1 Lifestyle Information for Itabashi Foreign Residents Foreigner Registration and Other Matters Whether you have just come to Japan or moved to Itabashi City, you are required to complete different types of paperwork concerning your status in Japan. For foreigner registration procedures, please come to the Family Registration Section s, Foreign Registration Subsection (Itabashi City Hall, main building 1 st floor, reception counter 4) You are also required to notify the city in the case of childbirth, marriage, and divorce and in some cases death. You may need to complete certain paperwork for children's education, national health insurance or taxes; please ask at the counter for details. Itabashi City Hall 2 Foreigner Registration 3 Seal Registration 6 Family Registration (Birth Death Marriage Divorce) 7 City Residents Offices 8 Evening and Holiday hours 9 Please make any Inquiries in Japanese to the respective divisions using the telephone numbers listed in this brochure, unless otherwise instructed. Published by: Itabashi Culture & International Exchange Foundation, International Exchange Section Itabashi, Itabashi City, Tokyo TEL: FAX: Published: January, 2011
2 Itabashi City Hall Itabashi City Hall Business days: Weekdays and the 3rd Sunday of each month (except national holidays) Closed Saturdays, Sundays, and December 29th to January 3rd On the 3rd Sunday of every month some counter services are available Business hours: 8:30AM to 5:00PM 3rd Sunday of the month from 9:00 to 5:00PM Every Tuesday a partial counter service is available until 7:00PM Telephone: (switchboard) Since staff at reception counters at Itabashi City Hall generally only deal with Inquiries in Japanese, we suggest that you have someone accompany you who can speak Japanese.
3 Foreigner Registration Inquiries: Itabashi City Hall, General Information Counter (Foreigner Registration Reception Counter), North Building 2 nd Floor, Reception Counter 4, Tel: Your foreign registration card is an official form of identification. You are obligated to register if your stay in Japan will exceed 90 days. Please make an application at the Foreigner Registration Counter in person. Registration is free of charge. (1) New Registration Type of After entering Japan Within 90 days from the date of entry When a child is born Within 60 days from the date of birth Required Items Passport and two photographs (unless under 16 years old) Birth certificate * Birth-related procedures 1 Birth Registration (Itabashi City Hall) 2 Foreigner Registration (Itabashi City Hall) 3 Passport (Parent s embassy) 4 for resident status and duration of stay (Tokyo Regional Immigration Bureau) 5 Notification of residency status and duration of stay (Itabashi City Hall) Who can apply? Please apply in person If the applicant is under 16 years old, a member of the family in the same (2) for Changes You are required to notify City Hall if there are any changes to the following information. a. Change of Address Type of After moving to Itabashi city, or when changing address within Itabashi city Within 14 days from your moving date Required Items Foreign registration card Who can apply? Please apply in person if over 16. If the applicant is under 16 years old, an adult member of the family in the same If you are moving out of Itabashi City, you are required to register with your new municipal office.
