How to Get a Juminhyo (Resident Record) in Japan

A crash course on Japan's Basic Resident Registry System and how to get a juminhyo copy at your local convenience store, at a city office, or by postal mail. 

Bookmark this page in preparation for that future application! 

What is juminhyo in Japan?

Juminhyo is a resident record (also occasionally referred to as a residence certificate) recorded by local municipalities to comply with Japan's Basic Resident Registration System. The kanji for juminhyo is 住民票.  

All residents in Japan, including medium- to long-term foreign residents and special permanent residents, are eligible for residence records. Before 2012, foreign residents were registered in a separate registry. From July 9, 2012, foreign residents were covered by the same system as Japanese nationals. 

The juminhyo or "resident record" (also referred to as "resident certificate") is proof of residential relationship with one’s city of residence. The municipality looks at the resident record for national health insurance eligibility, national pension eligibility, and other affairs related to welfare and immunization. Additionally, the central government uses this information for census surveys, such as the cost of living survey. 

The resident record is also used when additional proof of residence is required for legal work, and it is updated each time residents submit moving-in or moving-out notices at their local city office.

What type of information is listed on a juminhyo (resident record)? 

In general, residents must list one's name, date of birth, gender, address, social security matters, nationality, status of residence, etc. See here for the list of information required to complete an application for a juminhyo, as noted by the Ministry of Internal Affairs and Communications. 

Minato's Certificate of Residence (Juminhyo) form

What is a juminhyo code 住民票コード? 

The juminhyo code is an 11-digit number assigned to all persons recorded in Japan's Basic Resident Registry Network. Residents use it when requesting a pension ruling or when making applications to government agencies. It is also used by Japanese citizens when applying for a passport. 

What's the difference between juminhyo and koseki? 

A copy of your juminhyo (resident record) is used primarily to prove one's place of residence, whereas koseki (family register) is primarily used to certify one's identity through kinship relationships. To read more about koseki, see "What is Japan's Family Register System?"

Step-by-step how to apply for juminhyo (resident record) in person

Every city has a different application form when applying for a copy of your juminhyo (resident record copy). Do the following to get a copy of your resident record in Japan.

Step 1. Google your city's official home page. 

Every city in Japan has an official website where they list directions for application procedures. Such directions are often available in English in Tokyo and certain other prefectures. If you can't find results in English, try the following [kanji for your city] + 住民票申請書. 

Step 2. Download the jyuminhyo (resident record) application form and fill it out. 

Most city offices throughout Japan allow you to download and print out the form from their city office's website. If you can't find a downloadable copy online, go to your city office and apply directly. Many cities in Tokyo have an English language version of the jyuminhyo application available online. If the city does not have an English version, consider using an English form from another city to show to officials at your city office. They can then help you fill that information into the correct form. 

Step 3. Gather the required documentation as listed by your city office. 

Most city offices don't differ too much here. But to be safe, you can bring all your ID verifying documents, such as driver's license, zairyu card, passport, Special Permanent Resident Certificate, or My Number Card. 

Step 4. Go to your city office and submit the paperwork. 

Bring the jyuminhyo completed application form and ID verifying documents to your city office. If you aren't sure what section/desk to stand at, ask, "Juminhyo no shinsei wo dashitai no desuga…" (I'd like to apply for a residence certificate.)

Step 5. Receive a copy of your residence record. 

Pay the handling fee, which usually amounts to no more than ¥300, and you will receive a copy of your juminhyo, which you can use to show proof of residence. 

Step-by-step how to get a juminhyo (resident record) copy by postal mail

Here are the steps to acquiring a copy of your juminhyo (resident record) by postal mail.

Step 1. Download the application form. 

Most cities in Japan allow you to send in your application by postal mail. If your city permits this, the city will have instructions for how to do so on its website. 

Step 2. Make a photocopy of documents verifying your ID and address. 

Usually one of the following: My Number Card, driver's license, health insurance card, residence card, etc.

Step 3. Prepare a fixed amount postal money order.

Pay the handling fee by postal money order (定額小為替  = teigaku kogawase) issued by Japan Post Bank.1 juminhyo copy = ¥200 to ¥300. Learn more about postal money orders here.

Step 4. Place everything in an envelope and send it in.

