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Updated: September 20, 2016

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Residence Registration/Moving -Sendai Living Information-

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Residence Registration for Foreign Residents

From 9th July 2012, foreign residents have been subject to the Residential Basic Book Act. The Alien Registration Act simultaneously has been abolished.
Foreign residents are eligible to receive a Residence Record (Juminhyo) as well as Japanese. Basic Resident Registration is a database of all residents' name, date of birth, sex and domicile, organized into household units. Registration facilitates provision of various government services to all residents.

Eligible Foreigners

The following foreign nationals legally residing in Japan for more than 3 months and Special Permanent Residents excepting those who are short-term visitors such as tourists will be listed on the Basic Resident Registration.

  • 1. Medium to long term resident (with Residence (“Zairyu” ) Card)
  • 2. Special Permanent Resident(with Special Permanent Resident Certificates)
  • 3. Persons granted permission for temporary refuge for provisional stay
  • 4. Persons who continue to periodically stay in Japan by birth or those who have lost their Japanese Citizenship.

Reference (Information on the new Resident Registration System started in July 9th, 2012)

Attention For Non-Japanese Residents who already have “Certificate of Alien Registration” (Registered before July 8, 2012)

“Certificate of Alien Registration” will be for a certain period of time considered as equivalent to “Residence Card / Special Permanent Resident Certificates” for “Medium to Long-Term Resident” and “Special Permanent Resident”.

The period of which a certificate of alien registration is deemed to be equivalent to the residence card depends on the resident status and age of the foreign national as of July 9, 2012. Please take note that the period may end before the next confirmation date written in your alien registration certificate.
Please refer to the list below for specific details.

For those 16 years of age or over, you can apply for a “Residence Card” within 2 months before no longer be deemed equivalent to the certificate of alien registration. Non-Japanese residents under 16 years of age can apply for the new residence card from 6 months before their 16th birthday.

“Medium to Long-Term Resident”, should go to the regional immigration bureau for procedures and “Special Permanent Resident” should go to the ward office or the general branch office for your place of residence.

[Period in which an alien registration certificate is deemed to be equivalent to the Special Permanent Resident Card]

Special Permanent Resident

16 years or older
 

Those whose next confirmation (change) period comes before July 8th, 2015

Until July 8th, 2015

Those not listed above

Until your birthday that is the beginning of the application period for the next confirmation (change)

Less than 16 years old

Until the individual's 16th birthday

[Period in which an alien registration certificate is deemed to be equivalent to the Residence Card]

Status

Age

Period

Permanent Resident

16 years or older

Until July 8, 2015

Less than 16 years old

Whichever comes earlier, July 8, 2015, or the individual's 16th birthday

Designated Activities *
*Applicable only to those granted permission to stay for 5 years

16 years or older

Whichever comes earlier, the expiration date of the period of stay, or July 8, 2015

Less than 16 years old

Whichever comes earlier, the expiration date of the period of stay, July 8, 2015, or the individual's 16th birthday

Other resident status

16 years or older

The expiration date of the period of stay

Less than 16 years old

Whichever comes earlier, the expiration date of the period of stay, or the individual's 16th birthday

How to read your residence card number on the residence record

Due to the new changes to the “Residence Record” and “Residence Card” system a category was created on the “Residence Record” which lists your “Residence Card” number. As non-Japanese residents that still have a valid “Certificate of Alien Registration” and do not have a “Residence Card,” the number that will be displayed on the “Residence Record” is their Alien Registration number without the last digit. The format is (1 letter+8 digits). Ex.B12345678

The numbering format for the new “Residence Card” and “Special Permanent Resident Certificates” is 4 letters+8 digits. Ex. AB12345678CD

Procedures for change of Address

New Entry to JapanMoving to Sendai city from OutsideMoving to Another Location outside of Sendai cityWhen Moving within Sendai City and Changing WardsWhen Moving within the Same Ward

If you move to or move from Sendai, please notify the ward office or the general branch office of your new place of residence or old place of residence in order to complete the necessary moving procedures.

