Japanese for the City Office
A visit to the city, ward or town office is easier when you know what to say at the window. This page gives the sentence to say first, then two conversations: filing a moving-in notification, and joining national health insurance.
Say this first
This is one of the first procedures after you move to a new city. Say it at the reception desk, and staff will point you to the right window. If your procedure is different, replace 転入届 with the name on your form. Read what to bring in Your First Weeks in Japan: Residence Card and City Office.
Conversation 1: Moving-in notification
At the window for residents. Staff may ask for your residence card and passport, then give you a form.
| Who | Japanese | English |
|---|---|---|
| You | すみません、転入届を出したいです。すみません、てんにゅうとどけをだしたいです。Sumimasen, tennyū todoke o dashitai desu. | Excuse me, I want to file a moving-in notification. |
| Staff | 番号札を取って、お待ちください。ばんごうふだをとって、おまちください。Bangōfuda o totte, omachi kudasai. | Please take a number ticket and wait. |
| Staff | 在留カードとパスポートはお持ちですか。ざいりゅうカードとパスポートはおもちですか。Zairyū kādo to pasupōto wa omochi desu ka. | Do you have your residence card and passport? |
| You | はい、持っています。はい、もっています。Hai, motte imasu. | Yes, I do. |
| Staff | こちらの届出書に記入してください。こちらのとどけでしょにきにゅうしてください。Kochira no todokedesho ni kinyū shite kudasai. | Please fill in this notification form. |
| You | 書き方を教えてください。かきかたをおしえてください。Kakikata o oshiete kudasai. | Please tell me how to fill it in. |
| Staff | 名前と住所を書いてください。なまえとじゅうしょをかいてください。Namae to jūsho o kaite kudasai. | Please write your name and address. |
| You | 英語の説明はありますか。えいごのせつめいはありますか。Eigo no setsumei wa arimasu ka. | Do you have an explanation in English? |
Conversation 2: Health insurance
At the insurance and pension window. Staff will ask whether you are already covered through work.
| Who | Japanese | English |
|---|---|---|
| You | 国民健康保険に入りたいです。こくみんけんこうほけんにはいりたいです。Kokumin kenkō hoken ni hairitai desu. | I want to join national health insurance. |
| Staff | 会社の保険には入っていますか。かいしゃのほけんにははいっていますか。Kaisha no hoken ni wa haitte imasu ka. | Are you covered by your company's health insurance? |
| You | いいえ、入っていません。いいえ、はいっていません。Īe, haitte imasen. | No, I'm not. |
| Staff | 三番の窓口へどうぞ。さんばんのまどぐちへどうぞ。Sanban no madoguchi e dōzo. | Please go to window 3. |
| You | 必要な書類を教えてください。ひつようなしょるいをおしえてください。Hitsuyō na shorui o oshiete kudasai. | Please tell me which documents I need. |
| Staff | こちらに書いてあります。こちらにかいてあります。Kochira ni kaite arimasu. | It's written here. |
Words on forms and signs
| Japanese | Reading | Romaji | English |
|---|---|---|---|
| 窓口 | まどぐち | madoguchi | Service window, counter. |
| 番号札 | ばんごうふだ | bangōfuda | Number ticket. |
| 申請書 | しんせいしょ | shinseisho | Application form. |
| 届出書 | とどけでしょ | todokedesho | Notification form (for example, for moving in). |
| 記入 | きにゅう | kinyū | Filling in (a form). |
| 氏名 | しめい | shimei | Full name. |
| 住所 | じゅうしょ | jūsho | Address. |
| 生年月日 | せいねんがっぴ | seinen gappi | Date of birth. |
| 在留カード | ざいりゅうカード | zairyū kādo | Residence card. |
| マイナンバーカード | マイナンバーカード | mainanbā kādo | My Number card. |
| 転入届 | てんにゅうとどけ | tennyū todoke | Moving-in notification. |
| 転出届 | てんしゅつとどけ | tenshutsu todoke | Moving-out notification. |
| 住民票 | じゅうみんひょう | jūminhyō | Certificate of residence. |
| 国民健康保険 | こくみんけんこうほけん | kokumin kenkō hoken | National health insurance. |
| 手数料 | てすうりょう | tesūryō | Fee. |
| 必要書類 | ひつようしょるい | hitsuyō shorui | Required documents. |
| 受付時間 | うけつけじかん | uketsuke jikan | Reception hours. |
Good to know
- Bring your residence card (or your passport if you have not received the card yet). Register your address within 14 days after you settle into your new home.
- Offices are usually open on weekdays only. Check 受付時間 before you go, and ask whether interpretation or an English explanation is available.
- You can always say もう一度お願いします (Mō ichido onegaishimasu, "Once more, please") or ゆっくりお願いします (Yukkuri onegaishimasu, "Slowly, please").
Common questions
What do I say at the city office in Japan to register my new address?
Say 転入届を出したいです (Tennyū todoke o dashitai desu), "I want to file a moving-in notification." Bring your residence card or passport.
How do I ask for help filling in a form in Japanese?
Say 書き方を教えてください (Kakikata o oshiete kudasai), "Please tell me how to fill it in." You can also ask 英語の説明はありますか ("Do you have an explanation in English?").
What does 窓口 mean?
窓口 (madoguchi) is a service window or counter. At the city office, each procedure has its own window, and you are called by the number on your 番号札 (number ticket).
Sources
The 14-day rule and the documents to bring follow the Ministry of Internal Affairs and Communications and the Immigration Services Agency, as in our guide to your first weeks in Japan. The Japanese was written for this page and checked for natural, polite everyday speech. Readings are in hiragana and Hepburn romaji. Shops, stations and offices differ, so follow the instructions you are given on the day.
- Ministry of Internal Affairs and Communications: Moving-in and moving-out notifications for foreign residents
- Immigration Services Agency: Guidebook on Living and Working, 7th edition, March 2025
- The Japan Foundation: Irodori, Japanese for Life in Japan (free course, worksheets and word lists)
Rehearse a city office visit line by line in Japanese Talk: City Hall.