PRE-DEPARTURE CHECKLIST FOR INTERNATIONAL RESEARCHERS

What to do before leaving Japan - a checklist for TU researchers
Note: the International Support Center can provide assistance with procedures marked

CategoryTimeline

Check ApplicabilityNo.
1

To doTenancy Termination Notice
Does your place of residence require you to issue termination

Yes→

notice before moving out?
2

Inspection Datei*For private apartments
Inform your landlord of move out plans.
Submit tenancy termination notice based on the period stated in your contract.
Be sure to check your contract for the required notice period.

i

For private apartments

Tick if applicable

Availability ofTick whenassistancedone

 Decide final inspection date with the landlord when you submit your noticeii

For UH or IH Resident
Make an appointment for final inspection of your room at the management office.
Submit move-out notice from the link below:
https://forms.gle/PuCKxeRHVxM7wMMi6

Applicable to all→*a)

Caution:Be sure to inform your landlord that you would like to settle the final cleaning costs and deposit calculation
before your departure.
For private apartments, deposit refund process can take up to 1 month from the final inspection date. Whenclosing your Japanese bank account.
For private apartments, deposit refund process can take up to 1 month from the final inspection date. Whenc) deciding the final inspection date, inform your landlord that you will be leaving Japan, and that you will beclosing your Japanese bank account.
3i

Sending personal belonging

Send your belongings home: Japan Post Service
https://www.post.japanpost.jp/int/service/index_en.html

Tenancy

1-2 months before departureb) deciding the final inspection date, inform your landlord that you will be leaving Japan, and that you will be

Do you have many bulky luggage that needs to be sent to yourhome country?

Yes→i

Or hire a moving company
 Nippon Express Co., Ltd
https://www.nipponexpress.com/moving/ Yamato Logistics Co., Ltd.
https://business.kuronekoyamato.co.jp/promotion/kaigai/english/index.html

4i

Bulky Waste Disposal

Arrange for bulky waste disposal (with disposal fees)
Refer to city of Sendai City bulky waste disposal page:
http://www.city.sendai.jp/haiki-shido/foreignlanguage/en/garbage/garbage-02.html

Do you have bulky items to dispose?

Yes→*

Example of bulky items:
Gas stove top, futon, baby mattress, spring mattress, fan, vacuum cleaner, water pot, microwave, desk, table,
kitchen rack, bed frame.
Please refer to the below website, for items that CAN NOT be disposed as bulky item:
http://www.city.sendai.jp/haiki-shido/foreignlanguage/en/garbage/garbage-04.html

5iSelling/Giving Away Your Belongings

Give away / sell items you will not be bringing home with you.
You may also consider the bellow online selling platforms:

Do you have items that you would like to sell off?

Yes→

 www.2ndstreet.jp

x https://int.sentia-sendai.jp/e/exchange/bbs.html
 "Flea Market Sendai" Facebook Page

6Hotel/Weekly Apartment Reservation

iMake hotel/weekly apartment reservations necessary*Note:

Do you need to stay in Sendai from the day you move out of youra) For private apartments, the deposit refund process may take up to a month to complete after moving out.
Check with your landlord / real estate company how long the process will take, and make the arrangement tohouse until your departure date?

Yes→b) reserve hotel / weekly apartment accordingly to ensure that you have a place to stay after you moved out up toyour departure date.

Category

Timeline

Check ApplicabilityNo.

7To doTax Payment

Tick if applicable

Availability ofTick whenassistancedone

Notify the section in charge of payroll in your place of employment about your last day of employment and confirm
the following:i

Income Tax
If the final income tax cannot be adjusted through year-end adjustment before departing from Japan (e.g.,having income other than the university salary), the individual must either file a tax return at the tax officeduring ①the period before departure and ②the following year's ﬁling period (usually from February 16th toMarch 15th), or declare a tax representative for income tax with the tax office before departure.
 The tax representative will be required to file a tax return during the following year's filing period on behalf ofthe non-resident taxpayer or the taxpayer who has become a non-resident.
 The tax representative will handle the tax procedures on behalf of the non-resident or the taxpayer who has

become a non-resident.
*Please note that the process of tax adjustment can take around 1.5 months to complete.

iiResident Tax

 Resident tax is levied by the municipality where you had your address on January 1st of the year, based on theTaxes

income earned in the previous year. The tax payment methods vary depending on the timing of your departure,as the tax notices are issued annually in June.
Are you employed in Tohoku University?

