If you have recently moved to Japan, the ward office — known as the ku-yakusho (区役所) in cities divided into wards, or shi-yakusho (市役所) in smaller cities — is one of the very first places you will need to visit. Many foreign residents feel nervous about going, especially with limited Japanese. The good news is that ward offices are used to helping foreigners, and a growing number of them offer multilingual support. This guide explains the main ward office services for foreigners in Japan, what documents you need, and what to expect at each step.
What Is a Ward Office (Ku/Shi Yakusho)?
A ward office is your local government service centre. Think of it as the place that handles all official paperwork for residents in that area — registering your address, issuing certificates, enrolling in national health insurance, and much more. Every city and ward in Japan has one, and as a foreign resident you are legally required to register there shortly after arriving.
Some large cities like Tokyo, Osaka, and Yokohama are divided into wards (ku), each with its own office. Smaller cities usually have a single city hall (shi-yakusho). Either way, the services available are largely the same.
Key Ward Office Services for Foreign Residents
1. Resident Registration (Jūminhyō Touroku)
This is almost always your first task. Within 14 days of moving to a new address in Japan, you must register at your local ward office. You will need to bring:
- Your passport
- Your Residence Card (Zairyu Card)
- A completed address registration form (available at the counter)
Once registered, your address is added to the national resident register. This record is used for almost everything else in Japan — opening a bank account, getting a SIM card, receiving official mail — so do not skip or delay this step.
2. Residence Card Address Update
Every time you move, you must update your address both at the ward office and on your Residence Card. The ward office will print your new address on the back of your card for free. Again, bring your passport and Residence Card.
3. My Number Card (Individual Number Card)
Japan's national ID system is called My Number. You will receive a notification letter with your My Number after registration. You can then apply at the ward office for a physical My Number Card, which serves as photo ID and is increasingly required for online government services. Processing takes a few weeks, so apply early.
4. National Health Insurance (Kokumin Kenko Hoken)
If you are not covered by your employer's social insurance, you are required by law to enrol in National Health Insurance (NHI). You can sign up at the ward office. Premiums are calculated based on your income, and enrolment allows you to pay only 30% of most medical costs. Bring your Residence Card and passport. If you are unsure whether your employer covers you, ask your HR department first.
5. National Pension Enrollment (Kokumin Nenkin)
Similar to NHI, if you are not enrolled in an employer pension scheme, you are generally required to join the National Pension system. You can enrol at the ward office window. Monthly contribution amounts are set nationally, so check the official Japan Pension Service website for the current figure.
6. Issuing Official Certificates
The ward office can issue several important documents that you will regularly need. These include:
- Juminhyo (Resident Certificate) — proof of your registered address, often needed for bank accounts, mobile contracts, and visa renewals
- Inkan Torokushomeisho (Seal Registration Certificate) — if you have registered a personal seal (hanko)
- Zei Shomeisho (Tax Certificate) — proof of income or tax payment, sometimes required by landlords or employers
Most certificates cost a small fee (typically a few hundred yen each). Many ward offices now also have self-service kiosks where you can print certain certificates using your My Number Card, which saves waiting time.
7. Marriage, Birth, and Death Registration
Major life events must be officially recorded at the ward office. If you get married in Japan, have a child, or need to register a death, the ward office handles the paperwork. Requirements vary depending on your nationality, so it is worth calling ahead or checking your embassy's website for any additional documents needed.
8. Moving Out Notification
When you leave your current ward or city — whether to another part of Japan or back to your home country — you must submit a tenshutsu届 (move-out notification) at the ward office before you leave. If you are leaving Japan for good, you will also need to deregister your address.
Practical Tips for Visiting the Ward Office
- Go early in the day, especially on Mondays and around month-end — these times tend to be very busy.
- Ask for an interpreter or English form as soon as you arrive. Many larger ward offices have multilingual staff or printed guides in English, Chinese, Korean, and other languages.
- Bring more documents than you think you need — passport, Residence Card, and any relevant certificates. It saves a wasted trip.
- Check opening hours in advance. Most ward offices are open weekday business hours. Some offer Saturday morning services for select procedures; confirm on your ward's official website.
- If your Japanese is limited, consider writing down your name, address, and the specific service you need on a piece of paper to show the staff. Most counter staff are patient and used to helping foreign residents.
Services Not Handled at the Ward Office
It helps to know what the ward office does not handle. For example:
- Visa extensions and status of residence changes — these are handled by the Immigration Services Agency (regional immigration bureau), not the ward office.
- Driving licence procedures — go to the local unten menkyo centre (licence centre).
- International money transfers — services like Wise or Remitly are done online or at convenience stores and banks, not at the ward office (though your Yucho bank passbook from Japan Post Bank, often opened with ward office documents, is a common option for residents).
Summary: Your Ward Office Is a Key Starting Point in Japan
For any foreign resident in Japan, the ward office is genuinely one of the most important places to know. From registering your address within 14 days of arrival to enrolling in health insurance and collecting vital certificates, almost every part of daily life in Japan connects back to what is on record at your local office.
The process can feel daunting at first, but ward offices are well-practised at helping foreign residents, and the steps are straightforward once you know what to bring. Take it one task at a time, keep copies of every document you receive, and do not hesitate to ask staff for help. Getting your registration sorted properly from the start makes everything else — opening a bank account, getting a SIM card, signing a lease — much smoother. You have got this.
Note: Procedures, fees, and requirements can change. Always confirm the latest details on your ward or city's official website before visiting.