  • Foreign nationals legally residing in Japan for more than 3 months and Special Permanent Residents are listed on the Residence Record.
  • If you can not visit the ward office yourself, the head of the household, any family members, or a proxy can take care of moving procedures for you. When applying by proxy, the proxy must bring identification a letter of proxy, and the applicants’ residence card or special permanent resident certificate.
  • Information about Sendai City Hall, Ward Offices, and General Branches

New Entry to Japan

Notification Period

Within 14 days from the day you decide your address after entering Japan

Notification Location

Ward office (the Family and Resident Registration Section / 戸籍住民課 Koseki-Jumin-ka) or general branch office (the Tax and Resident Affairs Section 税務住民課/Zeimu-Jumin-ka) for your place of residence.

Necessary Items

  1. The passports of all individuals moving in
  2. The Special Permanent Resident Certificates or Residence Cards (not necessary if not issued at airport, etc.) of all individuals moving in
  3. In the event that you have come to Japan with your family, or your family already lives in Japan in the location where you are planning to perform Resident Registration: an identification document that lists family members’ relationships that was issued by an official agency in your home country (i.e., Certificate of Family Matters, Marriage Certificate, Birth Certificate, etc.) and a Japanese translation of said document. * Please have the translator sign any translated documents

Notification Form

Resident Moving In/Out Notice * Please use the application form provided at the ward office counter.

Moving into the Sendai City from Outside

This notification is performed when you move into the Sendai City from another place outside of the city. The notification period is within 14 days from the day you move in.

Notification Period

Within 14 days from the day you move in – please note that this is not the same as the day you submit your Moving Out Notice at your old address’ municipality.

Notification Location

Ward office (at the Family and Resident Registration Section / 戸籍住民課 Koseki-Jumin-ka) or general branch (at the Tax and Resident Affairs Section / 税務住民課 Zeimu-Jumin-ka) where you live.

Necessary Items

  1. Moving Out Certificate (転出証明書)(To be issued and received from the municipality of your previous address when you submit your Moving Out Notice)
  2. The Residence Cards or Special Permanent Residence Cards of all individuals who are moving in

Notification Form

Resident Moving In/Out Notice * Please use the application form provided at the ward office counter.

Moving to Another Location outside of the Sendai City

This notification is performed when moving away from the Sendai City. When you submit the notification, the ward office will issue you a Moving Out Certificate. Please perform the Moving In Notification procedure at your new municipality within 14 days of moving into your new address.

When moving overseas, even in the event that you will obtain permission for re-entry, if you will be living overseas for 1 year or more you must submit a Moving Out Notice. In the event that the head of household will be moving out, you must decide a new head of household from the remaining family members and submit a Change of Head of Household Notification.

Notification Period

The procedure can be performed from 14 days before your planned moving date, or even after you have already moved. In this case, please submit the notification within 14 days of moving (postal submission possible).

Notification Location

Ward office (at the Family and Resident Registration Section /戸籍住民課 Koseki-Jumin-ka) or general branch (at the Tax and Resident Affairs Section / 税務住民課 Zeimu-Jumin-ka) where you live.

Necessary Items

For the person submitting notification:

  1. Residence Card, Special Permanent Resident Card, Drivers License, or other form of personal identification.
  2. Those enrolled in National Health Insurance or Late Stage Elderly Medical Insurance should bring their Insurance Policyholder Card.

Notification Form

Resident Moving In/Out Notice * Please use the application form provided at the ward office counter.

When Moving within the Sendai City and Changing Wards

This notification is performed when you move from Ward A to Ward B within Sendai City. (Ex: Moving from Aoba Ward to Izumi Ward. You can carry out the necessary moving procedures at either Aoba Ward or Izumi Ward. ) Please submit the Moving in Notification within 14 days of moving.

