Procedures & Notifications

Procedures to stay in Japan

Residence card

A residence card is a form of ID issued to foreigners who stay in Japan for three months or more. It is issued by the Immigration Services Bureau.

Website for the Immigration Services Agency of Japan（外部サイトへリンク） (External link)

Issuance of residence card

Those entering Japan via Narita, Haneda, Chubu, Kansai, New Chitose, Hiroshima, and Fukuoka Airports receive their "residence card" at the airport.
Those who use another port of entry will have their "residence card" sent to their notified address after submitting a "moving-in notification" to the city hall within 14 days of when their residence was decided.

Immigration Information Centers （外部サイトへリンク）(External link)

Fukuoka Regional Immigration Services Bureau（外部サイトへリンク） (External link)

Special permanent resident certificate

This certificate is issued for special permanent residents. It can be applied for and changed, etc. at Shimin ka (City Residential Division).
Contact for inquiries: Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3118)

Obtaining Japanese nationality

Consultations for foreigners wishing to obtain Japanese nationality are held at the Legal Affairs Bureau in the main and branch offices, etc.
Contact for inquiries: Naha District Legal Affairs Bureau, Somu ka (General Affairs Division)
TEL: 098-937-3278 *Only available in Japanese

Foreigners' residence registration

Foreigners who stay in Japan for three months or more must register as residents at their local municipal office.
Upon registering as a resident, a Residence Certificate (Juminhyo) is created.
One's name, date of birth, and residency status, etc. are recorded on the Residence Certificate (Juminhyo), which can be used to prove the residence of oneself and/or one's family.
Contact for inquiries: Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3118)

Moving

When moving from overseas to Okinawa City

Please submit a "moving-in notification" to the city hall within 14 days from the date of moving to Okinawa City.
[Items required]

• (1) Passports and residence cards (if held) of all members who moved in
  The following documents that demonstrate the family relationship when family members move in together
• (2) Marriage certificate and Japanese translation
• (3) Birth certificate and Japanese translation

When moving from another city or town to Okinawa City

Please submit a "moving-in notification" to the city hall within 14 days from the date of moving to Okinawa City.
[Items required]

• (1) Moving-out certificate (to be obtained from the municipal office applicable to the previous address)
• (2) Residence card or special permanent resident certificate
• (3) My Number card or My Number notification card

When moving within Okinawa City

Please submit a "notification of change of address" to the city hall within 14 days from the date of moving.
[Items required]

• (1) Residence card or special permanent resident certificate
• (2) My Number card or My Number notification card
• (3) Seal (if held)
• (4) National health insurance card, pension book, long-term care insurance certificate, etc. (if held)

When moving from Okinawa City to another city, town, or overseas

Please submit a "moving-out notification" to the city hall two weeks before the scheduled moving date.
[Items required]

• (1) Residence card or special permanent resident certificate
• (2) My Number card or My Number notification card
• (3) Seal (if held)
• (4) National health insurance card, pension book, long-term care insurance certificate, etc. (if held)

Inquires

Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3119)

Family register

The family register is a system of registering and certifying information on births and marriage, etc. of Japanese nationals.
Foreigners do not have a family register, but please notify the municipal office of any births, marriages, divorces, or deaths that occur in Japan.
Required documents differ depending on the nationality. Please enquire for details at the Family Register Section of Shimin ka (City Residential Division) in advance.

Birth notification

Please submit a "birth notification" within 14 days when a child is born in Japan.
[Items required]

• (1) Birth certificate (written by the doctor or midwife)
• (2) Parent and child health handbook (Maternal and child health handbook) (if held)

*Those who subscribe to the national health insurance must also go through the procedures at Kokumin kenko hoken ka (National Health Insurance Administrative Division) after visiting Shimin ka (City Residential Division). Please also bring your national health insurance card with you.
*After a baby is born, if the baby will remain in Japan longer than 60 days, please apply for residence status at the regional immigration services bureau within 30 days. One's Residence Certificate (Juminhyo) may be deleted if it is not applied for.

Marriage notification

Required procedures and documents differ depending on the nationality of the people getting married. Please enquire at Shimin ka (City Residential Division) for details.

Divorce notification

Required procedures and documents differ depending on the nationality of the people getting divorced. Please enquire at Shimin ka (City Residential Division) for details.

Death notification

In the event that a family member or another person that lives with you passes away, please submit a "death notification" within seven days from the day that you found out about their death.
[Items required]
Death certificate (written by a doctor)
*If subscribed to the national health insurance and/or pension, etc. through the municipal office, procedures must be completed after visiting Shimin ka (City Residential Division). Please also bring those certificates, such as national health insurance card, with you.

Inquiries

Shimin ka (City Residential Division)
TEL: 098-939-1212

When certificates are required

When certificates, such as a Residence Certificate (Juminhyo) or seal registration, are required, please submit a request at Shimin ka (City Residential Division). A fee must be paid for their issuance.

