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更新日:2015年5月20日

Notifications & Registration

Immigration | Residency Management System & Special Permanent Resident System | Procedures Related to the Special Permanent Resident Certificate | Residence Records | Family Register System | Seal Registration | Glossary 

Immigration

Tokyo Regional Immigration Bureau

The Tokyo Regional Immigration Bureau has a branch office in Chiba City. This office performs various services that pertain to residency procedures, including granting residence status, change in status, changes in the period of stay, permission to engage in activities other than those permitted under current residence status, permanent residency, and re-entry permits.

Tokyo Regional Immigration Bureau

Address 5-5-30 Konan, Minato-ku, Tokyo
TEL 03-5796-7111
Access From bus stop No. 8 at the JR Shinagawa Station Konan (East) Exit, take a bus bound for ‘Shinagawa Futo (Junkan)’, and get off at Tokyo Nyukoku-kanrikyoku-mae after approximately 7-8 minutes.

Chiba Branch Office

Address Chuo Community Center 1F, 2-1 Chibaminato, Chuo-ku, Chiba City
TEL 043-242-6597
Access A 2-minute walk from the Shiyakusho-mae Station on the Chiba Urban Monorail, or a 10-minute walk from Chibaminato Station on the JR Keiyo Line. 

Residency Management System & Special Permanent Resident System

A ‘residence card’ is issued to those subject to the residency management system* based on permissions related to residency such as landing permission, permission for a change to resident status, permission for an extension of the period of stay, etc.

The residence card is a form of personal identification for foreign residents of Japan. The card must be carried at all times (except in the case of special permanent residents).

For details on the residency management system, please contact the Immigration Bureau of the Ministry of Justice or visit their website.

A ‘special permanent resident certificate’ is issued to special permanent residents when extending the validity period.

* The residency management system will be applied to all foreign nationals residing legally in Japan for the mid- to long-term with resident status under the Immigration Control and Refugee Recognition Act who do not fall under any of the conditions listed below in 1 - 6:

  1. Persons granted permission to stay for 3 months or less
  2. Persons granted ‘Temporary Visitor’ status
  3. Persons granted ‘Diplomat’ or ‘Official’ status
  4. Persons recognized by Ministry of Justice ordinance as equivalent to the foreign nationals in 1 – 3 above
  5. Special permanent residents
  6. Persons with no resident status

Immigration Information Center

Hours Monday – Friday, 8:30AM – 5:15PM
TEL 0570-013904
03-5796-7112 (IP phones, PHS devices, international calls)

Ministry of Justice Immigration Bureau

Registration and Application

Those moving to Chiba City or changing addresses within the city should report to the Citizens’ Affairs Division at the ward office or civic center of their new location within 14 days of moving and have their new address registered on their residence card or special permanent residence certificate by submitting the necessary documents.

Registration is also required when moving out of Chiba City or traveling overseas for business or pleasure for more than one year. Regional immigration offices are in charge of procedures such as updating information (other than the place of residence) on the residence card, re-issuing cards, and returning cards to the immigration office. For details, please contact the regional immigration office.

※ Special permanent residents should register changes in information (other than the place of residence – name, nationality, etc.) on the special permanent residence certificate at ward offices. At the time of registration, applicants aged 16 or older must apply in person with their passport and a photo (a 4.0cm x 3.0cm upper-body shot with the head uncovered, taken within three months of the day of the application). For those who are under 16 years of age, the registration should be undertaken by either the mother or the father residing with the applicant.

(1) Those who have moved from overseas to Chiba City (newly entering Japan)

Application deadline Within 14 days of moving
What you will need Residence card or special permanent residence certificate, passport

(2) Those who have moved from another municipality to Chiba City

Application deadline Within 14 days of moving
What you will need Residence card or special permanent residence certificate, notification of change of residence (issued by the city hall, etc., of the previous residence)

(3) Those who have moved within Chiba City

Application deadline Within 14 days of moving
What you will need Residence card or special permanent residence certificate

(4) Those who have obtained a status of residence and as such will be issued a residence card

Application deadline Within 14 days of the issuance of a residence card
What you will need Residence card

(5) Alias Application

What you will need Documents to prove that the alias in question has been commonly used in Japan

※ An alias is an officially approved Japanese name, separate from a legal name, which is used on a daily basis in Japan. (An alias is not specified on the residence card or special permanent residence certificate.)

Example: In cases where a spouse’s family name is used after marriage, etc. 

Procedures Related to the Special Permanent Resident Certificate

Application for Re-Issue

In the case of 1 – 3 below, you are required to apply for a new certificate within 14 days of the incident by submitting your special permanent resident certificate (a proof of report of lost property in the case of (1)), passport, and a photo if you are aged 16 or older to the Citizens’ Affairs Division at the ward office (the photo should be a 4.0cm x 3.0cm upper-body shot with the head uncovered, taken within three months of the day of the application).

  1. If your special permanent resident certificate has been stolen or lost (you must notify the nearest police station and obtain a proof of report of lost property)
  2. If your special permanent resident certificate has been severely damaged or defaced
  3. In the case of a change or correction of your name, gender, date of birth, or nationality/region

Extension of Validity Period

You must apply for an extension of the validity period of your special permanent resident certificate within the designated period.

