Guide to Living in Tochigi

• A new residency management system　〔ATARASHII ZAIRYUKANRISEIDO〕
• Immigration - Residence Status　〔ZAIRYU TETSUZUKI〕
• Family Register　〔KOSEKI TETSUZUKI〕
• Name-seal Registration　〔INKAN TOROKU〕

A new residency management system　〔ATARASHII ZAIRYUKANRISEIDO〕

A new residency management system was introduced in July, 2012.
It applies to all foreign nationals residing legally in Japan with mid-term to long-term resident status, including the following: “spouse or child of a Japanese national”, “long-term resident”, “engineer”, “specialist in humanities/international services”, “technical intern trainee”, “student”, and “permanent resident”.
It does not apply to foreign nationals staying with “temporary visitor” status.

Points of Change

1. Issuing of the resident card
2. Extension of the period of stay to a maximum of 5 years
3. Introduction of a special re-entry permit system

• Issuing of Resident Card

  The alien registration system was abolished and a resident card system has been introduced in its place. A resident card will be issued to mid-term and long-term residents when granted permission pertaining to residence, including landing permission, permission for a change of resident status and permission for an extension of the period of stay. If you currently live in Japan and do not yet have this resident card, please apply for it at a regional immigration office before your alien card expires.
  Those entering Japan with mid-term to long-term resident status after the new system is introduced can apply for a resident card at any of the following Airports; Haneda, Narita, Chubu, and Kansai.

• The alien registration card is deemed equivalent to a resident card and it will be valid until the following dates:

  For permanent residents		For visa holders other than those with permanent resident/designated activities status within 5 years
  Those 16 and older	July 8, 2015	until the expiration date of the period of stay
  Those under 16	July 8, 2015, or the individual's 16th birthday, whichever comes first	until the expiration date of the period of stay, or the individual's 16th birthday, whichever comes first

• How to Apply

  Submit the following documents to the regional immigration office which exercises jurisdiction over your residential registration area.

  1. Applicant’s passport
  2. Applicant’s alien registration card
  3. A 3 cm X 4 cm photo of the applicant

• Where to Apply

  Foreign nationals who register their municipality in Tochigi Prefecture can apply at:
  Tokyo Regional Immigration Bureau - Utsunomiya Branch Office
  9:00 - 16:00, Monday-Friday
  Utsunomiya NI Building, 1st Floor
  4-15 Honcho, Utsunomiya
  TEL 028-600-7750

• Reporting a Change of Address

  In accordance with the introduction of the new residency management system, the Basic Resident Registration System has been applied to foreign nationals.
  Please report all necessary resident information to the municipal office where you reside.

  Application Type	Required Items	Application Period
  Upon arriving in Japan	Resident card	Within 14 days of finding a place to settle down.
  Upon becoming a mid-term or long-term resident by receiving a change of status	Resident card	Within 14 days of becoming a mid-term or long-term resident
  When moving out (TENSHUTSU TODOKE)	Resident card	By the day prior to moving out
  When moving in (TEN'NYU TODOKE)	Resident card and notification of the change of residence (TENSHUTSU SHOMEISHO; issued by the former municipal office when the TENSHUTSU TODOKE was filed)	Within 14 days of moving to the new municipality

• Reporting changes other than address

  The following changes have to be reported to a regional immigration office.
  Generally, the resident card will be issued on the same day of reporting/applying.

  No	Application Type	Required Items	Application Period
  1	Change of name, date of birth, gender, or nationality/region※	Passport, Photo (3 x 4 cm), Resident card	Within 14 days of the change
  2	Updating the validity period of the resident card※	Passport, Photo (3 x 4 cm), Resident card	Before the present resident card expires
  3	Reissuing of a resident card in case of loss or theft※	Passport, Photo (3 x 4 cm), Resident card	Within 14 days of the resident card's lost or theft, (in cases when the absence is noticed outside of Japan, within 14 days following re-entry)
  4	Change to the organization to which the applicant belongs. It is required for those who have engineer or student status	Resident card (if the report is being mailed, a copy of the resident card is acceptable)	Within 14 days of the change. Present in person or mail to the regional immigration office that controls your municipality.
  5	Change to marital status, as in cases of widowhood or divorce, for those with spouse of Japanese/permanent resident status	Resident card (if the report is being mailed, a copy of the resident card is acceptable)	Within 14 days of widowhood or divorce. Present in person or mail to the regional immigration office that controls your municipality.

  *In principle, the above reports must be filed in person by the applicant at a regional immigration office. However, applicants under 16 or seriously ill applicants may complete the procedure by proxy through a family member who lives together with the applicant.