Notification Period

Within 14 days of the day you move in

Notification Location

Ward office (at the Family and Resident Registration Section /戸籍住民課 Koseki-Jumin-ka) or general branch (at the Tax and Resident Affairs Section / 税務住民課 Zeimu-Jumin-ka) (Both the new residing place and the former residing place are available.)

Necessary Items

  1. The Residence Cards or Special Permanent Resident Cards of all individuals moving in
  2. Those enrolled in National Health Insurance or Late Stage Elderly Medical Insurance should bring their Insurance Policy holder Card.

Notification Form

Resident Moving In/Out Notice * Please use the application form provided at the ward office counter.

When Moving within the Same Ward

Notification Period

Within 14 days of moving 

Notification Location

Ward office (at the Family and Resident Registration Section / 戸籍住民課 Koseki-Jumin-ka) or general branch (at the Tax and Resident Affairs Section / 税務住民課 Zeimu-Jumin-ka) where you live.

Necessary Items

All the member's Residence Cards or Special Permanent Residence Cards of all individuals who are moving.

Notification Form

Resident Moving In/Out Notice * Please use the application form provided at the ward office counter.

*As of March 2013

Application for receiving a copy of your/your family members’ residence record (Jumin-hyo)

Residence record (Jumin-hyo) is what certify a resident's residential relationship.
If you need to provide proof of residence for various reasons, you will need a copy of your residence record. It indicates a residents' name (or common name), sex, birthday and address etc.
In addition, your designation as Special permanent resident or Medium to long-term resident, status of residence, the period of stay, Special permanent resident card/Residence card number may also be certified upon request. Requests can also be made to certify all/only certain members of the household.

Attention “Certification of information recorded on foreign resident registration file” has been replaced by“residence record”

Identification for those who had performed Alien Registration has changed to the Copy of Residence Record later on July 9th, 2012. A Copy of residence record can be issued when you require evidence of your address, etc. (only for contents later on July 9th, 2012. For more details, see below)

Application for receiving a copy of your/your family members’ residence record or Certificate of Items Stated in Resident Register

Application Location

Residents in Sendai can get a copy of your residence record at the Family and Resident Registration Section (戸籍住民課/Koseki-Jumin-ka) or the Tax and Resident Affairs Section (税務住民課/Zeimu-Jumin-ka) of any ward office / generarl branch or at the Certificate issuance center.

Necessary Items

Your Identity verification documents such as residence card, special permanent resident card, or driver's license. If a proxy applies, a letter of attorney is also needed.

Fee

300 Yen/copy

Application Form

Request Form for Copies of Residence Record * Please use the application form provided at the ward office counter.

Attention Attention

Previous addresses and family matters prior to July 9th, 2012 will not be listed on a Copy of Residence Record.
In the event that Alien registration certificate of registered matters are required, you will be required to request a release of personal information from the Ministry of Justice Secretarial Division Personal Information Section.
An Alien registration certificate of registered matters for a deceased individual must be requested to the Ministry of Justice Immigration Bureau. For more details, please refer to the Ministry of Justice website below.

For more details, please refer to the Ministry of Justice website below.

Immigration Bureau

Electricity・Gas・Water

After you have decided your moving date, we suggest that you make a schedule that will allow you to take care of all the necessary procedures, such as financial matters with public utility companies and packing.

For details, click here: Moving [LIFE IN SENDAI]( External link )

Contact

Telephone operation is available only in Japanese.
For the people who don't know Japanese, please call at Interpretati on Support Hotline.

Electricity

Tohoku Electric Power
Tohoku Electric Power’s Website( External link )
For moving call toll free: 0120-175-266 (Japanese)
9:00a.m.- 8:00p.m. from Monday to Friday, 9:00a.m.- 5:00p.m. on Saturdays (Excluding Sundays, public holidays and December 29- January 3)

Gas

Town Gas

Gas Bureau, City of Sendai
Gas Bureau, City of Sendai Official website( External link )
For moving call: 0800-800-8978
8:30a.m.- 7:00p.m. from Monday to Friday, 8:30a.m.- 5:00p.m. on Saturdays (Excluding Sundays, public holidays and December 29- January 3)

Propane Gas

Please contact your gas provider.