4 b. Other changes Type of Change of status Extension of duration of stay Change of name Change of nationality (excluding acquisition of Japanese nationality) Change of occupation or place of work Within 14 days from the date of change Required Items Passport containing new visa, or certificate of status, and foreign registration card Copy of family register, passport, foreign registration card, and two photographs (unless under 16 years old) Certificate of nationality, passport, foreign registration card, and two photographs (unless under 16 years old) Proof of change (employment identification card, etc.), and foreign registration card Who can apply? Please apply in person if over 16. If the applicant is under 16 years old, a member of the family in the same Please apply in person If the applicant is under 16 years old, a member of the family in the same Please apply in person if over 16. If the applicant is under 16 years old, a member of the family in the same Those who have changed their nationality or name are required to renew their foreign registration card. Please make this application at the same time. s for a change of status or extension of duration of stay should be made at the Tokyo Regional Immigration Bureau. Permanent residents are not required to register their occupation and place of work. Type of Required Items Who can apply? Change of head of Change of relationship Document proving the change (e.g. marriage certificate) and foreign registration card Passport acquisition or renewal Change of address in your own country Change of members of the (applicant = head of ) Whenever you apply for other procedures New passport and foreign registration card Document proving the change and foreign registration card Document proving the change (e.g. marriage certificate) and foreign registration card Please apply in person if over 16. If the applicant is under 16 years old, a member of the family in the same Change of Japan-resident father, mother or partner
5 C. Other s Type of Reason for Required Items Who can apply? Re-issue Loss of foreign registration card Within 14 days from the day when the loss was noticed Passport, two photographs (unless under 16 years old) Exchange of foreign registration card Renewal of foreign registration card Card is illegible due to damage or soiling Change or correction of name, gender, date of birth, or nationality Fifth birthday or once the designated date has been reached (between one and five years from the date of issue) Within 30 days from the renewal date (indicated on the card) Passport, two photographs (unless under 16 years old), and foreign registration card Passport, two photographs, and foreign registration card Please apply in person If the applicant is under 16 years old, a member of the family in the same Child has reached 16 years old Within 30 days from the child s 16 th birthday Please apply in person (3) Surrendering your Foreign Registration Card You are required to surrender your foreign registration card when you leave Japan, or become a Japanese national. Foreign registration cards of deceased persons must also be submitted. Reason for Surrender Method of Surrender Leaving Japan Surrender your card to the immigration inspector at the airport or the port when leaving (unless you have a re-entry visa) Acquisition of Japanese nationality Death Surrender your card to the Foreign Registration counter of Itabashi City Hall within 14 days from the date of acquisition of Japanese nationality. You should also submit proof of acquisition of Japanese nationality and an application form of surrender of foreign registration card. A member of the family should return the card within 14 days from the date of death to the Foreign Registration counter in the city hall. (4) Certified Copy of Foreign Registration Details This is a certificate providing the registered information for a foreign resident. It is issued to the registered person (please note that a fee applies for this service). A letter of authorization signed by the registered person is required in case of an application by proxy (not required if they are family members of the same as the registered individual). The proxy must provide proof of identification that confirms their name and address.
6 (5) Tokyo Regional Immigration Bureau The Tokyo Regional Immigration Bureau handles application procedures for acquisition and change of residence status, renewal of duration of stay, activities other than those stated in the visa, permanent residence and re-entry permits. Multilingual consultation services are available at the Immigration Information Center. Tokyo Regional Immigration Bureau Konan, Minato City, Tokyo, Tel: (switchboard) Opening hours:9:00-12:00, 13:00-16:00 (closed Saturdays, Sundays and national holidays) Consultation for Immigration Issues Immigration Information Center, Tel: Open Hours: 9:00-12:00, 13:00-16:00 (except Saturdays, Sundays and national holidays) Languages available: English, Korean, Chinese, Spanish, etc. (6) Naturalization Naturalization is a process by which a foreign resident acquires Japanese nationality. To be naturalized, an application must be made to the Minister of Justice for approval. For details, please contact the Tokyo Regional Legal Affairs Bureau. Tokyo Regional Legal Affairs Bureau, Nationality Section Kudan Minami, Chiyoda City, Tokyo, Kudan 2 nd Building 8 th Floor Tel: Seal Registration Inquiries: Itabashi City Hall, General Information Counter (Foreigner Registration Counter) North Building 2 nd Floor, Counter 4, Tel Registered Seals In Japan, seals are used on official documents in the same way as signatures. You can purchase or order one at seal stores. Seals can be registered at Itabashi city (called registered seals) for obtaining a certificate of seal registration, which is required in case of motor vehicle registration, real estate transactions, loan transactions, notarization of documents and other important transactions. (1) for Seal Registration Foreign residents of Itabashi over 15 years old are eligible for seal registration if they possess a foreign registration card. Applicants must bring a seal to be registered to the Foreign Registration Section of the City Hall along with their foreign registration card. Once registered, a seal registration card will be issued. Please note that a fee is charged for this service. Applicants of 15 years of age only are specially required to bring their passport and/or other documentation with them; please contact the Foreign Registration Section for more details. If an application is made by proxy, a letter of authorization signed by the owner of a seal is needed. In order to qualify for registration, seals must meet certain conditions; please contact the Foreign Registration Section for details. Seal registration in another city must be canceled upon registration of change of address, and be newly registered in Itabashi. Your seal registration card must be returned to the city hall when you move out of Itabashi. (2) Certificate of Seal Registration A certificate of seal registration is an official document which proves a seal has been registered. It can be issued on your request at the City Hall or City Bureaus. Please note that a fee is charged for this service. Please make an application with your seal registration card. You do not have to bring your seal.
