Moving into your first apartment or room in Japan as an international graduate student comes with strict administrative responsibilities. Within 14 days of settling into your new address, you must visit your local municipal city or ward office to complete your moving-in notification (resident registration), sign up for National Health Insurance, and update your residence card. Completing these procedures promptly ensures full access to healthcare, legal residency compliance, and essential student support services.
What must you do within 14 days of moving into your home in Japan?
When arriving in Japan for a stay longer than three months—whether as a MEXT scholarship recipient, research student, or degree candidate—you are legally obligated to register your place of residence. According to official guidelines detailed by Osaka University City Office Guide, you must submit a moving-in notification (*tennyu-todoke*) at your local city or ward office within 14 days of moving into your accommodation.
Failure to submit your resident registration within 14 days without a valid reason can result in an administrative fine of up to 200,000 yen. Furthermore, if you fail to register your residential address in Japan within 90 days of arrival, the Immigration Services Agency may revoke your status of residence.
To complete this registration, you must bring:
- Your valid passport
- Your residence card (*zairyu card*)
If you entered Japan through major international airports—such as Narita, Haneda, Chubu, Kansai, New Chitose, Hiroshima, or Fukuoka—your residence card will usually be issued at border control upon entry. If your residence card was not issued at the airport, your registered address will trigger the physical card to be mailed to your new home within 2 to 3 weeks. Once processed at the city office, staff will print or write your new address on the back of your residence card, as outlined in the Hokkaido University International Student Handbook.
How do you enroll in National Health Insurance and National Pension?
Every international student residing in Japan for more than three months who is not covered by an employer's insurance scheme must enroll in the National Health Insurance (*Kokumin Kenko Hoken*). You should apply for health insurance at the city hall counter simultaneously with your resident registration.
Under National Health Insurance:
- You pay 30% of total medical costs at hospitals and clinics, while the insurance covers 70%.
- Annual insurance premiums are calculated based on your income in Japan from the previous calendar year.
- Premiums are billed in 10 monthly payments spanning from June to March of the following year.
- Payments can be made via automatic bank direct debit or by presenting monthly payment slips at convenience stores, banks, post offices, or municipal offices.
- International students with little or no income in Japan during the previous year can apply at the counter for a formal reduction in annual premiums.
In addition to health insurance, all residents in Japan aged 20 to 59 are required by law to join the National Pension System. Because full-time enrollment places financial constraints on students, you can apply for the "Special Payment System for Students" (*Gakusei Nofu Tokurei*) at your municipal office. This system grants a deferral of pension premium contributions while you are enrolled in your degree or research program.
What is the My Number system and how do you get your card?
After your resident registration is finalized, the Japanese government assigns you a 12-digit Social Security and Tax Number, commonly referred to as "My Number". An Individual Number Notification Letter will be mailed directly to your registered home address.
Key details regarding the My Number system include:
- The 12-digit number is required for administrative setup, opening bank accounts, and starting part-time research assistant or teaching assistant jobs.
- You can apply for a plastic My Number Card featuring your photo either online or via mail using the application form provided in your notification letter.
- As confirmed by the University of Tokyo Moving Procedures, you can register your My Number Card to function as your official health insurance certificate through MynaPortal or Seven Bank ATMs.
What additional administrative steps should you complete after moving?
Completing city office tasks is only the first half of settling into your new residence. To ensure your daily life and academic affairs run smoothly, complete these additional post-move tasks:
- Notify Japan Post: Submit a change of address notification at a local post office or online. As noted in the UEC Moving In and Out Guide, mail forwarding takes approximately one week to set up and will forward your mail to your new address for one full year.
- Update your university and financial accounts: Inform your university's international student section or student portal, your bank, mobile phone operator, and credit card providers of your new registered address.
- Inspect your apartment: Record and photograph any pre-existing wall or floor scratches or damage right when you move in, sharing these records with your landlord or building manager to avoid deposit disputes upon eventual move-out.
- Future address changes: If you relocate within the same municipality later, you must file an address change within 14 days. If moving to a different city, file a moving-out notification up to 14 days beforehand to receive a moving-out certificate, then present it at your new municipality within 14 days.
Finding a place to stay
When preparing for graduate school or MEXT scholarship programs in Japan, international students should secure their housing after receiving their Certificate of Eligibility (COE) or student visa, well before flying to Tokyo. Many newcomers stay in a furnished monthly apartment first to ensure a smooth transition while completing initial city hall registrations. OHAYO Stay offers furnished monthly apartments and rooms in Tokyo. Booking is online with a passport or ID and a credit card, requiring no guarantor, key money, or agency fee. Availability is shown up to about 12 months ahead, allowing incoming graduate students to reserve their arrival home stress-free.