Get a Residence Record
What to prepare when getting a residence record at your municipality.
Procedure at a glance
- Who this is for
- Residents asked to submit a residence record
- Deadline
- Confirm the recipient's validity window
Do this todayAsk the recipient whose record and which fields must appear
If the deadline is near or passedIf the deadline has passed or cannot be met today, contact the responsible office today. State the trigger date, why you are late, and what documents you have, then ask how to file.
Where to goRegistered municipality; eligible mail or convenience-store service
Step-by-step guide
Follow these steps
Progress: 0/3 completed
1Confirm your case and deadlineChoose the required resident record / Check application conditions
What to do
- 1Ask the recipient whether the record must cover you or the whole household, which fields are required, and how recent it must be; write the exact request in one line
- 2Search your municipality's official site for 'resident record copy issuance' and confirm available counter, postal, or convenience-store methods, hours, and fee
Check before you start
- Ask the recipient whose record and which fields must appear
- Check counter, mail, or convenience-store options with your municipality
- Decide whether you or a proxy will apply and prepare the required ID or authorization
If the deadline is near or passed
- If the deadline has passed or cannot be met today, contact the responsible office today. State the trigger date, why you are late, and what documents you have, then ask how to file.
2Prepare the office and documentsSelect included fields / Verify it at pickup
What to do
- 1Prepare the municipality-approved ID such as a residence card, the request form, and the fee; for a proxy, confirm the power of attorney and proxy ID requirements
- 2Show the written requirements when applying, then immediately verify the name, address, household, relationship, status, and every requested field on the issued copy
Basic items to bring
- Accepted identification such as a residence card
- A note of required fields
- Fee and copy count
- Authorization and proxy ID when applicable
- Eligible My Number Card and PIN for convenience-store issuance
Fees
- Address notification is free. A municipality-set fee applies when you request a copy of the residence record.
Online options
- Online coverage differs by procedure. Check whether the online step completes the process or whether an in-person visit or pickup is still required.
If you cannot go
- Proxy rules differ. Before visiting, confirm who may act, whether a power of attorney is needed, and which original IDs the proxy must bring.
If documents are missing
- If a document is missing, do not guess or substitute it. Tell the office its exact name and ask whether you can consult first, submit it later, and where to obtain it.
3Confirm completion and the next deadlineConfirm submission requirements / Save a copy or receipt
What to do
- 1Choose a My Number-bearing copy only when the recipient explicitly requires it, and ask whether the number must be masked before postal or online submission
- 2Record the submission date, recipient, and whether the original was handed over; save the receipt, and copy any original you may need returned before submission
Confirm at completion
- The record matches the required fields, issue date, and copy count
- Submission evidence is saved
What you receive
- Check the issued record for your name, address, household, and every field requested by the recipient.
Check before leaving
- Before leaving, check your name, address, covered period, and procedure type, then ask about the next deadline and contact method.
Records to keep
- Keep the reference number, filing date, office, copies of submitted documents, and next contact date. Save confirmation screens and emails for online filings.
Next action
- Before submitting it, confirm whether the recipient needs an original, a recent issue date, or My Number shown.
Confirm with the official office
- This page cannot determine the latest form, appointment and hours, municipality-specific additions, individual review, or same-day handling. Confirm these immediately before filing.
- Fields, household scope, proxy, fee, and convenience-store support
Important cautions
- Include My Number only when the recipient clearly requires it
- Convenience-store availability and fees vary by municipality
- After moving or immediately after registration, ask the municipality about availability
Useful Japanese phrases
Get a Residence Record
この件について相談したいです。必要なものと次に行く場所を教えてください。
Kono ken ni tsuite sodan shitai desu. Hitsuyo na mono to tsugi ni iku basho o oshiete kudasai.
I would like to ask about this issue. Please tell me what I need and where I should go next.
Counter
この手続きに必要なものを教えてください。
Kono tetsuzuki ni hitsuyo na mono o oshiete kudasai.
Please tell me what I need for this procedure.
Official sources
Useful next guides
If You Lose Your Residence Card
Report the loss to police, prepare identity evidence, and apply for reissuance at immigration.
Apply for a My Number Card
Application, pickup, and PIN checks for a My Number Card.
Childcare, Kindergarten, and School Enrollment
Organize the child's age, desired start date, parents' work, and language support, then contact the childcare counter or board of education.
Extension of Stay vs. Change of Status
Distinguish extending the same activity from changing your activity or status, then check timing and documents.