Some city offices (for example, Minato-ku and others) provide envelopes for you to download and print, which require no postage to send in. This information will be listed on the city office site where application instructions are listed. 

However, even for cities that provide postage-paid envelopes for sending in applications, you will still be required to include a return envelope properly addressed to you with your name, postal address, and a 94-yen stamp affixed.

Step 5. Receive a copy of your residence record by post. 

If all your papers are in order, expect to receive a copy of your family register within one week to 10 business days. However, because this option can take some time to process, it may not be suitable if you're pressed for time and need the document immediately. In which case, apply in person at your registered domicile's city office. 

Step-by-step how to get juminhyo in convenience store

This is by far the fastest and most flexible way to get your juminhyo. The whole process takes about five minutes, the multi function kiosk is available every day including weekends and public holidays, and you walk out with a printed document on the spot. No queuing at a city office required.

Before you start: two things to check

1. Does your municipality participate? Not every city office has enabled convenience store issuance. Check the official list at lg-waps.go.jp and search for your municipality. If your city is not listed, you will need to apply in person or by mail instead.

2. Do you have the right My Number Card? You need the plastic My Number Card (マイナンバーカード) with an active IC chip. The paper notification slip that was mailed to you when you first registered is not accepted. Your card must also have a valid user authentication certificate (利用者証明用電子証明書) loaded onto it, which is set up by default when the card is issued. If you are unsure, check with your city office.

You will also need your 4-digit user authentication PIN (the shorter PIN you set when you received the card). Do not confuse this with the longer 6–16 digit signature PIN.

As of 2025, compatible convenience stores include Seven-Eleven, Lawson, FamilyMart, and Mini stop. The kiosk is the large multi-function copy machine near the entrance, not the register.

The service runs daily from 6:30 AM to 11:00 PM, including weekends and national holidays, except for scheduled maintenance days.

Step 1. Find the multi-function copy machine and tap "行政サービス"

Head to the large copy machine (マルチコピー機) inside the store. On the main touchscreen menu, select 行政サービス (Government Services). If you are at a Seven-Eleven, you can switch the interface language to English at this point by tapping the language button in the corner before proceeding.

Image. "How to print out official certificates at convenience stores" by Practical Japan.com. This is a well-documented guide with step-by-step pictures for using 7-Eleven's kiosk copier service. 

Step 2. Select "証明書の交付" (Certificate Issuance)

You will see a menu with several options. Select 証明書の交付. On the following screen, select 証明書交付サービス. At some stores these two steps are combined into one screen—just look for the option relating to certificate issuance and continue.

If prompted to review the terms of use, scroll through and tap 同意する (Agree) to proceed.

Step 3. Place your My Number Card on the card reader

The machine will instruct you to place your My Number Card on the designated card reader surface (or in the card slot, depending on the machine model). The kiosk will verify that your card has a valid IC chip and is compatible with the service. Leave the card in place until the machine tells you to remove it.

Note for foreign residents: Some older My Number Cards issued before 2016 may have expired electronic certificates even if the card itself looks valid. If the machine rejects your card, this may be the cause. You can renew the certificate at your city office.

Step 4. Select your municipality

The kiosk will ask which municipality's certificate you want to request. In most cases, select お住まいの市区町村の証明書 (Certificate from your municipality of residence). This applies when your current registered address and the municipality you are applying to are the same.

If you have recently moved and your address in the system has not yet been updated, or if you are requesting a certificate from a different municipality for another reason, a different option may apply—but for the vast majority of users, the first option is correct.

Step 5. Enter your 4-digit PIN

The machine will prompt you to enter your 4-digit user authentication PIN using the on-screen keypad. This is the shorter of the two PINs associated with your My Number Card.

Important: If you enter the wrong PIN three times in a row, your card will be locked, and you will need to visit your city office in person to reset it. Take your time and make sure you are entering the correct number.

Once the PIN is accepted, remove your My Number Card from the reader and put it safely in your pocket. The machine will remind you to do this. You will not need the card again for the rest of the process.

Step 6. Select "住民票の写し" (Copy of Resident Record)

The screen will display a list of certificates available from your municipality. Select 住民票の写し (Copy of Resident Record / Juminhyo).

