Japan Resident Card Guide: 7 Essential Tips for Foreign IT Engineers

Have you ever struggled with obtaining a resident certificate (juminhyo) as a foreign IT engineer in Japan?

Resident certificates are frequently required for job changes and various administrative procedures. However, there are numerous important points to understand, including acquisition methods, record selection options, and cost optimization.

This article provides practical explanations of seven essential points that foreign IT engineers should know about utilizing resident certificates, from efficient acquisition methods to long-term career development strategies.

1. Why Resident Certificates Are Important for Foreign IT Engineers

For foreign IT engineers, resident certificates hold significance beyond being mere administrative documents. They serve as fundamental documents required in various important situations when establishing a career and life foundation in Japan.

Relationship Between Work Visa Procedures and Resident Certificates

Resident certificates are indispensable documents for work visa-related procedures.

For many foreign IT engineers holding the “Engineer/Specialist in Humanities/International Services” status of residence, resident certificates are required as documents proving current residential status when applying for status of residence change permits during job transitions or when applying for certificates of eligibility for employment.

When Considering Job Changes

It is recommended to obtain a certificate of eligibility for employment to prove that the job duties at your new workplace are compatible with your current status of residence.

During Status of Residence Renewal

Resident certificates also play an important role when renewing your period of stay. The Immigration Services Agency places importance on the information recorded in resident certificates to verify the applicant’s residential status and stability.

Reference: Immigration Services Agency: Engineer/Specialist in Humanities/International Services

Necessity in IT Industry Job Changes

Resident certificates play important roles in multiple aspects of job hunting in the IT industry.

When completing employment procedures at your new company, submission of a “Certificate of Residential Record” is commonly required. This proves that the address listed on your resume matches your actual place of residence and is necessary for proper resident tax procedures.

Currently, many companies tend to require submission of certificates of residential record rather than copies of resident certificates from the perspective of personal information protection.

If you’re considering a career path that involves working at multiple companies as an IT engineer, it’s important to always be prepared to obtain the latest resident certificates to ensure smooth procedures at each new workplace.

Utilization in Freelance and Side Business Activities

In recent years, IT engineers’ work styles have diversified, with increasing numbers working as full-time employees while engaging in side businesses or becoming independent as freelancers.

When working as a freelancer, you may be required to submit a resident certificate as an identity verification document when concluding contracts with client companies.

Additionally, when opening bank accounts or using various financial services, and when utilizing fintech services to manage cash flow, resident certificates are often required as documents proving your current address.

2. Basic Knowledge of Resident Certificates | System Overview for IT Engineers

For foreign IT engineers to work effectively in Japan, it’s important to understand the basic structure of the resident certificate system.

Particularly since the legal reforms of 2012, the resident certificate system for foreigners has changed significantly, and understanding the current system correctly allows you to proceed with various procedures more efficiently.

Correctly Understanding the Difference Between Resident Certificates and Family Registers

Many foreign nationals easily confuse resident certificates with family registers (koseki)

Resident Certificates

Resident certificates function as a “system for certifying residents’ residential relationships” serving the role of proving residential status – who lives where.

Family Registers

On the other hand, family registers are a “system for certifying national identity relationships from birth to death” and are exclusive to Japanese nationals.

Important Points About Resident Certificates and Family Registers

An important point to understand is that family registers are not created for foreign nationals. Therefore, resident certificates become the most important official certification documents for foreign nationals in identity verification and various procedures.

Foreign Resident Certificate System Since 2012 Legal Reform

On July 9, 2012, the “Act to Partially Revise the Basic Resident Registration Act” abolished the Alien Registration Act and consolidated it under the Basic Resident Registration Act.

This enabled foreign nationals working in Japan as IT engineers to obtain resident certificates at municipal office windows, just like Japanese nationals, and utilize them for various procedures.

This system change brought significant benefits particularly for foreign talent working in the IT industry, simplifying procedures through the unified resident certificate system for job changes and various contracts.

Reference: Ministry of Internal Affairs and Communications｜To all foreign nationals living in Japan

Detailed Content of Foreign Resident Certificates

Foreign nationals’ resident certificates include basic recorded items plus nationality/region, status of residence, period of stay, expiration date of period of stay, and residence card number.

The status of residence record is particularly important as it can prove work eligibility in job changes and various procedures.

Recording of My Number

This is optional. While non-disclosure is sufficient for job hunting and general address verification, recording may be necessary for tax-related procedures and specific employment procedures.

3. [Point 1] Four Methods of Obtaining Resident Certificates and Optimal Selection

For foreign IT engineers to efficiently obtain resident certificates, it’s important to understand the four main methods and their respective characteristics, choosing the optimal method according to situation. Since each method has advantages and disadvantages, you can optimize time and costs by using them appropriately according to purpose and urgency.

Obtaining at Municipal Office Windows

The most basic and reliable method is direct acquisition at the window of the municipality where you are registered as a resident. This method can be considered the most reassuring acquisition method for foreign nationals.

About Window Acquisition

Requests can be made by the person themselves or someone from the same household.

Required Identity Verification Documents

• My Number Card
• Driver’s License
• Residence Card
• Passport and other photo ID documents are recommended.

If these are not available, a combination of multiple identity documents such as health insurance card and pension handbook will be necessary.

Benefits of Window Acquisition

The greatest benefit of window acquisition is being able to ask questions to staff on the spot. If you have unclear points about selecting recorded items, you can receive detailed explanations at the window while obtaining the appropriate resident certificate.

Also, even in cases with special circumstances or when complex recordings that cannot be handled by the system are needed, windows are more likely to provide flexible responses.

