Regulations

Mandatory Reports

Under the current residency management system, you are required to report to the authorities when there is any change in the following residency details. Failure to comply could result in penalties.

Matters to be reported to the Immigration Bureau

Changes in your name, nationality, and other personal details

When your name, nationality and/or other personal details changes due to the occasion such as a marrige, you are required to report that to the Immigration Bureau within 14 days after the change takes places. If you live in Chiba city, you may report at the Chiba branch office of the Immigration Bureau.

Reissuing of Resident Card

If your Resident Card is stolen or missing, you must report to the Immigration Bureau within 14 days from the date you notice the fact.

Also, when your Resident Card is need to be reissued due to defacement, mutilation, loss and other causes, you are required to report to the Immigration Bureau ASAP.

If you live in Chiba city, you may report those at the Chiba branch office of the Immigration Bureau.


Changing/Quitting schools
Change in name/address of school

        applicable for those who are granted permission for landing/extension of period of stay
         /change of status of residence on and after July 9, 2012

When you enter/transfer to other university than you are originally admitted to or when you graduate/ withdraw from school or when your school changes its name and or address, you are required to report to the Immigration Bureau within 14 days after the change takes place.

Report online: Ministry of Justice Electronic Notification System

Report by mail:

- When graduating/ withdrawing from school ...... Form 1-2
If you leave Japan right after you graduate/withdraw, you do not have to turn in this form: you are to return your Resident Card at the passport control at the departure airport.

  - When entering new school ...... Form 1-3
Note that if you trasfer to other school, you are required to submit both forms 1-2 and 1-3.

 

-When changing school name and or address ...... Form 1-1

 

Send the form(s) to the address below with the photocopy of your Resident Card if you submit it/them by mail.

     Tokyo Regional Immigration Bureau, Information Processing Department
     5-5-30 Konan, Minato-ku, Tokyo 108-8255

If you are a resident of Chiba and prefer to submit at the Immigration Bureau in person, you may report at the Chiba branch office.

Matters to be reported to the local ward/municipal office

Your first address after you enter Japan

You are required to report your address in Japan to the local ward/ municipal office (Jumin-toroku) by the prescribed form (Tennyu-todoke), your Resident Card (Foreign Resident Registration Card) and National Health Insurance Holder's Card within 14 days after you take up the residency in Japan, if you did not do so at the time of entry (when your Resident Card is issued at the immigration of the port of entry).
The prescribed form is available at the local ward/ municipal office: if you are a Chiba city resident, the form is also available at ISD. If you need help filling out the form, visit ISD.

Change of address

- When you move within the same municipal area
You are required to report the new address to the local ward/municipal office by the prescribed form (Tennyu-todoke) with your Resident Card (Foreign Resident Registration Card) and National Health Insurance Holder's Card within 14 days after you move.
The prescribed (Tennyu-todoke) form is available at the local ward/ municipal office: if you are a Chiba city resident, the form is also available at ISD. If you need help filling out the form, visit ISD.

- When you move to other municipal area
You must first report the change of address to the former ward/municipal office by the prescribed form (Tenshutsu-todoke) and have a moving-out certificate (Tenshutsu-shoumeisho) issued. Then, you are also required to report to the new ward/ municipal office by the prescribed form (Tennyu-todoke) with the moving-out certificate (Tenshutsu-shoumeisho), your Resident Card (Foreign Resident Registration Card) and National Health Insurance Holder's Card within 14 days after you move.
The prescribed form is available at the local ward/ municipal office: if you are a Chiba city resident, the form is also available at ISD. If you need help filling out the form, visit ISD.

Matters to be attended before you leave

Leaving your apartment or dormitory for International students

(1)Canceling and moving out

When you move out of your apartment, according to most contacts, you need to let your real estate agent or owner know at least a month bofore the move out date. Also, on the day you move out, you need to be there in person so your real estate agent or owner can check and make sure you are leaving the room in the condition before you had moved in. You cannot just leave the keys and move out. To avoid bills for repairs and cleaning, please have the condition of your apartment checked with your real estate agent or owner before you move out.

The same rule applies to Chiba University International House(CUIH). You must report to the office at CUIH at least a month before your move out date. And please check the condition of the room together with the office person on the day of moving.

(2)Utility bills

Do not forget to contact the electricity, gas and water companies and pay your bills.Call the phone number on your monthly bill and let them know the day you are moving out. Please note that in order to stop the services, you may need to be home.

(3)Bulky items(Sodai-gomi)

When you move out, you cannot leave any of your personal belongings behind. Please dispose thihgs that you no longer need according to the rules of your city/ward. You need to take care of your bulky items first because it usually costs money to dispose them and the dates of pick-ups are limited. If you wish to recycle your electrical items (TV, refrigerator, washing macine and air conditioner etc), you need to contact the store where you bought the item since your local city/ward will not collect them. You will also be charged recycling fees.

How to dispose Bulky items (Sodai-gomi) in Chiba city, Home appliance recycling act in Chiba city

Filing '' Tenshutsu- todoke'' (notification of moving out) and Returning your National healthcare Insurance Holder's Card and calculation of your premium

You are also required to report to the local ward/ municipal office by the prescribed form (Tenshutsu-todoke)one month before you leave Japan. (two weeks before for students in Matsudo) Be sure to take a proof of your departure (ex: airline ticket/ e-ticket) as well as your Resident Card (Foreign Resident Registration Card) and National Health Insurance Holder's Card when you visit the office. If you over paid your premium for the National Health Insurance, you will receive a refund by bank transfer 3 or 4 days after you finished the procedures.(Refund will be paid in cash at Matsudo municipal office. The procedure will take 2 to 3 days. Please let them know that you will not have a bank account once you leave Japan.) Failure to report might result in being charged the premium of National Health Insurance and other taxes even after you leave Japan.
The prescribed form (Tenshutsu-todoke) is available at the local ward/ municipal office: if you are a Chiba city resident, the form is also available at ISD. If you need help filling out the form, visit ISD.

Bank account and cell phone service

Please close your bank account and cancel your phone contract before you leave. Except for special cases, you cannot send a representative to do it for you. You will need to do it yourself.

 

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