Yes→ If your departure date is after tax notices issuance (June-December)a) For TU employee, outstanding resident tax will be deducted from their final salary.
b) Check with the payroll section in your department if the outstanding amount of resident tax can be deductedfrom your final salary.
 If your departure date is before tax notices issuance (January - June)a) Before leaving Japan, please calculate and pay the estimated amount of resident tax for the relevant year prior
to the issuance of tax payment notices.
b) Submit the "Declaration of Prepayment" along with the tax withholding statement to the Municipal Tax Divisionat the City Office.
c) After submitting the documents, you will receive a payment voucher within approximately two weeks. Please
make the payment via bank transfer.
d) Please note that any outstanding balance from the previous year (June to the following May) will be deductedfrom your final salary in a lump sum.
 If you are employed in Japan other than in TUa) The outstanding amount can't be deducted from your final salary, please request the estimated prepayment of
inhabitant tax from the city hall and complete the payment before leaving Japan.
b)

To do so, visit the Sendai city hall to submit your tax withholding slip and a completed "Request for EstimatedPrepayment of Inhabitant Tax" form. The estimation will be delivered to you about 2 weeks after submission.

c) Payment can be made easily via bank transfer or at convenience stores.
d) Appoint a tax representative if you are unable to complete the payment before leaving Japan.

Others

1-2 months before departure

JP https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/shinkoku/annai/07.htm
EN https://www.nta.go.jp/english/taxes/individual/12004.htm

8School WithdrawalYes
Do your children go to a local school or childcare facility inSendai?

→ Start withdrawal procedure for your child's school/childcare facilities.

Timeline

TenancyCategory

911→

→
→

My Number Card(appoint tax representative if necessary, and submit the required documents)→

 Complete annulment procedure for your My Number card.
(do not dispose or destroy your My Number card)

National Pension & National Health InsuranceNo→ Complete National Pension System and National Health Insurance withdrawal procedure.

Are you employed by Tohoku University?

Yes→ Not applicable.

Yes→Childcare allowance
Do you receive childcare allowances from the Japanese
government?

 Complete Childcare Allowance cancellation procedure, Return "Discount Medical Treatment for Children" card.
iInternational funds transfer
Do you have a large sum of money in your Japanese bank accountYes

and do not want to travel with a large amount of cash when you→x

x

x



*The process for international transfer may take up 7 working days.

iApostille Certification
Yes

Apply for apostille certification→

Do you require Apostille certification
17

done

Transfer the remaining funds in your Japanese bank account to your account in your home country.
Note:leave Japan
16

Tick whenassistancehttps://www.city.sendai.jp/shiminze-kikaku/kurashi/tetsuzuki/zekin/kojin/gaiyo.htm
Yes

15

Availability of Refer to no.7 and complete resident tax payment procedure.

Resident Tax

Do you have a My Number Card?
13

Submit moving out notification to the ward office.
(submission can be made as early as 2 weeks prior to moving out (departure) date)qualify as a tax payer?

14Others Banking Clean your room thoroughly before moving out.

Moving Out Notification

Did you have an address in Japan on January 1 of the year, and12

Tick if applicable

House cleaning

Applicable to all@ Ward office.

Bureaucratic Procedure

To do

Applicable to all

10

From 2 weeks before departure

Check Applicability

No.

https://www.mofa.go.jp/ca/cs/page22e_000416.html
iGas, Electricity, Water

Make the arrangement to cancel utility supply (gas, water, electricity).

Contract /Membership Cancellation

Are the gas, electricity and water supply registered under yourname?

