WHV in Japan: Residence Card and changes in address

Japanese paperwork is a real head scratcher and even more so for working holiday makers who are moving around. Many WHV holders are worried that their travel plans are not compatible with Japan’s legal requirement of having a fixed address. This article will aim to answer the question: How do I maintain a fixed address while travelling around Japan?

Obligations for WHV holders

Upon arrival in Japan, you will receive your Residence Card at the airport. It is very important, as it will act as your photo ID in Japan.

On the back of the card, you must indicate your fixed address within 14 days of your arrival on Japanese soil (source).

Registration at your municipality should therefore be a priority.

Some working holiday makers say that they registered their address later than 14 days after arrival (but sooner than 90 days). This seems to be an exceptional case, in which you would be asked to justify the delay in registration. In the list of acceptable reasons provided by immigration services, indicate that you were travelling.

Though registering between 14 and 90 days after your arrival is therefore possible, it is certainly not ideal because you would have additional paperwork to provide and or fill out. Additionally, like many processes in Japan, the outcome also depends on how knowledgeable about working holidays the employee who is helping you is.

We have seen a few instances of foreign consular services advising WHV holders in Japan that it is possible to skip the address registration step. Even if Japanese authorities are generally unlikely to pursue WHV holders (who are there only for a year maximum), we still encourage you to do this step, as the official immigration website clearly states that it is mandatory. It takes only a couple hours of your time.

Why is it so important to have a fixed address?

An address will be asked of you for a number of procedures, including opening a bank account, buying a sim card, signing up for social security (mandatory), signing a work contract etc. Oftentimes you will also receive documents by mail. Hard copies are preferred to electronic ones in Japan, so don’t expect to be able to do everything online or digitally.

You might be wondering: if I’m not planning to work or open a local bank account, then maybe I don’t need to register an address to my residence card? False! Without an address, you would be susceptible to large penalties in case of police check, from fines up to expulsion.

Beyond the pragmatic reasons, having an address is simply a legal obligation.

What to do if you wish to travel around Japan

This requirement can be a challenge for WHV nomads. Nevertheless, you must find an address within 14 days of entry into Japan.

Here are some options that might help depending on your situation:

If you move several times but stay in each place for at least a few weeks (e.g., 1 month in Kyoto, 2 in Sapporo, 2 in Shikoku…): register at the city hall of each city. It’s not fun, but at least you will be compliant with legal obligations.

If you move around every few days, you will need to find a fixed address that can receive mail on your behalf. There are several options:

• You can use the address of a trusted individual, and ask him or her to forward mail to you.
• You can ask a hotel, hostel, or Airbnb host that you stayed at if it is possible to use their address. Some will say no right away while others might be open to it.

For WHV holders who don’t have any contacts in Japan who can help, we recommend spending at least the first 2-4 weeks at a fixed address. That way you can register and address and start receiving some of the most important pieces of administrative mail. Taking care of your banking and social security too will make things much easier for you later on.

Finally, know that social security requires you to register with your municipality. If you have health problems, we especially advise that you be as accurate and up to date as possible in your address registration. Otherwise, hospitalisation expenses can lead to administrative complications if social security authorities see a mismatch in where you reside versus what is marked on your residence card.

How to register an address to your Residence Card

Once you have a fixed address ready, go to the city hall of your jurisdiction. Bring your Residence Card and passport. It is very rare that a proof of address be required. It can take several hours, so budget sufficient time.

How to update your address

To change your address, you must go to the city hall where you first (or previously) registered. You are required to notify them of your departure and declare your new address.

Bring your Residence Card and passport.

Confirmation of the change will be mailed to your new municipality, where you must register a new address within 15 days. Thanks to the certificate of change of address, this process should take much less time than the first registration, even just a few minutes. Your new address will be added below your previous address on your Residence Card.

Remember to also ask that your social security file be forwarded.