How to Deal With City Hall in Japan (A Foreigner’s Practical Guide)

For many foreigners living in Japan, city hall can feel intimidating. The paperwork is dense, the language is formal, and the system relies heavily on stamps, forms, and procedures that may feel unfamiliar.

But city hall is also one of the most important places in your daily life. You’ll go there for moves, health insurance, taxes, and official records—and understanding how it works will save you time, stress, and costly mistakes.

This guide explains what city hall does, why you’ll need it, what to bring, and how to communicate smoothly as a foreign resident.

1. What Is City Hall in Japan?

City hall (市役所 – shiyakusho) or ward office (区役所 – kuyakusho) handles almost all essential resident administration, including:

• Resident registration

• Taxes

• Health insurance

• Pension

• Address changes

• Certificates and official documents

If you live in Japan, this office manages the administrative side of your daily life.

2. Common Reasons Foreigners Visit City Hall

Most foreigners visit city hall for things like:

• Registering a new address (転入届 – tennyū todoke)

• Reporting a move out (転出届 – tenshutsu todoke)

• Getting a resident record (住民票 – jūminhyō)

• National Health Insurance (国民健康保険 – kokumin kenkō hoken)

• Pension enrollment (国民年金 – kokumin nenkin)

• Tax-related paperwork (住民税 – jūminzei)

If it affects where you live, pay, or receive services, city hall is usually involved.

3. What to Bring (Every Time)

Always prepare these before you go:

• Residence Card (在留カード – zairyū kādo)

• Passport (パスポート – pasupōto)

• My Number card or notification (マイナンバー – mai nanbā)

• Personal seal (印鑑 – inkan), if you have one

• Cash (some counters don’t accept cards)

Tip: Bringing copies can save time and repeat visits.

4. Language: What to Expect

Most city halls operate mainly in Japanese.

That said:

• Larger cities often offer English support

• Some counters use phone interpretation

• Multilingual forms are becoming more common

Helpful phrases:

• 「日本語が少しだけ分かります」
  (Nihongo ga sukoshi dake wakarimasu – I understand a little Japanese)

• 「英語の案内はありますか？」
  (Eigo no annai wa arimasu ka? – Is there English support?)

5. Take a Number and Wait

City halls use a ticket system.

The process is simple:

1. Take a number (番号札 – bangō fuda)

2. Sit and wait

3. Watch the screen for your number

Waiting is normal—patience helps more than rushing.

6. Forms Are Detailed (and Important)

The forms can look overwhelming, but don’t panic.

• Staff are used to helping foreigners

• Writing clearly matters more than speed

• Ask questions instead of guessing

Never fill in incorrect information just to finish faster.

7. Stamps, Seals, and Copies

Japan still relies heavily on:

• Personal seals (印鑑 – inkan)

• Physical signatures

• Paper copies

If you don’t have a seal, a signature is often accepted—but always confirm first.

8. Ask Questions Early

City hall staff prefer accuracy over speed.

If you’re unsure:

• Stop and ask

• Confirm the next steps

• Ask about deadlines (期限 – kigen)

Small mistakes can affect visas, insurance, or taxes, so clarity matters.

9. Expect Polite but Formal Service

Staff are usually:

• Polite

• Calm

• Strict about rules

They follow manuals closely. This isn’t coldness—it’s how the system stays consistent and fair.

10. Timing Matters

Best times to visit:

• Weekday mornings

• Midweek (Tuesday–Thursday)

Try to avoid:

• Mondays

• Lunch time

• End of the month

• April (peak moving season)

11. After You Finish

Before leaving:

• Double-check your documents

• Confirm what happens next

• Keep all receipts and papers

Japan values documentation—keep everything.

Common Mistakes Foreigners Make

• Going without required documents

• Missing deadlines

• Ignoring official mail

• Assuming rules are flexible

• Waiting too long to ask questions

Final Thoughts

City hall in Japan may feel complex at first, but it’s organized, reliable, and fair. Once you understand how the system works, administrative tasks become routine rather than stressful.

Preparation, patience, and polite communication go a long way—and after a few visits, city hall will feel far less intimidating than it did at the start.