Yes→ Please apply for support services if you require support for this process.
Note:









Be sure to inform providers that you would like to settle any outstanding fees before closing your bank account/ before your departure18

iPhone and Internet
Do you have a Japanese mobile phone / internet contract?

Yes

Cancel internet and mobile service.
Note:

→

Be sure to inform providers that you would like to settle any outstanding fees before closing your bank account/ before your departure

19

iPersonal Insurance
Are you enrolled in insurance other than the National Health
Insurance / Insurance provided by your workplace?

YesE.g.: personal liability insurance, earthquake insurance, fire

COOP Membership
Are you enrolled in TU COOP Membership?

21Pension Lump-sum Withdrawal Payment

Cancel insurance subscription.
Note:→Be sure to inform providers that you would like to settle any outstanding fees before closing your bank account/ before your departure

insurance, bicycle insurance, etc.
20Others

Up to 7 days before departure Please note that you need to be in attendance during the gas disconnection procedure.

→

Cancel your COOP Membership, and return COOP/Hagi-co card to get a refund of the capital share you paid

Yes→

iCheck with those in charge of payroll in your department about the lumpsum withdrawal payment ofNo

→

ii

Yes

upon enrollment.

Are you employed by Tohoku University?

*x



x



MEXT Mutual Aid Association Pension funds.
Complete the Pension Lump-sum Withdrawal Payment procedure after you have withdrawn from theNational Pension Service and submitted move-out notification to the ward office.
Note:

*

Only those with coverage period of 6 months or longer is eligible to apply.
Withdrawal process can be done either before or after leaving Japan. Refer to link below for more details (pg.3for English)
https://www.nenkin.go.jp/international/japanese-system/withdrawalpayment/payment.files/A.pdf

CategoryTimeline

22To doiTransfer of Vehicle Ownership

Tick whenassistancedonex

Complete the procedure for transfer of ownership, and cancel the insurance you purchased for thevehicle.

・Prepare "Transfer of Ownership" deeds.
www.miyagi-kenbouren.com/images/fkankyo/zitensya.pdf
Yes
Do you own a vehicle and are you selling /giving away your・Provide the above to the buyer.

→・Cancel cyclist liability insurance

vehicle (bicycle, motorbike, car)?

 For motorbike & car :・Complete transfer of ownership process (you can go to a dealer shop or hire a third party to do this)・Cancel your car motorbike / insuranceTenancy
Immigration

TU Employment

OthersTenancy

Bankingdaydeparture
employment
departureMove-out
Up to 3 days before
Last day ofAvailability of・Cancel anti-theft registration (can be done at some bicycle shops)

Day ofTick if applicable For bicycle:Others

Up to 7 days before departure

Check Applicability

No.

23

Final Inspection
Applicable to all

24→Bank AccountDid you open a bank account in JapanYes

If you fail to find a buyer / the next owner for your vehicle, please make an arrangement to properly disposethem.
Failure to do so may result in complication to you if the vehicle registered under your name becomes involvedin crime.

iAttend final room inspection with your landlord.

Return key

Room inspection

Settle ﬁnal cleaning costs and depositiClose your bank account.

→





 (*be sure to settle outstanding fees before closing your bank account )25

Submit a notice of change of address to the post office

Change of Address NoticeiApplicable to all This will ensure that your mail will not be delivered to your old address→

Refer:

x





x



x





x



x



https://www.post.japanpost.jp/service/tenkyo/index_en.html*mail forwarding service is not available for overseas addresses)
26

Embassy Notification
Do your consulate / embassy require you to submit a notification

27

Submit a notification to your consulate / embassy.

University Asseti

Return university asset:

Do you have any university assets in possession?

Health insurance card

Employee ID

Yes

Yes

28

University Alumni Association
Would you like to join the Alumni Association?

29

→

i

when you leave Japan?

Yes→→



Keys / Lab equipment

Laptop

Library book, etc.

i

Join the Tohoku University Alumni Association to stay connected!

 https://www.tohoku.ac.jp/en/alumni/index.html

Residence Card
Applicable to all→i

Return residence card at immigration counter at your departure airport.