7 Family Registration Inquiries: Itabashi City Hall, General Information Window (Family Registration Counter), North Building 1 st Floor, Counter 3, Tel: Akatsuka Special Branch Office, Resident Services, Tel: The Family Register is a notarized document detailing a Japanese national s name, date of birth, the name and relationship of their parents, in fact all information about a person from birth to death. Although foreign nationals cannot complete a family register, births, marriages, divorces and deaths taking place in Japan must be registered with the appropriate municipal offices. (1) Birth Registration Within 14 days from the date of birth Applicant Where to apply Required items Either parent of the child (Please contact us if neither parent can notify) Municipal office of place of birth or area where the applicant resides One copy of birth registration form (forms are available at medical institutions), your Maternal and Child Health Handbook, national health insurance card (unless you are not enrolled in Itabashi's national health insurance scheme) (2) Death Registration Within 7 days from the date when you knew of the person s death Applicant Relative, cohabitants, landlord or caretaker of the house or land, guardian, spouse etc. Where to apply Municipal office of place of death or area where the applicant resided Required Items One copy of death registration (needed for application for permission for burial or cremation) (3) Registration of Marriage, Divorce or Other Matters Relating to Family Registration Since document requirements vary according to nationality, please consult staff at the family registration counter for details. Anyone wishing to register matters such as marriage, divorce, adoption or dissolution of adoption, or any other official forms will need to bring proof of identity with them. (4) Proof of Registration Inquiries: Certification Subsection, Family Registration Section Counter No. 6, 1 st Floor, City Hall, Tel: If you need proof that you have notified the city office regarding birth, death, marriage, etc., you will need to submit an application for it. Please note that a fee is charged for this service, and proof of identity will be required. Please consult us if you want a proxy to make an application on your behalf.
8 City Residents Offices Business days: Weekdays (except national holidays) Closed Saturdays, Sundays, and December 29th to January 3rd Window hours: 8:30AM~5:00PM Nakacho City Residents Offices 20-5 Nakacho Tokiwadai City Residents Offices Tokiwadai Shimura Sakaue City Residents Offices Azusawa Hasune City Residents Offices Sakaue Shimo Akatsuka City Residents Offices Akatsuka Takashimadaira City Residents Offices Takashimadaira Services available: Certified copies of foreign registration information (basic information, plus members) and certificate of seal registration Special residential tax payment Payment of national health insurance premiums, medical insurance for seniors over 75 and nursing care insurance premiums for use of gymnasium or assembly facilities Distribution of application forms (Tokyo Metropolitan Government housing etc.) Consultation of publicly announced land prices Dog registration and issue of certificate of completion of anti-rabies vaccination Death registration
9 Evening & Holiday services The Tax Payment Section, National Health Insurance & Pension Section and Child Welfare Section are open from 9:00-5:00PM on the third Sunday of the month and from 8:30AM-7:00PM on Tuesdays (except national holidays). Services available are listed below: (1) Certificate Issuing Services Details Services Inquiries, Telephone numbers Basic Resident Register Certification Subsection (City Hall 1 st Floor, Counter 5) Family Registration Certification Subsection (City Hall 1 st Floor, Counter 5) Copy of residence certificate, certified copies of registered information Please bring proof of ID In the case of applications by proxy, a letter of authorization and proof of ID for the proxy is required Certificate of seal registration Seal registration card is required Certified copy of entire family register, certified copy of family register information for an individual The seal of the applicant is required In the case of applications by proxy, a letter of authorization and proof of ID for the proxy is required Foreign Registration Evening services Certification Subsection (City Hall 1 st Floor, Counter 5) Foreign Registration Foreigner