Moving Checklist Japan Foreigner: Utilities, City Hall & Etiquette

Moving in Japan is a mix of strict paperwork deadlines, practical “lifeline” setup, and local etiquette that can make your first week either smooth—or stressful. This moving checklist Japan foreigner guide is written as a timeline so you can book the right appointments early, file the right notifications on time, and avoid common move-out fee surprises.

Penalties for late notification — what's actually at stake

These are not optional courtesies — they are legal obligations with real consequences.

Requirement	Deadline	Penalty for late/non-compliance	Where to do it
転入届 (move-in notification)	14 days after moving	Up to ¥50,000 過料 (administrative fine) under 住民基本台帳法 Art. 52	New city/ward office
在留カード住所変更 (residence card)	14 days after moving	Up to ¥200,000 罰金 (criminal fine) under Immigration Control Act. After 90 days: visa cancellation risk	New city/ward office (not immigration)
国民健康保険 (NHI re-enrollment)	14 days after moving	No direct fine, but no health coverage during gap. Backdated enrollment possible but lump-sum premium payment required	New city/ward office
マイナンバーカード住所変更	90 days after move-in registration	Card becomes invalid. Re-issuance costs ¥1,000	New city/ward office

The 転入届 and 在留カード address change are both handled at the same ward office visit — there is no reason to delay. NHI re-enrollment is usually done at the same counter on the same day. Do all three in one trip.

The 30–60 day moving timeline (what to do first so nothing gets delayed)

The biggest delays usually come from appointments (gas opening, internet installation, city hall counter time) and from missing the 14-day address change window. Use this timeline to lock in the items that have lead time, then handle the rest in a tight “moving week” sprint.

60–30 days before moving

• Confirm your move-out notice period in your lease (many contracts require 1 month notice). Ask your landlord/management company about required cleaning, key return, and inspection scheduling.
• Decide your move date and move-in date (important for MyNaPortal “planned visit” reservations and utility start dates).
• Start internet planning early: if your building needs line work or an installation appointment, you don’t want to be stuck with “no Wi‑Fi for weeks.” (More on this in the utilities section, including NTT contact options.)
• If you have kids: ask the new city/ward about school transfer timing and what documents they want (often tied to your new resident record).

14 days before moving (or as soon as your move is fixed)

If you are moving to a different municipality, many guides for residents and international students recommend filing a moving-out notification during the two weeks before you leave. For example, the University of Tokyo notes you submit a move-out notification within 14 days before moving out, and a move-in notification within 14 days after moving in. (University of Tokyo: moving procedures)

• Submit your moving-out notification (転出届) to your current city/ward (in-person, sometimes by mail, or online via MyNaPortal if eligible).
• Schedule gas opening at the new place (you usually need someone present). Tokyo Gas explicitly notes that when opening gas, attendance by you/family or a representative is required. (Tokyo Gas: moving + gas opening attendance)
• Book movers / reserve building elevator if your building requires it (many mansions do).

7–3 days before moving

• Japan Post mail forwarding: submit a forwarding request early. Japan Post states the forwarding service is free for 1 year, can be submitted at a post office, by mailbox drop, or via e転居 (web / Japan Post app), and registration takes 3–7 business days. (Japan Post: mail forwarding)
• Water start/stop: in Tokyo, the Tokyo Metropolitan Waterworks Bureau says to complete start/stop procedures about 3–4 days before moving, including via the official app. (Tokyo Waterworks FAQ: 3–4 days)
• Electricity start/stop: confirm your final meter date for the old place and your start date for the new place.
• Set up your “move-in evidence”: prepare a camera/phone folder for move-in photos and a checklist (this helps prevent deposit disputes later).

Moving day

In many areas, companies will do a final meter check to close accounts. Shinjuku Ward’s foreign resident guidance (Tokyo) reminds movers to notify electricity, gas, water, NTT, and the post office—and notes mail forwarding is for one year. (Shinjuku Ward: moving procedures for foreign residents)

• Take move-out photos after cleaning (floors, walls, kitchen, bath, balcony).
• Be present for gas opening at the new place (if scheduled that day).
• Confirm building rules: where to place cardboard, how to dispose of bulky trash (粗大ごみ), quiet hours, and elevator padding rules.

Within 14 days after you move

This deadline is the one many foreign residents miss. Multiple municipal and university guides state you generally must file your move-in / move-within-city notifications within 14 days of moving. Osaka Metropolitan University, for example, clearly states that within 14 days of moving you submit the relevant notification at city hall/ward office. (Osaka Metropolitan University: changing residences)

• Move-in (転入届) / move-within-city (転居届) at your new city/ward office.
• Bring and update: residence card (在留カード), My Number Card (if you have one), health insurance/pension items (as applicable).
• Lock in your “official address” everywhere: bank, employer/school, mobile carrier, delivery apps, subscriptions.