Those who are 16 years of age or older are required to apply for an extension before the expiration date specified in their special permanent resident certificate (the application can be made up to two months prior to the expiration date).

Those who are under 16 years of age are required to apply for an extension within six months prior to their 16th birthday by submitting their passport, special permanent resident certificate, and a photo (a 4.0cm x 3.0cm upper-body shot with the head uncovered, taken within three months of the day of the application) to their ward office.

Returning the Special Permanent Resident Certificate

If you have obtained Japanese citizenship, you must return your special permanent resident certificate to the Citizens’ Affairs Division of your ward office in person within 14 days. In the case of death, a family member or a proxy should follow the same procedure.  

Residence Records 

A residence record is a document which verifies the nationality/region, name (or alias), place of residence, residence card number, resident status, period of stay, etc. of foreign residents in Japan.

As a general rule, you or a member of your household should apply for the residence record in person by presenting an acceptable form of personal identification (residence card, driver’s license, etc.) at the Citizens’ Affairs Division at your ward office or at any civic center or outpost. A power of attorney will be required if you are going to use a proxy. Each copy of a residence record costs ¥300. 

Family Register System 

Family Registers & Households

The family register lists a Japanese person's identity and personal relationships and includes the person's name, date of birth, relationship to parents and dependents, etc.

After marriage registration has been completed, newly married couples create a new family register and when children are born, they are entered in the register. Although this has no direct bearing on people of other nationalities, registration is required for births, deaths, marriages, and divorces in Japan.

While living in Japan, you will also encounter the word ‘household’. A household refers to a group of people living together and sharing expenses. The ‘head of the household’ is the person who acts as the representative of the household and, by financially supporting the household, is the central person in the household.

Marriage/Divorce Registration

When you get married, you will need to register the marriage. By law, you are considered married from the day you register. When marrying a Japanese national, you should register either where your spouse has his or her family register or at your ward office. When the marriage is between two foreign nationals, the marriage should be registered at the ward office. The same procedure applies to a divorce.

Birth Registration

Please register births within 14 days, at the ward office of either the place of birth or the registrant’s current address. The mother or the father should register the birth using the Birth Registration Form (with a doctor's signature on the attached birth certificate). When registering, please also bring the Maternal and Child Health Handbook.

In addition, when completing the designated procedures for your newborn child such as application for residency or registration at the embassy, certificates such as the Certificate of Receipt of Birth Registration or the Certificate of Registered Items on the Birth Registration may be required. If you ask what documents are required in advance, you can obtain them when you complete birth registration procedures. 

Seal Registration 

In Japan, seals are used much like signatures. There are two types of seals: registered seals (jitsuin) and non-registered seals (mitomein).

Registered Seals

These seals are used for important transactions such as car registration, real estate contracts, financial loans, and other official documents. For these transactions, an officially registered seal and proof of registration are required.

Non-registered Seals

These include any seals other than registered seals and can be used for regular contracts and bank deposits.

Registering Your Seal

Seals can be registered by individuals aged 15 or older who have been registered as residents of Chiba City. Bring the seal that you wish to register and your residence card or special permanent resident certificate to the Citizens’ Affairs Division of your ward office or civic center* and apply in person. A seal registration certificate will be issued.

Proof of Seal Registration

Present your seal registration certificate at the ward office or at any civic center or outpost to apply for proof of registration. A document certifying that your seal has been registered will be issued.

* In addition to the Citizens’ Affairs Division at each ward office, civic centers and outposts (renrakujo) within the city handle various resident services. Please contact the Chiba City Call Center (TEL 043-245-4894) to find the nearest service center.

Citizens’ Affairs Division at Each Ward Office

Ward TEL
Chuo Ward 043-221-2110
Hanamigawa Ward 043-275-6237
Inage Ward 043-284-6110
Midori Ward 043-292-8110
Mihama Ward 043-270-3129
Wakaba Ward 043-233-8129 

Glossary

English Japanese Romanization
alias 通称 tsuushou
birth certificate 出生証明書 shusshou shoumeisho
Birth Registration Form 出生届書 shusshou todokesho
Certificate of Receipt of Birth Registration 出生届受理証明 shusshou todoke juri shoumei
Certificate of Registered Items on the Birth Registration 出生届書記載事項証明書 shusshou todokesho kisaijikou shoumeisho
family register 戸籍 koseki
head of household 世帯主 setainushi
household 世帯 setai
marriage registration 婚姻届 konintodoke
Maternal and Child Health Handbook 母子健康手帳 boshi kenkou techou
non-registered seal 認印 mitomein
notification of change of residence 転出証明書 tenshutsu shoumeisho
proof of seal registration 印鑑登録証明 inkan touroku shoumei
registered seal 実印 jitsuin
residence card 在留カード zairyuu kaado
residence record 住民票 juuminhyou
residency management system 在留管理制度 zairyuu kanri seido
seal 印鑑 inkan
seal registration certificate 印鑑登録証 inkan tourokushou
special permanent resident 特別永住者 tokubetsu eijuusha
special permanent resident certificate 特別永住者証明書 tokubetsu eijuusha shoumeisho

Return to the Table of Contents (Guidebook for Living in Chiba City)

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総務局市長公室国際交流課

千葉市中央区千葉港1番1号 千葉市役所3階

電話:043-245-5018

ファックス:043-245-5247

kokusai.GEM@city.chiba.lg.jp

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