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Shinjuku City Official Website > Foreign Language Top Page > Procedures for Changes of Address and Taxes > Residence Records (Juminhyo)

Residence Records (Juminhyo)

Inquiries: Resident Registration Section, Family and Resident Registration Division and Branch Offices

Please come to the City Office’s Resident Registration Section, Family and Resident Registration Division, in the following cases:

  • If you move to Shinjuku City from a foreign country and need to file a notification of your move
  • If you become a medium- or long-term resident of Japan and need to file a notification of your new status
  • If you need an interpreter
  • If you file any notification as a group (such as several families together)

Residence records will be made for eligible foreign residents, such as those entitled to a residence card and special permanent residents.
Residence records are made to retain and verify such information as address and household (meaning people who live together and share living expenses) and the head of household (meaning the representative of the household and/or the main person who supports the household). Personal seal registration, National Health Insurance, and taxes and other matters are based on these records.

●Foreign Residents Who Are Eligible for Residence Records

  • Medium- to long-term residents (i.e., those who have or are eligible for a residence card)
  • Special permanent residents
  • Anyone with landing permission for temporary refuge or permission for a provisional stay in Japan
  • Anyone in Japan through circumstances of birth, or who has renounced Japanese nationality and is in a transitional period without any status of residence
    Residence records will not be made for foreign residents who do not fall under the abovementioned categories.

●Notification Procedures for a Change of Address
If you move to a different address or people leave or join your household, please complete the designated procedures to notify us of the change, either in person or through someone acting on your behalf. A proxy letter is required if someone other than a member of the same household files the change notification. The
Shinjuku City website offers a sample proxy letter for your convenience. There is no handling fee for filing this type of notification.
Notification procedures for a change of address are different from the procedures for the previous method of foreign resident registration. To be specific, if you will be moving from Shinjuku City to somewhere else in Japan, or leaving Japan, please complete the designated procedures for moving out at the Shinjuku City Office before you do.

●Obtaining a Copy of Your Residence Record
If you need a copy of your residence record or a certificate of registered items in the residence record, please bring in some form of personal identification (such as your residence card or special permanent resident certificate) and file a request.
Please note that if someone other than a member of the same household files a request on your behalf, a proxy letter is required. The Shinjuku City website offers a sample proxy letter for your convenience.
You can file a request by mail, but please ask about the documents required beforehand. The handling fee is ¥300 per copy.
Notes:
1.You can also obtain a copy of your residence record using certificate-issuing services at convenience stores. Please read page 9 for details.
2.Automated issuing services were terminated at the end of March 2020.

Notification Procedures for a Change of Address for Foreign Residents

Types of Notification Notification Period Documents Required (Please bring original documents.)
Moving to Shinjuku City from overseas Within 14 days of moving to Shinjuku City Your residence card (or passport, if your residence card will be issued later) or special permanent resident certificate/foreign resident registration card
Notes: 1. Documentation certifying your relationship to the head of the household may be required.
2. If you are re-entering Japan, the passports of all household members moving in are required.
★Please complete these notification procedures at the Resident Registration Section of the Family and Resident Registration Division of the City Office.
Becoming a mid- to long-term resident
(If you live in Shinjuku City with a short-term visa and becomes a mid- or long-term resident)
Within 14 days of becoming a mid- to long-term resident
Moving to Shinjuku City from another municipality Within 14 days of moving to Shinjuku City • Certificate of your move
• Residence card or special permanent resident certificate/foreign resident registration card
• National Health Insurance card (if you are in an enrolled household and the head of the household changes)
• Individual number (“My Number”) card (if you have one)
• Basic resident registration card (if you have one)
Note: Documentation certifying your relationship to the head of the household may be required.
Change of address
(If you move within Shinjuku City)
Within 14 days of the move • Residence card or special permanent resident certificate/foreign resident registration card
• National Health Insurance card (if you are in an enrolled household)
• Individual number (“My Number”) card (if you have one)
• Basic resident registration card (if you have one)
Note: Documentation certifying your relationship to the head of the household may be required.
Moving out of Shinjuku City
(Either within Japan or overseas)
Before moving out • Residence card or special permanent resident certificate/foreign resident registration card
• National Health Insurance card (if you are enrolled)
• Individual number (“My Number”) card (if you have one)
• Basic resident registration card (if you have one)
• Personal seal registration card (if you have registered one)
Note: If the head of the household moves out, documentation that shows the family relationship with the new head of the household may be required.
★You can notify Shinjuku City of your move by mail. Please see the Shinjuku City website for more information.
Change in the household
(If there is a change in the head of the household, a household is split, or if two households join)
Within 14 days of the change • Residence card or special permanent resident certificate/foreign resident registration card
• Documentation certifying your relationship to the head of the household
• National Health Insurance card (if you are enrolled)
Change in the relationship to the head of the household
(If the relationship between you and the head of the household changes, and the change will not be registered in the koseki [family registry] system)

Notes:
1. If you need an interpreter or to complete notification procedures as a group, please call the service counter at the City Office’s Resident Registration Section of the Family and Resident Registration Division in advance.
2. Your personal identification will be checked when you file a notification. Please bring some form of official personal ID (such as your residence card or special permanent resident certificate) for this purpose. If someone other than a member of the same household files the notification on your behalf, they will need a proxy letter.
3. If the document certifying your family relationship to the head of the household is in a foreign language, please attach a Japanese translation with the name and contact details of the translator on it.
4. Please be aware that notifications of moving into the city from a foreign country and notifications of becoming a mid- to long-term resident are not handled during the Tuesday extended service counter hours (5 to 7 p.m.) nor during the special service counter hours on the fourth Sundays of every month.

April 1, 2021