Chapter

5
1Residence :Certificate of Residence /Moving Notifications, etc.
Residence, Certificate of Residence(1) Residence records
Residence records are made to retain and verify personal information such as
name, date of birth, and address. Residence records made for foreign residents
retain and verify additional information such as nationality/region, status ofresidence, and period of stay. Personal seal registration, National Health Insurance,
taxes, and other matters are based on these records.
《Foreign residents eligible for a residence record》
record》①Medium- to long-term residents (persons who are eligible for a Residence Card, Zairyu
Card): Foreign nationals granted a status of residence for more than 3 months otherthan the following: persons granted permission to stay with temporary visitor/diplomat/
official visa status.
②Special permanent residents③Persons who may stay transitionally in Japan by birth or those who have lost nationality.
These individuals can stay in Japan without a status of residence for up to 60 days after
their date of birth or loss of Japanese citizenship.
④Persons granted permission for temporary refuge or provisional stay (Note: NonJapanese nationals who do not fall under any of the above categories are not eligible
for resident registration. No copy of a residence record or seal registration certificate
will be issued for these individuals either.)(2) Copy of Residence Record
If you need a copy of your residence record or a certificate of registered items on theresidence record, please bring in the required documents and file a request at theHousehold Residents Registry Division or your local branch office (P17)
Required document

FeeHandling deskA personal identification document such as aResidence Card, Special Permanent Resident
Certificate, drivers’ license, Health Insurance
Certificate, or passport¥300 / copy

Household Residents
Registry Counter / Citybranch offices (P12)* When filing a request by proxy, a proxy letter and a form of identification for the proxy such asa Residence Card, Special Permanent Resident Certificate, drivers’ license, Health Insurance
Certificate or passport will be necessary.

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Chapter 5

Residence : Certificate of Residence / Moving Notifications, etc.

(3) P rocedures when you move into Ota City from overseas or youraddress changes【Inquiries】Household Residents Registry Division ☎ 03-5744-1185
Procedures related to your address can be performed at the HouseholdResidents Registry Division or a Branch Office (P17)Types of notification
When you moveto Ota City fromoverseas

Period ofnotification
Within 14 days ofmovingWhen your status ofresidence such as Within 14 days of
mid- and long-term the change
resident changes
When you move
Within 14 days of
into Ota City frommovinganother municipality

Required documents
Your Residence Card, Permission for
Provisional Stay, Permission for Temporary
Refuge, or Special Permanent Resident
Certificate* You may be required to submit a documentthat proves your family relationship with thehomeowner.

5Moving out certificate issued by
the municipality of your previous address andResidence Card of all your household members(and Special Permanent Resident Certificates if
you are special permanent residents.)

When you move out Before you move outof Ota Cityof Ota City
Residence Card of all your household members(and Special Permanent Resident Certificates if
When you move
Within 14 days ofyou are special permanent residents.)
within Ota Citymoving*Please return any National Health Insurance
When the head ofcertificates, Nursing Care Insurance certificates,
your household
Infants Medical Care certificate or certificateschangesof Medical Insurance System for Older SeniorWithin 14 days ofCitizens if you have any.
When yourthe change* When changing relationship, documentation orrelationship to thea translation proving the relationshiphead of yourhousehold changes* For filing a notification by proxy, a proxy letter and some form of identification for theproxy such as a Residence Card, certificate of special permanent resident, drivers’
license, Health Insurance certificate, passport, etc. will be necessary.

41(4) Residence Related Notifications【Inquiries】Household Residents Registry Division ☎ 03-5744-1183
Notice & timelimit

Destination① Legal domicile ofBirth notice:
the parent
within 14 days after ② Address of thebirth
person who(For children see
submits the noticechapter 11)③ Place of birth of thechild
Marriagecertificate(For marriage see
chapter 6)
Notice of divorce
by mutual consent(For moreinformation on thedivorce process,please refer toChapter 6)

Death notice:
within 7 days after
death was known

What is needed
when notifying

Notifying party

Notice (1 copy forOta City)
Birth certificate(certified by doctoror midwife)

Father or mother(Consult usfor any otherresident.)① Registered addressof husband or wife
② Address ofhusband or wife

Notice (1 copy for Ota City)
ID of the person who
submits the notice (driver’slicense, passport, etc.)

Husband or wife

① Registeredaddress of couple② Address of couple

Notice (1 copy for Ota City)
Copy of the Japanesespouse’s residence
certificate
ID of the person whosubmits the notice (driver’slicense, passport, etc.)

Husband or wife

① Legal domicile ofthe deceased② Address of theperson whosubmits the notice③ Place of deathNotice (1 copy forOta City)
Death certificate(certified by doctor)

Relative of thedeceased;(Consult usfor any otherresident.)

Upon receiving a death certificate, a permit for cremation will
be issued.

* If the death occurred overseas, a person from the same household should submit
an original legal death certificate along with its translation to the municipality officeof the deceased person’s current resident registration if it is necessary to delete theresidence record.
* Addresses for notification can be residential addresses or temporary lodgings.

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Chapter 52Residence : Certificate of Residence / Moving Notifications, etc.