•  Official copy of Residence Certificate (Juminhyo): ¥200 (per copy)
•  Identification certificate: ¥200 (per copy)
•  Certificate of all records on a family register (Individual): ¥450 (per copy)
•  Seal registration certificate: ¥200 (per copy)

... etc.
*Please submit your request for family register-related certificates to the municipal office in the area of your registered domicile. They can be requested at Shimin ka (City Residential Division) if one's domicile is registered with Okinawa City.
Contact for inquiries: Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3110-3121)

Certificates can also be obtained using one's My Number Card at convenience stores nationwide.
How to issue at a convenience store

Adult guardianship system

This system is designed to protect the human rights of people who have difficulty making their own decisions due to dementia or intellectual disabilities, etc.
Responsible adults connected to such individuals can become an adult guardian to support their asset management, handling, and contracts, etc. on their behalf.
• Apply for adult guardianship system
Naha Family Court, Okinawa Branch TEL: 098-939-0017
• Obtain certificate as an adult guardian
Naha District Legal Affairs Bureau TEL: 098-854-7953

Seal registration

Seal registration and registered seal (jitsu-in)

Seals can be registered at the municipal office. Registered seals are known as jitsu-in, and may be required to create important documents. Once a seal is registered, a "Hibiscus Card (seal registration card)" is issued.

Registering a seal

Anyone aged 15 or older with a registered address in Okinawa City can register a seal.

[Items required]
(1) Seal to be registered
(2) Residence card, special permanent resident certificate, passport, etc.
Fee: ¥300 per case
Seal types that can be registered: Seals showing one's real name as recorded on one's Residence Certificate (Juminhyo) in the following combinations can be registered.
(1) Family name, given name, middle name (2) Family name, given name (3) Family name only (4) Given name only
*Please inquire at the City Residential Division (Shimin ka) if you wish to register a seal using an alias or katakana.
*Some types of seal cannot be registered due to their size, etc. Please check with Shimin ka (City Residential Division).

Seal registration certificate

This document certifies that a particular seal is registered.
Please apply for the certificate by presenting the applicable Hibiscus Card (seal registration card) at Shimin ka (City Residential Division).

Inquiries

Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3120) *Only available in Japanese

My Number System

My Number

Each My Number is a unique 12-digit number allocated to people who have a Certificate of Residence (Juminhyo) in Japan.
Foreigners who have a Certificate of Residence (Juminhyo) in Japan are also issued with a My Number.
On the My Number Card, one's My Number is printed, with a facial photo attached.

　　

• What can a My Number Card be used for?

1.  Certifying one's name and address, etc.
2.  Obtaining documents, such as Certificates of Residence (Juminhyo) and seal registration certificates at convenience stores.
3.  Various online administrative procedures
4.  As a health insurance card at some hospitals and pharmacies

Application method

Okinawa City Hall supports applications for My Number Cards at the counter.

If you cannot come to City Hall, please apply in one of the following ways.

• (1) Smartphone application
  Take a facial photo on a smartphone, and access the application website via the two-dimensional barcode (QR code) on the issuance application form.
• (2) Computer application
  Take a facial photo using a digital camera, and access the application website.
• (3) Postal application
  Fill in the issuance application form, attach your facial photo, seal in the envelope, and post it.

Related link
General website for My Number Card（外部サイトへリンク） (External website)

Receipt procedure

Once your My Number Card is ready for issuance, you will receive an issuance notification (by postcard) from Okinawa City Hall. The My Number Card should be picked up by the person who submitted the application by bringing the required items by the deadline described on the issuance notice.

 

Required items

• (1) Issuance notification (postcard)
• (2) Residence card, special permanent resident certificate, passport, etc.
• (3) Notification card (if held)

*If one has a basic resident register card, it must be brought in as it needs to be returned.

Contact for inquiries: Shimin ka (City Residential Division)
TEL: 098-939-1212 (Extension No. 3116, 3128)
Issuance site: Shimin ka (City Residential Division) - My Number counter, 1F Okinawa City Hall
26-1 Nakasone-cho, Okinawa City

Cautions regarding My Number Cards

When one's name or address, etc. changes, please notify City Hall of the details.
The My Number Card's expiry date is the same as one's period of stay. If your period of stay is renewed, please renew your My Number Card at the City Hall.

Details about the My Number System

Ministry of Internal Affairs and Communications Website（外部サイトへリンク） (External website)

Toll-free phone number for My Number
Operating hours: Monday to Friday 9:30 a.m. to 8:00 p.m.
Weekends and national holidays: 9:30 a.m. to 5:30 p.m.
[Japanese] TEL: 0120-95-0178
[English, Chinese, Korean, Spanish, and Portuguese]
About the My Number system TEL: 0120-0178-26
About notification cards / My Number cards TEL: 0120-0178-27