Step 7. Choose whose records to include

You will be asked to select who to include on the certificate. The options are:

• 本人のみ—Your records only (the person whose My Number Card you are using)

• 世帯全員—All household members

• 世帯の一部—Some members of your household

Choose the option that matches what the document will be used for. For most individual purposes, such as bank account opening, visa applications, or employment, 本人のみ (your records only) is sufficient.

Step 8. Select optional items to include or exclude

The kiosk will ask whether you want certain optional fields included on your juminhyo. The options differ slightly depending on whether you are a Japanese national or a foreign resident.

For Japanese nationals, you can choose whether to include:

• Head of household name and your relationship to them (世帯主・続柄)

• Your family register domicile (本籍・筆頭者)

• Your My Number (マイナンバー)

For foreign residents, you can choose whether to include:

• Head of household name and your relationship to them (世帯主・続柄)

• Nationality and region (国籍・地域)

• Residence status, period of stay, expiry date (在留資格・在留期間等)

• Residence card number (在留カード番号)

In general, only include fields that the requesting institution has specifically asked for. If you are unsure, check with the institution before printing, since there are no refunds once the document has been printed.

One important note: The juminhyo code (住民票コード) cannot be printed via the convenience store kiosk at all municipalities. If you specifically need a document showing your juminhyo code, you will need to apply at the city office counter instead.

Step 9. Enter the number of copies

Select how many copies you need. If you are using the document for multiple purposes at once—for example, submitting to both an employer and a bank—print multiple copies here rather than returning to the kiosk a second time.

Step 10. Review and confirm

The machine will show you a preview summary of your request: the document type, the items selected for inclusion, and the number of copies. Review everything carefully before confirming.

If anything is wrong, you can navigate back to the relevant step and correct it. Once you tap 確定 (Confirm), the order is locked in, and payment is next. Mistakes cannot be refunded after printing.

Step 11. Pay the fee

Insert the required amount into the cash slot. The fee is typically ¥200 to ¥300 per copy, depending on your municipality. This is the same as or cheaper than the city office counter rate. Some municipalities have discounted the convenience store rate further; Shinjuku, for example, charges ¥200 at the kiosk versus ¥300 at the counter.

Payment is by coin or cash. Seven-Eleven kiosks also accept nanaco electronic money.

Step 12. Collect your document

The juminhyo will print immediately from the large printer attached to the machine. The kiosk will sound a reminder alert to make sure you collect everything before walking away.

The certificate is printed on special tamper-proof copy paper with a background pattern that makes photocopying or scanning impossible and includes your municipality's official stamp. It is fully valid for official use.

Troubleshooting: if the kiosk does not work

"Card not recognized" error: Make sure you are using the plastic My Number Card, not the paper notification card. Check that the card's electronic certificate has not expired. The certificate is valid for five years for adults and needs to be renewed at your city office.

PIN locked: If you entered the wrong PIN three consecutive times, the card is now locked. You must visit your city office in person with your My Number Card to reset the PIN. This cannot be done remotely.

Municipality not found: Your city may not have enabled the convenience store service, or you may have moved recently and your registration has not yet been updated in the system. Try again after a few days, or apply at the city office instead.

Document is not up to date: If you have recently submitted a change of address or other update, there may be a delay of several hours before the new information appears via the kiosk. For address changes, wait until the following business day to ensure the latest data is reflected.

Printed incorrectly: If the document prints with a defect or error in the printing quality, do not take it with you. Report it to the store staff immediately. They will stamp it as void and refund the fee. A juminhyo that you take home cannot be returned or exchanged.

How long is a juminhyo valid? The 3-month rule explained

The juminhyo itself has no expiry date. Your resident record exists in the system until you deregister or permanently leave Japan. However, the copy of your juminhyo (住民票の写し) that you obtain from your city office, ward office, or participating convenience store is a different matter entirely.

Most institutions in Japan will only accept a juminhyo copy that was issued within the last three months. This is a very important practical distinction. A copy you obtained six months ago to open a bank account is not the same document you can submit to your new employer today. You may need to get a fresh one each time a new official procedure requires it.

This is not written into national law as a universal rule. It is a policy that individual institutions apply when deciding what counts as a valid proof of residence, but it is applied so widely and consistently that it functions as a de facto standard.

Which institutions typically require a juminhyo issued within 3 months?

