Need a jūminhyō (住民票) in Japan? Ask the municipality where your address is registered for a jūminhyō no utsushi (住民票の写し), a certified copy of your residence record. Bring identification, check which details the receiving organization needs, and confirm the current fee and request method on your municipality’s website before you go.
This guide is for English-speaking residents who need the document for an everyday procedure. It explains what to ask for and how to avoid ordering the wrong version. The precise counter, opening hours, fee and available online or convenience-store services depend on your municipality.
What is a jūminhyō?
A jūminhyō is a municipal residence record. It records information such as your registered address and household. When someone asks you to submit a “jūminhyō,” they usually mean an officially issued copy of the residence record (jūminhyō no utsushi), not a photocopy you make yourself. Shinjuku City explains the record and which foreign residents are eligible in its English guide to residence records.
A residence card (zairyū kādo) and a jūminhyō serve different purposes. Your residence card is an identity and status document; a copy of your residence record certifies information held by the municipality. Ask the organization requesting proof which document it will accept.
Before you request a copy: check the required details
Ask the bank, employer, school or other recipient exactly what it needs. A request for “proof of address” does not tell you whether it needs an individual record, a household record, a particular date of issue, or specific items printed on the copy. Municipal request forms may offer choices about household members and listed details.
- Whose record? Your own or everyone in your registered household?
- Which details? Does the recipient require a particular item to be shown, such as your relationship to the head of household or information relevant to a foreign resident?
- How recent? Does the recipient require a copy issued within a stated period?
- My Number? Include your individual number only when the receiving organization specifically requires it for an authorized procedure. Avoid disclosing it unnecessarily.
If the instructions are unclear, ask before you pay for a copy. Shinjuku City notes that use and submission of a copy showing My Number are limited to procedures allowed by law. See its My Number guidance.
How to get a copy at the municipal office
- Find the office for your registered address. Search your city or ward’s official site for “certificate of residence,” “residence record” or jūminhyō no utsushi. Some municipalities have branch offices that issue copies.
- Check the current requirements. Confirm the counter, hours, identification, fee, and whether an appointment or application form is needed.
- Bring identification. For example, Shinjuku City’s English guidance tells applicants to bring personal identification such as a residence card or special permanent resident certificate.
- Fill in the request. Specify whose record you need and the details required by the recipient. Ask the counter staff if you are unsure which boxes to mark.
- Check the issued copy. Before leaving, confirm the name, address, household scope and requested details.
For a concrete example, Shinjuku City has an English page about obtaining a copy. Minato City also publishes an English certificate guide. These examples help you recognize the process; follow the municipality where you are registered for the actual instructions and fee.
Can I use a convenience store?
Some municipalities let eligible residents print a copy at a convenience-store multi-copy machine using a My Number Card and its required electronic certificate and PIN. Availability, hours, certificate options and fees vary. A residence card by itself does not replace the My Number Card for this service. Check your municipality’s official convenience-store issuance page before making a trip. Minato City describes the service in its English guide.
If the receiving organization requires a specific item, confirm that the convenience-store version can show it. If you cannot select what you need, use the municipal counter or ask the recipient for guidance.
Useful Japanese at the counter
| What you want to say | Japanese | Reading |
|---|---|---|
| I would like a copy of my residence record. | 住民票の写しを一通お願いします。 | Jūminhyō no utsushi o ittsū onegai shimasu. |
| I need one showing everyone in my household. | 世帯全員が載っているものをお願いします。 | Setai zen’in ga notte iru mono o onegai shimasu. |
| Does this show my address? | 住所は記載されていますか。 | Jūsho wa kisai sarete imasu ka. |
| Is My Number included? | マイナンバーは記載されていますか。 | Mai Nanbā wa kisai sarete imasu ka. |
| How much is the fee? | 手数料はいくらですか。 | Tesūryō wa ikura desu ka. |
You can show the recipient’s written instructions to the counter staff. That is often clearer than guessing the name of a field in Japanese.
Common mix-ups
“I just moved. Will the new address be on it?”
The copy reflects the municipality’s registered information. Complete the relevant moving-in or change-of-address notification first and confirm the record has been updated before requesting proof of your new address. If you are moving into Tokyo, our guides to reading apartment listings and choosing a neighborhood can help with the housing side of the move.
“Can a family member request it for me?”
Rules depend on who is requesting the copy and their relationship to your registered household. For example, Minato City lists the resident and people in the same household as eligible requesters in its English guide. For someone outside your household, check the municipality’s rules for authorization and supporting documents before sending them.
“Is the certificate in English?”
English instructions and request forms may be available, but do not assume the issued certificate itself will be in English. If a recipient overseas asks for a translation, ask about its translation and certification requirements separately.
If you need this certificate because you recently moved, complete the relevant municipal address-change procedure first. Our moving and address-change checklist lays out the other steps, including mail and utilities.
For other everyday documents, deliveries, shopping and household labels, start with our Living in Japan guide.
A two-minute checklist
- Confirm what the receiving organization needs, including household scope and printed details.
- Check the official page of your own city or ward for the current method, ID and fee.
- Bring the necessary identification, or check My Number Card eligibility for convenience-store issuance.
- Inspect the issued copy before submitting it, especially if your address recently changed.
Checked against municipal guidance on September 29, 2026. Local procedures and fees can change; use your municipality’s current instructions for your application.