• Establishment of a 5-Year Length of Stay Maximum

  The period of stay has been extended to a maximum of 5 years
  However, this maximum is not automatic and is not universally applied

• Introduction of a Special Re-entry Permit System

  When a foreign national who has both a valid passport and a resident card (or alien registration certificate) re-enters Japan within 1 year of his/her departure, in principle, applying for a re-entry permit is not required.
  Those who wish to make use of the new re-entry system must check the “Departure with Special Re-entry Permission” box of the embarkation card for reentrant and present their resident/foreign resident registration card at the airport.
  It will not be possible to extend the period of validity of the special re-entry permit while abroad. Visa status will be lost if you fail to return within a year of your departure from Japan.

  Note:
  *If your visa expires within 1 year, you must re-enter Japan before your visa expires.
  *If you do not re-enter Japan, your visa will expire.

Immigration - Residence Status 〔ZAIRYU TETSUZUKI〕

　Foreigners residing in Japan must obtain residence certification as stipulated under the Immigration Control and Refugee Act. For those residing in Tochigi Prefecture, this can be done at the Utsunomiya Branch Office of the Tokyo Immigration Bureau. A foreigner’s residency status and his/her length of stay is determined by the Immigration Officer when the individual arrives in Japan. This information is stamped into his/her passport.

• Applying for a Change of Residence Status〔ZAIRYU SHIKAKU HENKO〕

  If you wish to change your present activities and your current residence status does not allow your future activity, you must apply for a new status and receive permission.

  Example： A university exchange student who, after graduation, wants to work in a Japanese company

  Required items:

  • Application for Change of Residence Status
  • Required materials as designated by the Ministry of Justice, corresponding to your activities in Japan. (http://www.moj.go.jp/ONLINE/IMMIGRATION/16-2-1.html)
    * Although the Ministry of Justice designates what documents are required for each type of residency, please keep in mind that you may be required to submit additional information, or you may be allowed to omit certain documents. For more detailed information, please contact your Regional Immigration Bureau or Foreign Resident Information Center.
  • Passport, Resident Card. etc.
  • Other documents to verify identity. (Required if the applicant is a third-party proxy/agent.)

  • Pay the fee by attaching the revenue stamp of 4,000 yen when

• Permission to Engage in Activities Beyond Those Which You are Qualified for
  〔SHIKAKUGAI KATSUDO KYOKA〕

  If you wish to conduct an income-earning activity that is not included under your current residence status, you must receive permission.

  Example：An exchange student/newly enrolled student who wants to work, while studying, in order to pay his or her school expenses

  Required items

  • Application for change of status of activities
  • Documents that clearly state the activities in which the individual is requesting permission to engage
  • Passport, Resident Card. etc.
  • Other documents to verify identity. (Required if the applicant is a third-party proxy/agent.)

• Applying for a Renewal of One's Period of Stay〔ZAIRYU KIKAN KOUSHIN〕

  　　If a foreigner wishes to remain in Japan for longer than his or her permitted period of stay, he or she must get permission to extend the period of stay before the expiration date.
  　　With every type of residence permit the various requisite materials differ, so be sure to check what you need in advance.

  　　Required items:

  • Application for Residency Renewal
  • Required materials as designated by the Ministry of Justice, corresponding to your activities in Japan (http://www.moj.go.jp/ONLINE/IMMIGRATION/16-3-1.html)
    * Although the Ministry of Justice designates what documents are required for each type of residency, please keep in mind that you may be required to submit additional information, or you may be allowed to omit certain documents. For more detailed information, please contact your Regional Immigration Bureau or Foreign Resident Information Center.
  • Passport, Resident Card. etc.
  • Other documents to verify identity. (required if the applicant is a third-party proxy/agent)

  • Fee (4000 yen)

• Applying for Residence Status〔ZAIRYU SHIKAKU SHUTOKU〕

  　When a baby is born in Japan to foreign parents, within 30 days his or her family must apply for residence status for their new family member. However, if the family is planning to leave Japan permanently within 60 days, it is not necessary to apply.

  Required items

  • Application for residence status
  • Certain application materials are required for special circumstances:
    A) Individuals who have renounced their Japanese citizenship must provide proof of their new citizenship.
    B) Mothers of newborn children must provide a birth certificate or similar document.
    C) Other individuals must provide a reason for their request to obtain residency in Japan.
  • *Although the Ministry of Justice designates what documents are required for each type of residency, please keep in mind that you may be required to submit additional information, or you may be allowed to omit certain documents. For more detailed information, please contact your Regional Immigration Bureau or Foreign Resident Information Center.
  • Other documents to verify identity
    (Required if the applicant is a third-party proxy/agent.)