The following official procedures almost always specify a juminhyo copy issued within the past three months:

• Opening a bank account: All major Japanese banks (MUFG, SMBC, Japan Post Bank, Shinsei, Sony Bank, etc.) require a recent resident record as part of the application process. This applies equally to Japanese nationals and foreign residents.

• Signing or renewing a rental agreement: Real estate agencies and landlords use the juminhyo to confirm your current registered address before completing a lease. A copy from a previous address or an older copy of your current address will typically be rejected.

• Japan visa status renewal and immigration procedures: When applying to renew your residence card or change your visa status at the local immigration office, a juminhyo issued within three months is typically required as supporting documentation.

• Applying for permanent residency: Permanent residency applications require the guarantor to submit a juminhyo issued within the last three months, in addition to the applicant's own copy.

• Applying for or renewing a driver's license: The license center or designated police station will ask for a valid proof of your current address.

• Enrolling in national health insurance or the pension system: When registering at your local ward office for NHI or the national pension system after starting a new job, recent proof of residence is needed.

• Childcare and school enrollment: Enrolling a child in a public school or applying for childcare allowance (児童手当) typically requires a juminhyo copy showing all household members.

• Certain social services and welfare support applications: Local government agencies confirming eligibility for welfare support or public housing usually specify a recent resident record.

What about the 6-month rule?

You may also come across a 6-month requirement in some contexts, particularly related to banking. Some financial institutions will only allow foreign residents to open a full standard account (futsuu yokin) if their residence card or visa has at least 6 months of validity remaining or if they have lived in Japan for 6 months or more. This is a separate rule about the length of your stay, not about how recently your juminhyo was issued. Japan Post Bank is a notable exception, as it is generally more foreigner-friendly and will work with residents who have a period of stay of three months or more.

How to check if a specific institution requires a recent copy

Always double-check the requirements on the institution's website or by calling ahead before you go. Many city office websites and ward offices list required documentation for common procedures. If the document list says juminhyo without specifying a timeframe, it is still good practice to get a fresh copy, particularly if your existing one is more than a month old.

How to get a fresh copy quickly

If you need a new copy on short notice, the fastest method is via a participating convenience store kiosk using your My Number Card. The processing fee is around ¥200 to ¥300, the same as or less than the city office counter rate, and you walk out with a printed official document in about five minutes. The kiosk is available from 6:30 AM to 11:00 PM every day, including weekends and public holidays. Most city offices, by contrast, are open only on weekdays during business hours.

If you do not yet have a My Number Card, your next fastest option is applying in person at your local city office or ward office during opening hours. Most city offices issue the copy on the same day while you wait.

The postal mail method is a valid option but is not suitable if you are under time pressure, as it typically takes one to ten business days to arrive.

Practical tip: do not request a copy too early

Because the three-month clock starts from the date of issue, requesting your juminhyo copy too far in advance can cause it to expire before you actually need it. For procedures with a known date, such as a rental contract signing or a bank account appointment, aim to request your copy no more than two to three weeks beforehand. If you are preparing for multiple procedures at once, print several copies at the same time to avoid paying the processing fee more than once.

In closing

Getting your juminhyo might seem scary the first time you need to do it, but if you bookmark this guide, you'll know what to do at each step!

Frequently Asked Questions

When do I need a juminhyo in Japan?

You need a juminhyo (住民票) when applying for a visa renewal, opening a bank account, joining the national health insurance, registering your address, or proving residence for employment or school applications.

Can foreigners get a juminhyo in Japan?

Yes. All residents in Japan—including foreigners with medium- or long-term visas—are required to register and can obtain a juminhyo from their city office or convenience store if they have a My Number Card.

Can I get a juminhyo in English?

Some city offices in Tokyo and larger prefectures provide an English-translated version or bilingual guidance. However, the official juminhyo is issued in Japanese. You can request a translation certificate if needed for visa or work use.

What does a juminhyo look like?

A juminhyo lists your name, address, nationality, status of residence, and other registered information. It’s printed on official paper with your municipality’s seal. You can view a labeled sample in the article to understand each section.

What’s the difference between juminhyo and residence certificate (住民票 vs 住所証明)?

They both prove where you live, but “juminhyo” is an official government-issued resident record, while a “residence certificate” may simply refer to proof of address used by landlords or employers.