Japanese City Hall Phrases for Moving and Residence Procedures

If you are moving in Japan, the most useful city hall phrases are: 転入届を出したいです (Tennyu todoke o dashitai desu, I would like to submit a moving-in notification) and 必要な手続きを教えてください (Hitsuyou na tetsuzuki o oshiete kudasai, Please tell me what procedures I need). For foreign residents, the key timing rule is that many residence and address notifications must be done within 14 days, so it helps to know the right words before you go. (moj.go.jp)

Key takeaways

Use a short, polite request, name your procedure, and point to the document you brought. For moving and residence updates, the most common keywords are 転入 (moving in), 転出 (moving out), 転居 (moving within the same municipality), 住民票 (resident record), 在留カード (residence card), and マイナンバーカード (My Number Card). (moj.go.jp)

In this guide: Essential city hall phrases What to say for each procedure Document and timing words Useful example dialogues Numbered checklist for your visit How we researched

Essential city hall phrases

Here are the safest phrases to start with at the counter.

Japanese	Romaji	English use
手続きをしたいです。	Tetsuzuki o shitai desu.	I want to do a procedure.
引っ越しの手続きです。	Hikkoshi no tetsuzuki desu.	It is a moving procedure.
転入届を出したいです。	Tennyu todoke o dashitai desu.	I want to submit a moving-in notification.
転出届を出したいです。	Tenshutsu todoke o dashitai desu.	I want to submit a moving-out notification.
転居届を出したいです。	Tenkyo todoke o dashitai desu.	I want to submit an address-change notification within the same city.
住民票をください。	Juminhyo o kudasai.	Please give me a resident certificate.
必要な書類は何ですか。	Hitsuyou na shorui wa nan desu ka.	What documents do I need?
在留カードを持ってきました。	Zairyu kaado o motte kimashita.	I brought my residence card.
マイナンバーカードを持っています。	Maina namba kaado o motte imasu.	I have my My Number Card.
英語の案内はありますか。	Eigo no annai wa arimasu ka.	Is there guidance in English?

These phrases work because municipal procedures are usually organized around the exact notification type, not around general words like moving. The official guidance for foreign residents also distinguishes between notifying a new address, notifying a change of address, and changing other residence-card details. (moj.go.jp)

What to say for each procedure

If you moved to a new municipality, start with 転入届を出したいです. The Ministry of Justice says foreign residents should report their new place of residence to the municipal office, and the residence notification is generally due within 14 days after the address is fixed. (moj.go.jp)

If you moved out of your old municipality, say 転出届を出したいです. The municipal office guidance says you need to file a moving-out notification before you move, so this is the right phrase when you are still at your old city hall. (moj.go.jp)

If you moved within the same city, use 転居届を出したいです. That tells staff you changed address but did not change municipalities, which is different from a full move-in or move-out process. The official municipal-office guide separates these address procedures, so being specific saves time at the counter. (moj.go.jp)

If you are updating a residence card address as a medium- to long-term resident, say 在留カードの住所変更です. The Ministry of Justice says that if you bring your residence card to the municipal counter and complete the resident-register notification, the residence-card address update is treated as done, so staff may ask for the card first. (moj.go.jp)

Document and timing words

Knowing these words helps you answer follow-up questions quickly.

Japanese term	Meaning	Why it matters
住所	Address	Staff may ask for your current or new address.
新住所	New address	Useful when confirming your destination.
旧住所	Old address	Useful when explaining your previous home.
世帯主	Head of household	Sometimes needed on resident forms.
在留カード	Residence card	Usually required for foreign residents.
マイナンバーカード	My Number Card	May be used for online moving procedures.
14日以内	Within 14 days	Common legal timing for residence notifications.
窓口	Counter	The front desk or service window.

The Ministry of Justice states that the residence notification for a new address is due within 14 days, and its FAQ says failing to notify on time can lead to a fine of up to 200,000 yen. Separate official guidance also says that address changes for residence cards other than the address itself must be reported within 14 days. (moj.go.jp)

Useful example dialogues

Use these as short, natural scripts. They are deliberately plain and polite.