Residence Card and Special Permanent Resident Certificate【Inquiries】
・Residence (Zairyu) Card Tokyo Regional Immigration
Services Bureau ☎ 0570-034259
・Special Permanent Resident Certificate Household
Residents Registry Division ☎ 03-5744-1187* F oreign nationals are issued either with a Residence Card for
medium-to long-term stay residents, or a Special Permanent Resident
Certificate for special permanent residents.

5(1) Procedures for residence and updating Residence Card/ Special
Permanent Resident Certificate
Mid- and long-term residents are required to notify the Immigration Services Agency ofJapan (the Tokyo Regional Immigration Services Bureau for Ota City residents) of any
changes to their state of residence, permitted period of stay, and items on their Residence
Card other than their home address, including their name and nationality.
Special permanent residents can change their name and nationality and renew their SpecialPermanent Resident Certificate at the Household Residents Registry Division of the Ota CityOffice.

(2) Residence Card
A Residence Card is issued to a mid- to long-term resident upon receipt of a residencypermit, which includes a landing permit, permit to change residency status, and permit torenew residency.
Note that all or part of the information printed on the Residence Card will be recorded in an
IC chip embedded to prevent the Residence Cards from being forged or altered.
* Mid- to Long-Term Resident
An individual applicable to the mid- to long-term resident under the new residency
management system is a foreign national who does not fall under the following
categories:
・Persons permitted to stay for 3 months or less.
・Persons granted “Temporary Visitor” status
・Persons granted “Diplomat” or “Official” status
・Staff of the Taiwan-Japan Relations Association in Japan (Taipei Economic andCultural Representative Office in Japan) and the Permanent General Mission of43

Palestine in Japan who are granted “Designated Activities” permission and theirfamilies
・Special permanent residents
・Provisionally released persons
・Persons with no resident status① The validity period of a Residence Card is as follows:
A foreign resident who needs to extend their stay in Japan beyond the permitted periodof stay must apply to the Tokyo Regional Immigration Services Bureau for extending thevalidity period of their Residence Card before the permitted period expires.
【Permanent residents】
Those who are 16 years of age or older: 7 years from the date of issuanceThose who are under 16 years of age: until his/her 16th birthday【Others】
Those who are 16 years of age or older: until the expiration date of the permitted period ofstayThose who are under 16 years of age: whichever comes earlier, expiration date of thepermitted period of stay or his/her 16th birthday② Procedures at the Tokyo Regional Immigration Services Bureau◦ Notification of change of name, date of birth, sex, nationality/region
If you change your name, birth date, gender, or nationality/region of origin due tomarriage or any other reason, be sure to notify the Tokyo Regional Immigration
Services Bureau within 14 days of the change.
◦ Application for updating the validity period of a resident card
A permanent resident or a foreign resident younger than 16 years old whoseResidence Card's validity expires on their 16th birthday is advised to apply foran extension of the validity period of their Residence Card at the Tokyo Regional
Immigration Services Bureau.
A permanent resident can make this application at most two months before theexpiration date of their Residence Card, and a foreign resident younger than 16years old whose Residence Card's validity expires on their 16th birthday canmake this application at most six months before that birthday.
◦ Application for re-issuance of Residence Card
If your Residence Card has been lost, stolen, severely damaged or defaced,
please apply for re-issuance at a Regional Immigration Bureau.
・If your Residence Card has been lost or stolen, please apply for re-issuancewithin 14 days of the day you noticed it was missing (or the day you re-enter
Japan if you noticed it outside Japan).
* For information about the documents required for this application, please contact theTokyo Regional Immigration Services Bureau.
・If your Residence Card has been severely damaged or defaced, be sure to apply
for re-issuance as soon as possible.

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3Residence : Certificate of Residence / Moving Notifications, etc.

Personal seal registration【Inquiries】Household Residents Registry Division ☎ 03-5744-1185

In Japan, a personal seal is required instead of a signature as official verification in certain
situations such as transactions, the registration of real estate, and signing contracts.

(1) People that can register a seal in Ota City
Any resident registered with the Ota City Office can apply for seal registration. Only one
seal can be registered per person. Residents under age 15 and adult wards* cannot
apply for seal registration.
* Adult wards can apply if they are accompanied by their adult guardian.

(2) Seal registration procedures
To register your seal, please bring the seal you wish to register in person along withyour valid Resident Card or Special Permanent Resident Certificate to the Household
Residents Registry Division or your local branch office(P.17).
A registration card is provided to those who register a seal (Fee 100 yen).

5(3) Conditions for the seal
The name on the seal has to be the same as your legal name registered on yourresidence record or your registered alias. The imprint of the seal must be:① larger than 8mm squared② smaller than 25mm squared* Seals that are transformable in shape, such as those made of rubber, and seals withworn out or badly chipped edges are not acceptable.

(4) When you have lost your seal registration card
You are required to file a “Notification of loss of Personal Seal Registration Card” andhave the seal registered once again.

(5) Issuance of a seal registration certificate
Please complete application procedures at the Household Residents Registry Counteror your local branch office(P.17). The application can be filed by proxy. Please makesure that you or your proxy bring your personal seal registration card. The handling fee
is 300yen per copy.

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