How to Get a Certificate of Residence in Japan: Jūminhyō Guide for 2026

The Japanese phrase 住民票の写し literally contains the word 'copy,' but the document is an official certificate issued from the resident register. A photocopy of your residence card or My Number Card is a different document.

A 住民票記載事項証明書, or Certificate of Items Stated in the Resident Register, is also different. Some employers and schools use that document instead, sometimes on their own form.

• Ask the receiving organization for the exact Japanese document name.
• Confirm the number of copies required.
• Check whether it requires a recently issued certificate.
• Do not substitute a photocopy of another ID document.

The most common avoidable problem is obtaining a valid certificate that does not contain the information the recipient needs. Requirements are set by the bank, employer, school, landlord, government office or other organization using the certificate.

Before applying, confirm whether the certificate should cover you only or the entire household and whether optional information must be printed.

• Individual record or entire household.
• Head of household and relationship.
• Nationality or region for a foreign resident.
• Residence category, status, period and expiration date.
• Residence-card or Special Permanent Resident Certificate number.
• My Number or resident-record code only when specifically required.
• Address history or another special item when the procedure requires it.

Municipal guidance such as Shinjuku City's explains that foreign-resident certificates can include items such as nationality or region, the category of foreign resident, status and period of residence, expiration date and residence-card or Special Permanent Resident Certificate number.

These items may be omitted unless requested. Do not assume that a standard certificate automatically contains every immigration-related detail.

• Show the recipient's instructions to the clerk when the required wording is unclear.
• Check the finished certificate before leaving the counter.
• For an immigration-related procedure, confirm the exact residence information requested.

A resident certificate can be issued with My Number when there is a legitimate need, but you should not request it automatically. The receiving organization should tell you whether the procedure requires a My Number-bearing certificate.

Proxy handling can be stricter when My Number is shown. Municipalities including Edogawa state that when an authorized proxy requests a certificate containing My Number, it is not handed directly to the proxy and is instead sent to the registered person.

• Include My Number only when specifically required.
• Do not email or upload a My Number-bearing certificate to an unverified recipient.
• Check local proxy-delivery rules before requesting My Number through another person.

The standard route is the resident-record or certificate counter at the municipality where your resident record is held. Accepted identification and fees vary by municipality, so check the local official page before visiting.

A current residence card, My Number Card, Special Permanent Resident Certificate or another accepted identity document may be used depending on the municipality and procedure.

• Bring valid identification accepted by the municipality.
• Bring enough money or the accepted payment method for the local fee.
• Bring written instructions showing the required certificate contents.
• Bring a letter of proxy when someone outside your household is authorized to apply for you.
• Check opening hours and branch-office availability before travelling.

Municipalities generally allow the person concerned and someone recorded in the same household to request the certificate. A relative, partner or friend at the same address is not automatically in the same household if the resident register records separate households.

A person outside the same household usually needs authorization such as a letter of proxy. Third-party requests without authorization require a legally valid reason and supporting evidence.

• Check the resident-register household, not only the street address.
• Use the municipality's proxy form when available.
• Expect additional restrictions when sensitive items such as My Number are requested.

J-LIS states that participating municipalities can issue resident certificates through kiosk or multi-copy terminals in convenience stores and other participating locations. The nationwide service framework normally operates from 6:30 a.m. to 11:00 p.m., including weekends and holidays, although municipalities can limit hours or suspend service for maintenance.

The My Number Card official site states that you generally need the four-digit PIN for the user-authentication electronic certificate. The exact certificates and optional items available depend on the municipality.

• Confirm that your municipality participates.
• Check whether the exact certificate and optional items you need are available.
• Use a My Number Card with a valid user-authentication electronic certificate, or another supported digital credential where the municipality offers it.
• Know the four-digit PIN before starting.
• Do not repeatedly guess the PIN if you are unsure because the certificate can lock after failed attempts.

Many municipalities accept postal requests. The exact packet varies, but it commonly includes a request form, identity-document copy, payment for the local fee and a return-envelope arrangement.

Yokohama's current guidance asks applicants to allow about two weeks for postal issuance and accepts a residence card or Special Permanent Resident Certificate among the identification documents it lists. Do not apply Yokohama's fee or payment method to every municipality; use your own municipality's instructions.

• Download the current municipal postal-request form.
• Include copies of every ID side the municipality requires.
• Use the specified fee-payment method.
• Prepare the correct return address and postage.
• Allow enough time before a bank, school or government deadline.

Some municipalities let residents apply online and receive the certificate by post. The identity requirements, electronic-certificate type, payment method and eligible applicants vary.

For example, Yokohama currently limits its online resident-certificate application to eligible residents applying for their own or same-household certificate using a My Number Card with the required electronic certificate. Always follow your own municipality's current rules.

• Check whether online application is offered for your municipality.
• Confirm whether the service is for the applicant only or also same-household members.
• Check the My Number Card electronic-certificate requirement.
• Confirm whether the certificate is mailed or issued digitally.

Japan's broad-area resident-certificate system can allow a person or same-household member to request a current resident certificate at another participating municipality, subject to system availability and identity requirements.

The available contents are more limited than a normal request to your home municipality. Shinjuku's current guidance, for example, states that broad-area issuance is for the person or same-household member and requires specified government-issued photo identification.

• Confirm eligibility with both municipalities before travelling.
• Expect stricter photo-ID requirements.
• Use your home municipality when you need contents not supported by broad-area issuance.
• Do not rely on broad-area issuance for deleted resident records or every specialized certificate.

A certificate can be authentic and still be unusable for your purpose. Check the name spelling, address, household scope and every optional item against the recipient's instructions.

If My Number was not required, verify that it is not printed. If residence information was required, confirm that the necessary foreign-resident fields are present.

• Correct person or household.
• Correct current address.
• Required relationship or household-head information.
• Required foreign-resident information.
• My Number included only when requested.
• Enough copies and an acceptable issue date.

The certificate reflects information already recorded in the resident register. If you have just moved, complete the required address procedure before expecting the new address to appear.

If a recently issued certificate shows unexpected information, stop and check the underlying resident-record status with the municipality rather than repeatedly buying new certificates.

• Complete move-in or move-address procedures first.
• Check the effective address on your resident record.
• Reissue the certificate only after the underlying record is correct.