• Applying for a Certificate of Authorized Employment 〔SHURO SHIKAKU SHOMEISHO〕

  If a foreigner needs to prove that he or she has a work permit, he or she should apply for a Certificate of Authorized Employment.
  http://www.moj.go.jp/ONLINE/IMMIGRATION/16-9.html

  Required items:

  • Application for a Certificate of Authorized Employment
  • Application For Permission to Engage in Activities Outside Residency Certification (if applying for this at the same time)
  • Passport, Resident Card. etc.
  • Other documents to verify identity
    (Required if the applicant is a third-party proxy/agent.)

  • Fee: 680 yen

• Other: You may also apply for Permanent Residency and the Certificate of Eligibility to reside in Japan.

  For all other immigration related questions, please ask at the following addresses:

  • Tokyo Regional Immigration Bureau Utsunomiya Branch office 　 (320-0033) Utsunomiya NI Bldg.1st fl.,4-15 Honcho, Utsunomiya-shi tel. #０２８-６００-７７５０
  • General Information Center for Foreigners Living in Japan
    tel.# 03-5796-7112　fax.# 03-5796-7100

  Links:

  • Ministry of Justice Website (Japanese)
    
  • Ministry of Justice Website (English)
  • Immigration Bureau Website (Japanese)

Family Register〔KOSEKI TETSUZUKI〕

• Marriage Registration〔KON-IN TODOKE〕

  When a foreigner wishes to marry in Japan, it is necessary to follow the laws of both Japan and his or her country of origin. 

  Required items

  • Marriage Registration Form (along with the signatures and name-seals of two witnesses)
  • Passport
  • copies of a Certificate of Residence
  • Proof of marriage eligibility, issued by the applicant’s embassy or consulate in Japan (with a Japanese translation attached)
    *Please note that other references or materials may be required.

  For more information please contact your local government.
  Once the Marriage Registration application has been approved, please update all your documents accordingly, including any change of residence, changes to your Resident Card, etc.

• Divorce Registration〔RIKON TODOKE〕

   If both the individuals in the divorcing couple are foreigners from the same country, they should follow the laws of that country and ask for information at their consulate or embassy. If one of the persons is Japanese, it is necessary to follow Japanese law. To begin, the individuals must submit a Notification of Divorce to their local city/town hall.

  Required items

  • Divorce Registration Form (along with the signatures and name-seals of two witnesses)
  • Passport
  • copies of a Certificate of Residence
    ※If the divorce is settled in court, more information may be necessary.
    For further information, please ask your local government.

• Birth Registration〔SHUSSHO TODOKE〕

  Within 14 days of a child’s birth, the child’s Birth Registration should be submitted to the local government. The nationality of the child may depend upon the laws of the parents’ country of origin, so foreigners should ask for information at their consulate or embassy.

  Required items

  • Birth Registration Form
  • Birth Certificate (ask the attending physician or midwife)

  ※Once the Birth Registration Form has been submitted to your local government, please update all your documents accordingly (applying for residence status for your newborn baby, etc.).

• Notification of Death〔SHIBO TODOKE〕

  The Death Notification Form, filled out by a family member or undertaker, should be submitted to the local government no less than 7 days after confirmation of death.

  Required items

  • Death Notification Form
  • Death Certificate (ask the supervising physician to complete the certification)

• Notice

  The revised Family Registration Law (effective on May 1, 2008) requires you to show proper identification, such as a Japanese driver's license, passport, or a Resident Card when you submit documents of adoption, dissolution of adoption, marriage, divorce, or recognition of paternity. For more information, please contact your local government.

Name-seal Registration〔INKAN TOROKU〕

In Japan, people quite often use the inkan (name-seal) for official agreements, in the same way that western cultures use the signature.　 There are two types of inkan (name-seals). One is called a “jitsuin” and is registered at the local government as the person’s official name-seal. The other is called a “mitomein” and is intended to be employed as an everyday-use seal, for example, when receiving packages. It is not necessary to register a “mitomein”. 　Once you have completed a “jitsuin” name-seal registration,　 you will receive a seal registration certificate (inkan touroku shoumeisho), which proves the authenticity of your name seal. This certificate is very important and necessary, for example, when buying a house or buying a car.

Who can register?

• Anyone of 15 years of age or over who has completed foreign resident registration

Restrictions:

• Only one seal per person can be registered
• Size: minimum 8mm X 8mm, maximum 25mm X 25mm
• The seal must bear the same surname or first name as appears on the Resident Card
• The seal must be designed with clear strokes
• The seal must be made from stone, wood, horn, or another material which is not easily deformed

Required items

• The name-seal you have chosen
• Resident Card

For further information, please ask your local government.