When wrapping up an exchange study program in Japan, you must visit your local city or ward office to submit a moving-out notification, withdraw from National Health Insurance, and notify your landlord at least one month before departing. Completing these official administrative steps prevents ongoing health insurance billings, ensures proper deposit settlement, and maintains your immigration compliance. Many newcomers stay in a furnished monthly apartment first when arriving, but regardless of your housing arrangement, closing out your stay properly requires clear planning.
When should you start preparing to move out of your rental in Japan?
According to official guidance from Japanese universities, you must notify your landlord or management company at least one month before your intended departure date, or by the deadline specified in your contract. Giving late notice can result in paying extra rent for the following month. Before booking your flight home, exchange students receiving scholarships should double-check their program signing and payment schedules to select a departure date after their final scholarship disbursement.
When preparing to vacate your room, inspect the property carefully and clean it thoroughly so it matches its original condition. Housing management will inspect the unit and deduct repair, interior restoration, and cleaning expenses from your security deposit before returning any balance. Poor room conditions may incur additional charges.
Large waste items like furniture or bedding cannot be thrown into regular trash bins. You must contact your local municipality in advance to arrange paid bulky waste collection. Certain electrical appliances—such as televisions, refrigerators, air conditioners, washing machines, and personal computers—cannot be collected through standard municipal waste channels; you must contact the original store, manufacturer, or a certified collection vendor.
How do you complete moving-out procedures at the city office?
You are required by law to submit a moving-out notification (*tenshutsu-todoke*) at the resident registration section of your local city or ward office before leaving Japan. As explained in the University of Electro-Communications moving procedures, notifications for changing addresses can be accepted starting 14 days before your scheduled move. Failure to complete mandatory municipal notifications is a violation of legal obligation and may result in administrative penalties.
When visiting the city office, bring the following required items:
- Residence card
- Passport
- National Health Insurance card (or Myna Health Insurance card / Certificate)
- My Number Card (or notification card)
- Proof of departure, such as an e-ticket or flight confirmation
- National Pension book (if enrolled)
The University of Tokyo departure checklist highlights that you must submit your moving-out notification at the municipal counter first, prior to processing health insurance or pension withdrawals. While mail-in moving-out applications are accepted by many ward offices, individuals leaving Japan permanently cannot submit notifications online using My Number, because in-person visits are required to settle health insurance premiums.
What steps are required for health insurance, pension, and bank accounts?
Canceling your National Health Insurance is critical. As noted in the Jumonji University official guide, you must return your insurance card at the health insurance counter and settle any overpaid or remaining premium balances. If you forget this step, your municipality will continue billing you for insurance premiums even after you depart Japan.
Students enrolled in the National Pension Plan should declare their withdrawal at the pension window. Those who paid pension contributions may apply for a lump-sum withdrawal payment, though doing so invalidates those coverage periods toward future Japanese pension benefits.
For bank accounts, visit your bank branch with your passbook, cash card, residence card, passport, and personal seal (*inkan*) to close your account. However, do not close your bank account until all final payments—including utilities, mobile phone bills, or credit card charges—have been cleared. If you received taxable research grants or scholarships, check with the tax office and municipal office to finalize income tax and resident tax obligations before leaving, as unpaid tax delinquencies can affect future Japanese visa applications.
How should you handle utilities, garbage, and returning your residence card?
Contact your electricity, gas, water, internet, and mobile phone providers several days in advance to set cancellation dates and clear final balances. Payments can be settled via direct debit or at convenience stores.
If you own a bicycle, cancel its security registration at a local bike shop or police station before leaving or transferring ownership. Details provided by Kumamoto University leaving procedures state that cancellation is free, but transferring a bike requires handing over the registration card or a written transfer certificate so the new owner can register it for 600 yen.
At your university, return borrowed library books, return your student ID card, and turn in your University Co-op card to receive your membership fee refund. Exchange students departing Japan permanently must hand their Residence Card to the immigration officer at the airport departure counter. If you plan to remain in Japan for job hunting or further study, you must apply to change your visa status (e.g., to Designated Activities) and submit a notification of leaving your organization within 14 days of finishing your program.
Finding a place to stay
When preparing to study abroad in Tokyo, arranging your housing timing is key. You should begin searching for accommodation after your Certificate of Eligibility or visa is approved, prior to your arrival in Japan. OHAYO Stay offers furnished monthly apartments and rooms in Tokyo; most homes have a minimum stay of 30 nights (shown on each listing). Booking is completed online with a passport or ID and a credit card, requiring no guarantor, no key money, and no agency fee. Furthermore, the monthly price includes electricity, gas, water, and Wi-Fi, making it easy to manage utility costs without setting up individual service contracts.