Water

Sendai City Water Bureau’s Official Website( External link )
Sendai City Water Bureau Call Center 022-748-1111(Japanese)
8:30a.m. -7p.m. from Monday to Friday, 8:30a.m. -5p.m. on Saturdays (* During March and the first week of April, the call center is open even on Sundays and national holidays from 8a.m. to 5p.m.)

NHK
(TV)

For moving call toll free: 0120-151515
NHK official website( External link )

Telephone/
Internet

NTT East
TelephoneWeb116.jp( External link )
Internet FLET'S.com( External link ) (日本語/English/español/Português)

Mail

At your local post office or Japan Post official website( External link ) 
(In the event that you move within Japan, if you follow the specified procedure at your local post office, mail addressed to your old address will be forwarded to your new address for one year.)

Procedures for Returning to Home Country

This is a list of procedures that are required when you return from Japan to your home country.
If you have decided to return to your home country, please follow the procedures at as early as possible so that you have time to spare.

Contact information for Ward Offices and General Branches

Check list

Procedures for notification of moving

Procedures for notification of moving out of the country
Seal registration card

Health insurance

National health insurance

Pension

Application for lump-sum withdrawal payment (National Pension Insurance / Employees' Pension Insurance)

Taxes

Payment of city and prefecture resident tax

Children

Child allowance
Child-rearing allowance
Aid for child’s medical expenses / Aid for medical expenses for a mentally or physically disabled person / Aid for medical expenses for a single-parent household
Notification to child’s school

Elderly people

Senior citizen card

Automobiles and motorcycles

Procedures for disposing of automobiles, motorcycles (automatic two-wheeled bikes, light two-wheeled bikes), or mopeds

Residence

Payment of rent
Payment of public utilities

Procedures for notification of moving out of the country

Before you leave Japan, please submit a notice of moving outside Japan to the Ward Office Family and Resident Registration Section or the General Branch Tax and Resident Affairs Section of the place where your residence is registered. If you do not plan to return to Japan and you are covered by national health insurance or receive an allowance, please follow the necessary procedures for that at the same time.

Section in charge: Ward Office Family and Resident Registration Section or the General Branch Tax and Resident Affairs Section

Please bring your residence card or alien registration card to the airport, etc. If you do not plan to return to Japan, please return the card when you go through departure screening at the airport, etc.

Section in charge: Immigration Bureau of Japan

Seal registration card (印鑑登録証)

Seal registration will be abolished the day that you leave Japan, unless you have permission for re-entry. There are no particularly required procedures.

National health insurance (国民健康保険)

If you are covered by national health insurance, please follow the guidance provided at the window for procedures for notification of moving and settle your account if necessary. (Please bring your insurance card and your residence card or alien registration card.)

Section in charge: National Health Insurance and Pension Section (保険年金課)of each Ward Office or General Branch.

Application for lump-sum withdrawal payment (National Pension Insurance / Employees' Pension Insurance) (脱退一時金の申請(国民年金保険・厚生年金保険))

If a person without Japanese nationality loses qualifications for being covered by National pension or Employees' pension Insurance and has left Japan, he or she can claim the lump-sum withdrawal payment within 2 years from the date that he or she stopped having a residence in Japan.

If you have been covered by pension of a country that has concluded a social security (totalization)agreement with Japan, if you meet certain conditions it may be possible for you to calculate the continuous period of pension coverage and receive pension from both Japan and the country that has concluded the agreement with Japan. Provided, however, that if you receive a lump-sum withdrawal payment, you will become unable to use the period of pension coverage prior to requesting the lump-sum withdrawal for calculation of the continuous period of pension coverage.

