Moving to other city or leaving Japan: Moving-out notification

Other than moving-in and change of address notification which was explained in the previous column, you may have to submit a moving-out notification when you move house within Japan. Residents who move to other municipality or outside Japan are required to file a moving-out notification to the municipal office of the area they are registered in. It’s always better to get everything done nicely before you leave a place, so let’s have a look at the details of the procedures.

What is moving-out notification?

Since non-Japanese residents became a part of Japan’s Resident Registration System in 2012, non-Japanese residents are also required to notify their municipal office of change of address. All residents are required to submit a moving-out notification to the municipal office of the area they are registered in when moving to other city or leaving Japan. Note that a change of address notification is used when moving house within the same municipality instead of a moving-out notification. Upon submission of a moving-out notification, you will be issued a moving-out certificate. Do not lose this certificate while you move house as you need it when you file a moving-in notification. more importantly, make sure to file a moving-out notification before you leave Japan, otherwise you may be charged for contribution of the National Health Insurance even though you don’t live in Japan, or your application for Lump-sum Withdrawal Payment may be declined due to insufficient conditions.

When to submit moving-out notification

While a moving-in or change of address notification must be filed within 14 days from the day residents moved to a new place, a moving-out notification can be submitted from about 14 days prior to the day of moving out (the number of days vary by each municipality). Residents must provide correct address they are moving to, but they only have to notify the planned date to move out. Therefore make sure to file a moving-out notification after you decided where to live next. Also, a moving-out notification can be filed after residents moved out of the city in case of tight schedule or even overlooking. Generally, the deadline is 14 days from the date of moving out. There is no other procedures for late submission, so file your moving-out notification as soon as possible if your submission is overdue. A moving-out notification can be sent by post if your new address is too remote from the previous address.

What to bring

Bring your photo ID such as residence card, special permanent resident certificate and passport to file a moving-out notification when moving to other city or leaving Japan. No need to bring inkan (a seal) if the notification is signed by the resident himself.

Example of moving-out notification

The form of moving-out notification slightly vary by each municipality. Generally, the universal form called “notification of move” is used for moving-in, moving-out and change of address in common. There are some municipal offices that provide bilingual service for non-Japanese residents, but the majority still provide application form and instruction card written in Japanese only. The followings are detailed instructions to fill a notification of move using a sample form of Kobe-shi Hyogo.

Date of submission: The date you visited a municipal office and fill the form.
Date of move: The planned date to move. Or the date you started living at a new address if you submit the form after you moved.
Applicant individual or head of household: The name of applicant himself. If you are applying for family, write the name of the head of household.
Contact Tel number: Landline or mobile phone number.
Old address: The address of your previous residence.
Head of household: The name of head of household
New address: The address of your new residence. Provide overseas address if leaving Japan.
Names of those moving: The name of all family members who moved including applicant.
DOB: Provide date of birth of all family members.
Gender: Circle each family member’s gender.
Relationship to head of household: E.g. Self, wife, son etc
School and grade before moving: Child(ren)’s school and grade if he/she is a primary or junior high school student(s).
Nationality: Each family member’s nationality.

Common problems

The followings are some examples of common problems people often face in relation to a moving-out certificate, a document you receive upon submission of the moving out notification.

Lost a moving-out certificate and the planned moving-out date you have notified is not due yet

Your moving-out certificate can be reissued. Bring your ID such as passport to the municipal office.

Lost a moving-out certificate and it exceeds the planned moving-out date you have notified

Bring your ID to the municipal office as soon as possible to obtain a replacement certificate that substitute the moving-out certificate. Fees apply.

You canceled moving house after receipt of a moving-out certificate

If you canceled moving house and decided staying in the same municipality, visit the issuer municipal office to have your moving-out certificate revoked. If you overlook this process, your resident status will be “no fixed address” person.

New address is changed after receipt of a moving-out certificate

For example, after you obtained a moving-out certificate to move from Tokyo to Osaka, you ended up moving to Hokkaido instead of Osaka for some reason. In such a case, you don’t need to amend your moving-out certificate for change of new address. The moving-out certificate you originally obtained can be used to move from Tokyo to Hokkaido.

Other applications you can submit along with moving-out notification

Submitting all applications at once when you visit a municipal office will save your time while you are busy organizing everything. Unless you are working for a company and the company will arrange Employee’s Health Insurance and Employees’ Pension Insurance for you, you may want to sort out your National Health Insurance and National Pension as well. Residents who are moving to other municipality need to withdraw from the current National Health Insurance to re-enroll at the new municipality, as well as updating your address of the National Pension. Residents who are permanently leaving Japan only need to withdraw from the current National Health Insurance. They will be disqualified from the National Pension System once a moving-out notification is filed and no other procedure is required.

Happiness doesn’t have just one address

Traditionally, the Japanese find virtue in leaving no unfinished businesses at the end both physically and metaphorically. It is the similar spirit implied by the proverb “It is foolish bird that defiles its own nest”. So, sort out all requirements before you go and leave Japan with no regrets. By the way, your residence card, which you are required to present in a number of occasions during your stay in Japan, must be returned at the port of departure, not at the municipal office.