Moving into your first apartment in Japan as an international undergraduate requires completing several mandatory legal steps at your local city or ward office within 14 days of moving in. You must officially register your residential address, sign up for National Health Insurance, and establish your My Number account. Completing these requirements promptly protects your legal visa status in Japan and gives you instant access to affordable medical care nationwide.
What mandatory city office procedures must you complete within 14 days of moving in?
Foreign nationals planning to reside in Japan for more than 3 months must register their address at the municipal or ward office governing their neighborhood within 14 days of moving into their residence. This process generates your official Resident Record.
When visiting the city office, bring your passport and residence card. If you entered Japan through major international hubs—such as Narita, Haneda, Kansai, Chubu, New Chitose, Hiroshima, or Fukuoka airports—your physical residence card was issued at border control, so you should present it to have your local address printed on the back. If you entered through a different entry point where a card was not immediately issued, present your passport at the city office; your residence card will be sent to your registered address by mail within 2 to 3 weeks.
Failing to perform resident registration carries serious legal consequences under the rules of the Immigration Services Agency. If you do not register your address within 14 days of establishing your residence without a valid reason, you may be subject to a fine of up to 200,000 yen. Furthermore, if you fail to register a continuous residential address within 90 days of arriving in Japan, your status of residence can be officially revoked.
After your city office visit, you should also submit a copy of your updated residence card to your university’s student affairs office, request mail forwarding at the post office, and update your personal contact details on your university's student portal.
How do you enroll in National Health Insurance (NHI) and access medical care?
All foreign nationals residing in Japan for over 3 months who are not covered by workplace social insurance must join the National Health Insurance (NHI) system. You should apply at the health insurance desk of your municipal office while completing your resident registration by presenting your residence card.
NHI covers 70% of medical expenses, leaving you responsible for a 30% copay when receiving medical treatment. This coverage extends to standard doctor visits, hospital bills, dental care, prescription medications, and specialist clinic consultations.
Your insurance premium is calculated annually based on your previous year's taxable income in Japan. Because newly arrived international students typically have no Japanese income from the prior year, initial monthly premiums are low, usually around 2,000 yen per month. Premiums are divided into 10 monthly payments collected from June through March of the following year. You can pay via direct debit or by presenting monthly payment slips at post offices, banks, municipal offices, or convenience stores. If your income falls below specific thresholds, you can apply at the city hall desk for a premium reduction. Keep your payments current, as accumulating unpaid insurance fees can hinder your future student visa extensions.
When seeking healthcare in Japan, you can visit specialist clinics directly without needing a referral from a general practitioner. Always carry your health insurance certificate (or your registered My Number Card) and bring cash, as many clinics and pharmacies do not accept credit card payments. Universities often provide additional student accident insurance, such as Gakkensai, to cover injuries sustained during educational activities.
How do the My Number system and National Pension apply to university students?
Every registered resident in Japan receives a unique 12-digit identification code known as My Number, which coordinates administrative data across social security, taxation, and disaster relief. Shortly after completing resident registration, an Individual Number Notification Letter will arrive at your residence by post. Keep this document safe, as you will need your 12-digit number for official procedures and when starting a part-time job.
You can apply for a physical My Number Card online or by mail using the details in your notification letter via the My Number Card Official Webpage. You can learn more about system policies at the Digital Agency My Number guide. Additionally, residents can register their My Number Card to act as their health insurance certificate following guidance from the Ministry of Health, Labour and Welfare.
Regarding retirement benefits, all residents in Japan aged 20 to 59 must legally enroll in the National Pension System. However, university students with low or zero income can apply for the Special Payment System for Students at their municipal office to defer premium payments while attending school, as detailed by the Japan Pension Service.
What are the official steps for address changes and leaving Japan?
If you relocate during your studies, you must follow specific city office rules depending on your destination:
- Moving within the same city or ward: Visit your municipal office with your residence card to submit a change of address notification within 14 days, allowing officials to write your new address on your card.
- Moving to a different city or municipality: Before moving out of your current address, visit your current city office to submit a moving-out notification and obtain a moving-out certificate. Within 14 days of settling into your new location, present this certificate, your residence card, and your My Number Card at the new city hall to submit a moving-in notification. Remember to notify the National Health Insurance counters at both municipal offices within two weeks of your move.
- Leaving Japan permanently: Prior to returning to your home country after finishing your studies, visit your municipal office to submit a moving-out notification, surrender or update your health insurance card, and settle any outstanding or excess premium balances.
Finding a place to stay
Arranging reliable housing is a critical early milestone when preparing for university in Japan. International undergraduate students typically finalize their accommodation arrangements after their Certificate of Eligibility (CoE) or student visa is issued, ensuring a seamless move prior to departure. Having your address confirmed early simplifies completing your 14-day resident registration and health insurance enrollment right after landing. Many newcomers stay in a furnished monthly apartment first to settle in comfortably. OHAYO Stay offers furnished monthly apartments and rooms in Tokyo, with a minimum stay of 30 nights shown on each listing. Booking is completed entirely online using a passport or ID card and a credit card, requiring no guarantor, key money, or agency fees. This provides students with a stress-free housing setup while completing initial administrative tasks.