Registration (City Hall 2 nd Floor, Counter 4) Certificate of Taxes Certification Subsection (City Hall 1 st Floor, Counter 5) Certificate of seal registration (for those who have a seal registration only) Please bring proof of seal registration Certified copy of foreign registration information (only copies of basic information and members can be processed) In case of an application by proxy, a letter of authorization and proof of ID for the proxy is required s for new foreign registration and change of status cannot be processed during evening services Holiday Services Services offered during evening services, plus applications for new foreign registration, change of status, and transfer of seal registration However, these services are not available if Inquiries with your previous municipal office are necessary Certificate of tax payment, taxation certificate, tax exemption certificate Certificate cannot be issued if a declaration of residential tax or other requirements are outstanding Please bring proof of ID In case of an application by, a letter of authorization and the seal of the proxy is required. Please consult Itabashi city's homepage or enquire at the relevant section about acceptable forms of proof of ID
10 (2) Registration Services Contents Inquiries, Telephone numbers Basic Resident Register Resident Record Subsection, Family Registration Section (City Hall 1 st Floor, Counter 7) Family Registration Family Registration Subsection, Family Registration Section (City Hall 1 st Floor, Counter 3) Foreign Registration Foreigner Registration (City Hall 2 nd Floor, Counter 4) National Health Insurance Qualification Assessment Subsection, National Health Insurance & Pension Section (City Hall 5 th Floor, North Bldg. Counter 8) Services Registration for moving into out of and within Itabashi city Please bring proof of ID The applicant should apply in person, or be a member of the family in the same. In case of an application by proxy, a letter of authorization and proof of ID are required Services are not available if Inquiries with your previous municipal office are needed for seal registration Please bring proof of ID This service is only available to Itabashi residents registered here Please apply in person. In cases of an application by proxy, a letter of authorization and proof of ID are required. Those who are under 15 years old or wards who are of age may not apply Services are not available during the evening. Notification of family registration Services may be not available if Inquiries with your previous municipal office are required Services are not available during the evening. New registrations and applications for changes, processing moves for seal registration, etc. available on holidays The items listed on pages 3-6 are necessary for applications Changes requiring contact with your previous city of residence cannot be done during holiday services Enrollment after moving in Itabashi, de-enrolment on leaving Itabashi Services cannot be processed on the day of application if Inquiries with your previous municipal office are required
11 Subsidies for child care and medical expenses Child Subsidies & Medical Care Subsection, Child Policy Section (City Hall 4 th Floor, Counter 9) /2374 Services not available during evening: Child-related allowances (child subsidies, child disability benefits, child care allowances, child care special allowances etc.) Some services may be not processed without confirmation of your income or family registration Child medical expense assistance, medical expense assistance for single parent s etc. Services cannot be processed on the day of application if Inquiries with medical institutions or your insurer are required (3)Payments and payment consultations Contents Inquiries, Telephone numbers Special Residential Tax Tax Payment Section (City Hall 2 nd Floor, Counter 1) National Health Insurance Premiums National Health Insurance Payments Subsection, National Health Insurance & Pension Section (City Hall 5 th Floor, North Bldg. Counter 10) Services Payment of special residential taxes, payment consultations Payment of light motor vehicle taxes Payment of insurance premiums, payment consultations National health insurance enrollment services are not available. NB: Please refrain from coming by car for out-of-hours services. Three entrances are open at these times: the main entrance, entrance from the south parking lot, and the basement entrance.