Tokyo: How to Register Residency and Get My Number as Expat

Moving to Tokyo as a mid- or long-term foreign resident requires registering your new address at the municipal (ward/city) office and obtaining your Individual Number (“My Number”). This post explains who must register, the 14-day deadlines, where to go in Tokyo, what documents to bring (Residence Card, passport), how My Number is assigned, and how to apply for and pick up the My Number Card (photo IC card) with practical Tokyo-specific examples.

Who must register

If you will live in Japan for more than three months (i.e., you have mid- or long-term resident status), you must register your address at the municipal office for your new place of residence. This requirement applies to foreign residents holding a Residence Card (在留カード) as described by the Immigration Services Agency of Japan [3].

When you must register

You must notify the municipal office of your new address within 14 days after moving into your new residence (or within 14 days of landing in Japan if you entered with a Residence Card and took up residence) — this is the official window for the moving-in notification (転入届) [3]. If you move within Tokyo, you must file both a moving-out (転出届) at your old ward/city office and a moving-in (転入届) at your new ward/city office within the same 14-day window [3].

Where to register in Tokyo

In Tokyo you register at the ward (区役所) or city office (市役所) responsible for your address. Major ward offices include Shinjuku City Office, Shibuya City Office, and Minato City Office — each ward handles resident registration, issuance of residence certificates, and related services for addresses inside its boundaries [4]. Always check your ward’s official page for opening hours, multilingual services, and whether appointments are recommended [4].

Documents to bring to the ward/city office

• Residence Card (在留カード) — to confirm immigration status and identity [3].
• Passport — to confirm identity and travel record when required [3].
• If available, the certificate of moving-out from your previous municipality (転出証明書) when moving within Japan; otherwise the ward staff will advise on next steps [3].

Step-by-step: submitting a moving-in (転入届) notification

1. Go to the ward/city office that covers your new address (for example, Shinjuku City Office if your new address is in Shinjuku) and ask for the moving-in (転入届) form — many offices provide English-language guidance or multilingual counters; check the ward site first [4].
2. Complete the form with your name, registered address, and other required data; present your Residence Card and passport for verification [3].
3. If you moved from another Japanese municipality, present your転出証明書 (moving-out certificate) if you have one; if you arrived from overseas, the ward will proceed based on your Residence Card and entry records [3].
4. Request any certificates you need right away (住民票 / juminhyo — a copy of the Basic Resident Register) for opening bank accounts, enrolling in schools, or other administrative needs; ward offices can issue these on request [4].

How My Number (Individual Number) is assigned and notified

The Individual Number (個人番号, “My Number”) is assigned to residents when they are entered into the Basic Resident Register after municipal registration; the assignment is automatic as part of the national Social Security and Tax Number System [2]. After your address is registered, the municipality will notify you of your My Number by mail or other official notice — municipalities coordinate with the national Individual Number system to ensure each resident receives their number [1][2].

How to apply for the My Number Card (photo IC card) and pickup

Applying for the photo My Number Card (個人番号カード) is a separate step from being assigned a My Number. You can apply online, by returning the application form sent with the notification by mail, or at the municipal office depending on the options provided by your ward [1]. The card is issued without an application fee (no charge) and processing typically takes a few weeks, though timelines vary by municipality [1]. When your card is ready the ward/city office will notify you; you then pick it up in person at the office (bring your Residence Card and the notification slip) [1].

Practical tips, common questions, and next steps

• Register within 14 days: missing the 14-day window for a moving-in notification can create delays for health insurance enrollment and tax records — contact your ward office if you cannot meet the deadline [3].
• If you move within Tokyo: complete both moving-out and moving-in notifications with the respective ward/city offices to keep the Basic Resident Register and My Number records accurate [3][4].
• Keep your My Number secure: share it only when legally required (tax, social security, or official identity checks). The My Number Card can be used for government digital services and, if you choose to link it, as a health insurance card function — check the Individual Number Card portal for details on optional linkage and usage [1].
• After registration: use your updated residence record to enroll in National Health Insurance or workplace insurance, register for resident tax obligations, and to open a bank account — ward offices publish guidance and forms for these next steps on their websites [4].
• If your Japanese is limited: many Tokyo wards (for example, Shinjuku, Shibuya, Minato) provide multilingual counters or interpreter services; check the ward site or call ahead to confirm available language support [4].

Registering your address and obtaining your My Number Card are essential administrative steps after you arrive in Tokyo. Use your ward/city office (区役所 / 市役所) as the primary contact point, follow the 14-day rule, keep your Residence Card and passport available, and apply for the My Number Card via the official Individual Number Card portal or your municipal office when you receive the notification [3][1][4].

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Sources

1. Individual Number Card (My Number Card) — Official portal (English)
2. Ministry of Internal Affairs and Communications (MIC) — Social Security and Tax Number System (My Number) (English)
3. Immigration Services Agency of Japan — Residence Cards / Notification of Address (English)
4. Tokyo Metropolitan Government (TMG) — Living and moving in Tokyo (English)