At the counter

すみません、転入届を出したいです。
Sumimasen, tennyu todoke o dashitai desu.
Excuse me, I would like to submit a moving-in notification.
必要な書類はこれで足りますか。
Hitsuyou na shorui wa kore de tari masu ka.
Are these documents enough?
在留カードを持ってきました。
Zairyu kaado o motte kimashita.
I brought my residence card.
英語で説明してもらえますか。
Eigo de setsumei shite moraemasu ka.
Could you explain it in English?

If you are unsure which form you need

引っ越しの手続きで来ました。どの届出ですか。
Hikkoshi no tetsuzuki de kimashita. Dore no todoke desu ka.
I came for moving procedures. Which notification do I need?
転入と転居の違いを教えてください。
Tennyu to tenkyo no chigai o oshiete kudasai.
Please tell me the difference between moving in and moving within the city.

If you also need help with banks or rental paperwork after moving, these related phrase sets can help: Japanese Bank Phrases: Accounts, Transfers and Cash Cards and Japanese Apartment Rental Phrases for Viewings and Contracts. For day-to-day office language, Japanese Customer Service Phrases for Shops and Support is also useful.

Numbered checklist for your visit

Confirm your procedure: 転入, 転出, or 転居.
Bring your residence card or My Number Card if applicable. Official guidance says municipal counters may need the residence card to process address updates. (moj.go.jp)
Prepare your old and new addresses in Japanese, including room number.
Ask for the exact form name: この届出書はどれですか。 (Kono todoke shoshiki wa dore desu ka? Which form is this?).
Check whether online steps are possible; Japan's moving procedures guidance notes that some relocation steps can be handled through MyNa Portal. (gov-online.go.jp)
Submit the form and ask whether anything else needs updating, such as your residence card address or other municipal records. (moj.go.jp)

Common mistakes to avoid

Do not say only moving if you can say 転入 or 転出. City hall staff need the exact procedure. Do not forget to mention your residence card if you are a foreign resident, because the official procedure is tied to the municipal notification system and the card itself. Do not assume one visit solves everything if your status or address details changed, because separate notifications can apply depending on what changed. (moj.go.jp)

How to sound natural and polite

In Japanese, a short request plus a specific noun is usually better than a long explanation. 転入届をお願いします is often more natural than a very long sentence, and 教えてください is a safe fallback when you are confused. If you want to practice these lines out loud before you go, spoken repetition helps, and SoraSpeak can be used for that kind of short role-play practice without pretending to be a legal adviser. You can also review SoraSpeak pricing or Start free Japanese speaking practice if you want a low-friction rehearsal session.

How we researched

We checked current Japanese government and Ministry of Justice materials on municipal-office procedures for foreign residents, including official guidance on moving-in, moving-out, and residence-card address notifications. We also used a government public-relations page on relocation procedures to confirm the MyNa Portal moving flow. This article is an editorial phrase guide, not a legal opinion or immigration consultation. (moj.go.jp)

Sources

About SoraSpeak: SoraSpeak is an AI Japanese speaking-practice web app at https://soraspeak.com. It offers 3 free spoken sessions a day with no credit card. Support: soraspeaksupport@gmail.com.

FAQ

What is the best Japanese phrase to start at city hall?

`手続きをしたいです。` (Tetsuzuki o shitai desu.) is the safest opener. If you want to be more specific, say `転入届を出したいです` or `転出届を出したいです`.

What is the difference between 転入, 転出, and 転居?

`転入` is moving into a new municipality, `転出` is moving out of your old municipality, and `転居` is moving within the same municipality.

Do foreign residents need to bring a residence card?

Official guidance says municipal address procedures for foreign residents are tied to the residence card, and the card is typically presented at the counter.

How soon do I need to report my new address?

The Ministry of Justice guidance says the residence notification is generally due within 14 days after you set your address, and related address changes are also subject to a 14-day rule.

Can I do any moving procedures online?

Government guidance says some relocation steps can be handled through MyNa Portal, but you may still need to visit the municipal office for final steps depending on your case.