City Hall essentials: address change deadlines, My Number, residence card updates (and online options)

City Hall/ward office procedures are the backbone of your move. Once your resident record is updated, many other systems (school, insurance, certificates, sometimes even immigration-related address reporting) become simpler.

1) Know which notification you need (and how wards differ in big cities)

• 転出届 (moving-out notification): when leaving your current municipality for another.
• 転入届 (moving-in notification): when arriving in a new municipality.
• 転居届 (change of address within the same municipality): when moving within the same city/ward jurisdiction.

Regional nuance matters in government-designated cities (政令指定都市) with wards. MyNaPortal publishes a moving-related procedure list specifically for designated cities, showing that moves may be treated differently depending on whether you cross wards (区をまたぐ) or not. (MyNaPortal: procedure list for designated cities)

2) Don’t miss the 14-day rule — the penalties are real

Within 14 days after moving, you must notify your new municipal office. This is not just a guideline — it is a legal obligation under the 住民基本台帳法 (Resident Registration Act), with a fine of up to ¥50,000 for non-compliance.

For foreign residents, the stakes are higher: the Immigration Control Act separately requires residence card address notification within 14 days, with fines up to ¥200,000. If you go beyond 90 days without updating your address, your residence status can be cancelled. (ISA: notification of change of residence)

At the same visit, re-enroll in National Health Insurance (国民健康保険) at your new ward office. If you don’t, you have no health coverage — and if you need medical care during the gap, you pay 100% out of pocket. Backdated enrollment is possible, but you’ll owe all premiums in a lump sum.

Update your マイナンバーカード within 90 days of your move-in registration, or it becomes invalid (re-issuance costs ¥1,000).

Japanese phrases for the ward office counter:

転入届を出したいです。 (Tennyuu todoke o dashitai desu.) — I’d like to file a move-in notification.

在留カードの住所変更もお願いします。 (Zairyuu kaado no juusho henkou mo onegai shimasu.) — Please also update my residence card address.

国民健康保険に加入したいです。 (Kokumin kenkou hoken ni kanyuu shitai desu.) — I’d like to enroll in National Health Insurance.

3) Use MyNaPortal when it helps (especially for moving-out + reserving your visit)

Japan’s Digital Agency is pushing a “moving one-stop” online service. The Digital Agency’s official page (last updated Nov 25, 2025) explains that via MyNaPortal you can submit a moving-out notification online and also notify the municipality you’re moving into of your planned visit (a move-in reservation style notice). It also notes that this service supports smartphone-based electronic certificates from July 13, 2023. (Digital Agency: Online Service for Moving Procedures)

1. Before moving: submit your moving-out notification online via MyNaPortal (if eligible) and send your “planned visit” information to the new municipality.
2. After moving: you still generally complete the move-in procedure at the counter (bring the required IDs/cards).
3. If you can’t use it: do the standard in-person process (still valid, still common).

4) My Number Card continuity: the deadlines people overlook

If you have a My Number Card, don’t assume it “just works” after a move. Saitama City explains conditions for continuing to use your My Number Card after moving, including that you must submit your move-in notification within 14 days (and within 30 days of the planned move-out date), and complete the continuity procedure within 90 days. (Saitama City: continuous use of My Number Card after moving)

• Practical tip: if you forgot your PINs, fix that early—many procedures require PIN entry.
• Practical tip: if you rely on convenience store certificate printing (コンビニ交付), verify it still works after your address update.

5) Tokyo examples: “ward-by-ward reality” (Shinjuku vs Nakano)

Tokyo is famous for being efficient—and also for being very ward-specific. Shinjuku Ward’s foreign resident page includes a clear checklist of typical places to contact when moving (power, gas, water, NTT, post office) and also lists opening hours and closures for the ward office. (Shinjuku Ward: moving procedures)

Nakano Ward provides a strong example of “Tokyo-only shortcuts.” Nakano explains a pre-application system where you can create moving forms in advance and generate a list of required items before visiting; it also mentions multilingual support for the system. (Nakano Ward: pre-application system for foreign residents)

Not sure about your specific case? Ask a local Japanese person on LO-PAL for personalised advice—especially if you’re unsure whether your move counts as “within the same city,” “between wards,” or “to another municipality,” or if you want someone to help you prepare the right Japanese terms and documents.

Lifelines setup made simple: electricity, gas, water, and internet (avoid “no Wi‑Fi for weeks”)

Setting up utilities in Japan is straightforward once you know the one big trap: gas usually requires an appointment and someone present, and internet can require installation scheduling. Handle these early and your move becomes dramatically easier.