For details about procedures, please click here: To all foreigners leaving Japan (Japan Pension Service)( External link )

Payment of Resident Tax (市県民税の納税)

Irrespective of nationality, people who live in Japan will be taxed resident tax by the municipality in which they live as of January 1. The tax will be imposed for income of the previous year (January 1 through December 31), and the tax must be paid even if the person moved or returned to his or her home country during that fiscal year. * If the amount of annual income is less than a certain amount, resident tax will not be imposed.

When you return to your home country, please be sure to either choose a tax agent (納税管理人) who will pay city tax on your behalf or pay taxes according to the Estimated Tax Prepayment (予定納税).

Where to file:
Sendai City Inhabitant Tax Section (5F of North Bldg.)
Residents in Aoba Ward and Izumi Ward: 022-214-8637
Residents in Miyagino Ward, Wakabayashi Ward and Taihaku Ward: 022-214-8638

Child allowance(児童手当)

Notification is required both when the subject child returns to his or her home country and when only the guardian who receives the allowance returns to his or her home country. Guidance will be provided at the window when you give notification of moving out of the country. Please follow the procedures according to that guidance.

Section in charge: National Health Insurance and Pension Section (保険年金課)of each Ward Office or the Miyagi General Branch, Public Health and Welfare Section (保健福祉課)of the Akiu General Branch

Child-rearing allowance (児童扶養手当)

Notification is required when either some or all members of a household will move out. Please first contact the section below of the Ward Office or the General Branch. Then please bring your seal and certificate to the window and follow procedures.

Section in charge: Home Health Section (家庭健康課)of each Ward Office or the Miyagi General Branch, Public Health and Welfare Section (保健福祉課)of the Akiu General Branch

Aid for child’s medical expenses (子ども医療費助成)/ Aid for medical expenses for a mentally or physically disabled person (心身障害者医療費助成) / Aid for medical expenses for a single-parent household (母子・父子家庭医療費助成)

Please return your certificate for receiving aid to the section in charge at the Ward Office or General Branch of the area where you live.
Section in charge: National Health Insurance and Pension Section (保険年金課)of each Ward Office or the Miyagi General Branch, Public Health and Welfare Section (保健福祉課)of the Akiu General Branch

Notification to child’s school

The child’s guardian should let the teacher at the child’s school know that the child will return to his or her home country, and provide notification.

Senior citizen card (eligible for 65 years of age or above) (豊齢カード)

Please return your senior citizen card to the Ward Office or to the General Branch where you live.
Section in charge: Disabled and Senior Citizens Welfare Section (障害高齢課) of the Ward Office or Public Health and Welfare Section (保健福祉課) of the General Branch

Procedures for disposing of automobiles, motorcycles (automatic two-wheeled bikes, light two-wheeled bikes), or mopeds

Type of vehicle

Place for procedures

Motorized bicycle (motorcycle, etc. with 125cc or less) or small special automobile

Taxation and Accounting Section (税務会計課) of the Ward Office for the main regular parking place, or the Tax and Resident Section (税務住民課)of the General Branch

Light automobile (660cc or less) or two-wheeled light automobile

Miyagi Light Car Association (宮城県軽自動車協会)
4-2-20 Nigatake, Miyagino-ku, Sendai Tel: 022-232-5724

Automobile or two-wheeled small automobile (251cc or more) other than a light automobile

Miyagi Transport Branch Office of Tohoku District Transport Bureau (東北運輸局宮城運輸支局)

3-3-15 Ogimachi, Miyagino-ku, Sendai Tel: 050-5540-2011

 Payment of rent

If you want to cancel a contract because you will move, etc., you must notify the landlord or broker in advance (usually 1 month in advance) according to the content of the contract. If you move out without giving notice or give notice immediately before moving out, you may be subject to breach of contract penalties.

Payment of public utilities

For water, electricity, gas, telephone charges, and NHK reception fees, etc., please contact the relevant organizations before you move to let them know that you will be moving, and follow the procedures required for settlement of accounts, etc. (Contact information

*Prepared based on information as of March 2013.

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