload a photo taken with a digital camera and apply online.
4. ID Photo Booth: You can apply directly from compatible ID photo booths found around town.

Receiving the Card and Setting PINs

About 1 month after applying, an "Issuance Notice" (postcard) will arrive from the city hall. Bring this and your Residence Card to the city hall to receive your physical card.

When receiving it, you will need to set up PIN codes at the counter: a 4-digit number and an alphanumeric password of 6 to 16 characters . You will use these numbers frequently, such as when printing documents at convenience stores, so be sure to write them down and never forget them.

Once your My Number Card and Certificate of Residence (Juminhyo) are ready, the next step is to secure a "Phone Number" and a "Credit Card," which are essential for life in Japan. A Japanese phone number is also strictly required when opening a Japanese bank account. We highly recommend the following foreigner-friendly services with high approval rates and English support!

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[Warning] Common My Number Traps Foreigners Fall Into

There are three critical points every foreigner must know when holding a My Number Card.

The "Expired Card" Trap When Renewing Your Visa

As a general rule, the expiration date of a foreigner's My Number Card is the same as their Residence Card's expiration date .

Even if you renew your visa (period of stay) at the Immigration Bureau, your My Number Card's expiration date is NOT updated automatically! When you receive your new Residence Card, you must go to the city hall to complete the validity extension procedure before your My Number Card expires.

If your card is about to expire while you are still waiting for your visa renewal results, you must go to the city hall beforehand to apply for a "Special Period Extension (up to 2 months)." If you miss the deadline by even one day, the card will expire, and you will face a 1,000 yen reissue fee and a one-month wait.

Forgetting the "Continuous Use" Procedure When Moving

When you move to another municipality, simply submitting a Moving-in Notification is not the end of the process.

At the exact same time you submit your notification, you must complete the continuous use procedure for your My Number Card at the counter to rewrite the address data on the IC chip. If you fail to do this within 14 days of moving in (or within 30 days of your planned moving-out date), your card will instantly become invalid.

Registering a Katakana Name (Alias)

When opening a Japanese bank account, you are often asked to input your name in "Katakana." However, since the My Number Card uses alphabetical spelling by default, many foreigners face troubles where banks refuse them because "identity cannot be verified."

The magic trick to prevent this is registering a Katakana alias in the "Remarks Column" (Biko-ran) of your Certificate of Residence. When submitting your Moving-in Notification, say this to the staff:

「銀行口座を作るために、住民票の備考欄にカタカナの通称名を登録したいです。」 (I would like to register my Katakana alias in the remarks column of my resident record so I can open a bank account.)

This will make your bank procedures dramatically smoother.

If you want to know the detailed steps for opening a bank account and tips to avoid failing the screening, be sure to check our ultimate guide below.

🔗 Internal Link: [2026 Ultimate Guide] How to Open a Bank Account in Japan for Foreigners: Beating the "6-Month Rule"

What is the New "Specific Residence Card" Starting June 2026?

Starting June 14, 2026, Japan's system for foreign residents will undergo a major change with the introduction of the "Specific Residence Card" (Tokutei Zairyu Card).

Benefits of Integration

The Specific Residence Card combines the Residence Card and My Number Card into a single card .

Until now, every time you renewed your visa, you had to visit both "Immigration" and the "City Hall." With the Specific Residence Card, renewing your visa at Immigration will automatically update your My Number information, eliminating the double trip.

Points to Note and Risks

While extremely convenient, acquiring this integrated card is optional (voluntary) .

One major risk to note is that because crucial functions are concentrated in a single card, the reissue process if lost becomes highly complicated. It requires temporarily suspending the card via a call center, filing a police report, and applying for a reissue at Immigration—meaning it will take significant time and effort to fully recover.

Summary and Frequently Asked Questions (FAQ)

Finally, let's answer some common questions regarding the Moving-in Notification and My Number system.

Q: What should I do with my My Number Card when I return to my home country?

If you are leaving Japan permanently, you must visit the city hall before departure to return your My Number Card (or have it processed for moving overseas).

Q: Can I get a My Number on a short-term stay like a tourist visa?

No. Those on "Short-Term Stays" (3 months or less), such as tourist visas, are not eligible for resident registration and therefore will not be issued a My Number.

Q: Who is allowed to translate my family's documents?

It does not have to be a professional translator. Anyone who understands Japanese and your native language (including yourself or a friend) can translate it. However, you must include the "Translator's name and contact information" at the very bottom of the translated text.

For those who are about to start apartment hunting in Japan, using a specialized service that strongly supports foreigners is the fastest shortcut.

Furthermore, we thoroughly explain the "7 Steps" to renting an apartment in Japan while keeping initial costs low in the roadmap below.

🔗 Internal Link: [2026 Edition] The Complete Roadmap to Renting an Apartment in Japan: 7 Steps from Searching to Moving In

Conclusion

Japanese administrative procedures may look complicated, but as long as you submit your Moving-in Notification within 14 days of moving into your new address and manage your My Number Card's expiration date, you have nothing to fear.

Once your resident registration and My Number Card setup are safely completed, let's proceed with preparations to make your life in Japan more comfortable!

We highly recommend signing up for a Japanese phone number (SIM card) and Home Internet —absolute essentials for starting your life—all at this same timing.