Electricity (power comes on fast, but still apply early)

If you’re moving in the TEPCO service area, TEPCO states you can apply for electricity on the day you wish to commence use, and it may take 3–4 hours for electricity to be turned on (and they still recommend notifying them as soon as you know your move-in date). (TEPCO: commencement/cancellation FAQ)

• Move-in day tip: if the breaker is off, turn it on first; if power still doesn’t work, contact your provider.
• Language tip: keep your contract name and address in Japanese format ready (especially the building name + room number).

Gas (book early; someone must be present)

Unlike electricity, gas typically cannot be used until a technician opens the valve and confirms safety. Tokyo Gas explicitly notes you need attendance by the person/family or a representative when opening gas. (Tokyo Gas: moving procedures + attendance)

• Step 1: Confirm whether your home uses city gas (都市ガス) or LP gas / propane (LPガス) (your contract/agent should tell you).
• Step 2: Reserve a time window for opening gas (peak season can book out).
• Step 3: Have access to the stove/water heater area so the technician can do ignition and safety checks.

Water (Tokyo example: app + 3–4 days before moving)

In Tokyo, the Tokyo Metropolitan Waterworks Bureau says you should complete start/stop procedures by 3–4 days before moving, including via the official Tokyo Waterworks app. (Tokyo Waterworks FAQ)

If you prefer app-based procedures, the Bureau also provides an English-mode page for the Tokyo Water App (note: English mode is limited to start/cancel procedures). (Tokyo Water App: English mode)

Internet & phone (reduce “no Wi‑Fi” risk)

Internet setup varies by building: some places have a ready-to-use line, while others require scheduling work. If you’re using NTT services, NTT East provides an English contact page listing a dedicated number for FLET’S HIKARI and an English line, and it clearly advises applying early for appointment-based relocation/installation scheduling. (NTT East: contact info, includes English lines)

• NTT East (example): FLET’S HIKARI inquiries are listed with an English number, and general relocation is appointment-based. (NTT East: relocation guide)
• Backup plan: arrange a temporary option (tethering, a short-term SIM, or pocket Wi‑Fi) for the first 1–2 weeks.
• Work-from-home tip: confirm whether your building supports fiber, and whether management needs to approve drilling/line work (some do).

Protect yourself from move-out surprise charges

Move-out charges are one of the most common frustrations for foreign residents—often because of unclear documentation and expectations. Japan’s Ministry of Land, Infrastructure, Transport and Tourism (MLIT) provides the official guideline download page for “Restoration to Original Condition,” including a move-in/move-out condition checklist template (some forms are provided in editable formats). (MLIT: restoration guideline download)

Use the MLIT materials as your “neutral reference” and combine them with a simple documentation habit:

1. At move-in: take photos/video of every room (walls, floors, sink, stove area, bath, toilet, balcony) and keep them in a dated folder.
2. During your stay: report issues early in writing (leaks, mold, appliance failures) so they don’t become “your fault later.”
3. Before move-out cleaning: re-check the exact clauses in your contract about cleaning, AC cleaning, and key replacement.
4. At move-out inspection: ask for itemized explanations and keep copies of any documents you sign.

If you want a full explanation of common fees (key money, deposit, cleaning fees, “repair” deductions), our detailed guide Key money & deposit in Japan explained (2026) is a good next step.

Mail forwarding: do it online, but do it early

Japan Post’s official forwarding service is free for 1 year once you submit a relocation notice, and they warn it takes 3–7 business days to register—so it’s not something to do the night before you move. (Japan Post: forwarding service details)

For residents who prefer online procedures, Japan Post also announced a major renewal of the online forwarding application service “e転居” on Feb 10, 2025 (press release dated Feb 12, 2025). (Japan Post: e転居 renewal press release)

Quick FAQ

Q: Can I complete my moving procedures fully online?
A: MyNaPortal supports online moving-out notifications and sending a planned visit notice to the move-in municipality, but move-in procedures are still commonly completed at the counter. (Digital Agency: moving online service)

Q: What’s the biggest “appointment bottleneck” utility?
A: Gas is the classic bottleneck because opening gas typically requires a scheduled visit and someone present. (Tokyo Gas: opening gas attendance)

Q: How long does Japan Post forwarding take to kick in?
A: Japan Post states it takes 3–7 business days from submission to registration, so submit early. (Japan Post: forwarding service)

Related Articles

• Easy Japanese for City Hall paperwork in Japan (free guides)
• Key money & deposit in Japan explained (2026): move-out fees
• Japanese apartment etiquette for foreigners: quiet hours & neighbors

Need More Help? Ask on LO-PAL

If you want to confirm your ward/city’s exact process, avoid Japanese-language phone call stress, or get help choosing the right internet/gas steps for your building, we built LO-PAL for exactly this moment.

On LO-PAL, you can post a question or request a task in multiple languages, and local Japanese helpers in your area respond—whether you need someone to explain what to bring to City Hall, help you call a gas company in Japanese, or suggest a respectful neighbor greeting gift that fits your neighborhood vibe.