Window Hours and Fees

General reception hours are weekdays from 9:00 to 17:00, with a standard fee of approximately 300 yen.

However, if you’re working busily as an IT engineer, the challenge is that it’s difficult to visit during weekday window hours. Some municipalities offer weekend operations or evening extensions, so it’s recommended to check in advance.

Utilizing Convenience Store Issuance Services

The most convenient and efficient method for IT engineers is the convenience store issuance service.

If you have a My Number Card, this service allows you to obtain resident certificates 24 hours a day, 365 days a year, making it particularly valuable in the IT industry where work flexibility is required.

Supported Stores

Supported stores include major convenience stores nationwide such as Seven-Eleven, Lawson, FamilyMart, and Ministop, using multi-copy machines (kiosk terminals) installed at each store.

The operation is intuitive – simply select “Administrative Services” on the screen, hold your My Number Card over the reader, and enter your PIN to easily obtain a resident certificate.

Benefits of Convenience Store Issuance

A major benefit of convenience store issuance is that the fees are lower than window fees. In many municipalities where window fees are 300 yen, convenience store issuance is set at approximately 200 yen, providing significant economic benefits during job hunting when resident certificates are frequently needed.

Precautions for Convenience Store Issuance

However, usage requires a valid My Number Card, and the user certificate electronic certificate must be within its validity period. Also, only resident certificates for the person themselves or same household members can be obtained; proxy acquisition is not possible.

There are also limitations such as inability to use during system maintenance or when certain complex recorded items are needed.

Efficient Use of Mail Requests

Mail requests are effective for IT engineers who travel overseas frequently or work in locations far from their place of residence. This method allows you to obtain resident certificates without visiting the window, making it particularly convenient when there are time constraints.

Documents Required for Mail Requests

• Mail request form (designated format by municipality or necessary information written on letter paper)
• Copy of identity verification documents
• Fee via postal money order
• Return envelope (with postage attached)

Identity verification documents include copies of residence cards, My Number Cards, driver’s licenses, etc.

Application to Receipt and Security

From application to receipt of the resident certificate usually takes about 1-2 weeks, making it unsuitable for urgent cases, but it’s very convenient for planned acquisition.

For proxy requests, a power of attorney is required, and resident certificates with My Number records are sent via registered mail to the registrant’s residential address, ensuring appropriate security considerations.

Precautions for Mail Requests

As a precaution for mail requests, remember that postal money orders must be purchased at post offices, with separate purchase fees (usually 200 yen) required.

Also, since return envelope postage is affected by postal rate revisions, it’s important to check the latest rates before preparation.

Future Potential of Online Applications

As the latest acquisition method, some municipalities have begun online application services for resident certificate acquisition.

This method uses My Number Cards and smartphones to complete application procedures entirely digitally, representing a revolutionary service.

Potential of Online Applications

Currently, the number of implementing municipalities is still limited, but for IT engineers, this represents a digital-native acquisition method that has high potential to become mainstream in the future.

The benefits of reduced time from application to resident certificate receipt and 24-hour application availability are very suitable for busy IT engineers’ lifestyles.

Online applications are made through official government apps such as the My Number Portal app, with resident certificates available for pickup via mail or at windows.

Security is also ensured through the use of My Number Card electronic certificates, providing high safety.

In the future, this online application system is expected to expand to municipalities nationwide through the Digital Agency’s promotion of administrative procedure digitalization.

As an IT engineer, it’s recommended to regularly check whether your municipality supports online applications and actively utilize them when they become available.

4. [Point 2] Preparation of Required Documents and Identity Verification

To proceed smoothly with resident certificate acquisition, advance document preparation is important.

Particularly for foreign IT engineers, there may be cases where different identity verification documents are required compared to Japanese nationals, so proper preparation can significantly improve procedural efficiency.

Importance and Management of Residence Cards

The most important and reliable identity verification document for foreign nationals is the residence card. When obtaining resident certificates, residence cards are the first choice for identity documents and can be considered universal documents accepted in almost all procedures.

Precautions When Using Residence Cards for Resident Certificate Acquisition

It’s important to always bring one within its validity period. Expired residence cards are not recognized as identity verification documents, so regularly check expiration dates and remember to complete renewal procedures.

As an IT engineer leading busy days, it’s recommended to register residence card renewal periods as reminders in schedule management apps.

Also, it’s important that the address recorded on your residence card matches your current address.

You are legally obligated to submit address change notifications within 14 days of moving, and failure to complete this procedure may cause problems when obtaining resident certificates.

If you move due to job changes as an IT engineer, promptly complete residence card address change procedures after relocation.

Reference: Immigration Services Agency: Residence Card

Passports and Other Identity Documents

In addition to residence cards, passports can also be utilized as important identity verification documents. Particularly when combined with residence cards, more reliable identity verification becomes possible.

Even foreign-issued passports are widely accepted as identity verification documents within Japan.

If You Have a My Number Card

You can use it as a valid identity verification document. My Number Cards have high reliability as official photo identification documents and are also essential documents when using convenience store issuance services.

If you aim for efficient resident certificate acquisition as an IT engineer, obtaining a My Number Card is strongly recommended.

If You Have a Driver’s License

It functions as a reliable identity verification document. However, like residence cards, driver’s license address change procedures are also important, so remember to complete procedures when moving.

About Health Insurance Cards

In recent years, an increasing number of institutions do not accept health insurance cards alone for identity verification, so it’s safer to avoid considering health insurance cards as primary identity documents.

When using health insurance cards, understand that combination with other documents is often required.

Creating Power of Attorney for Proxy Acquisition

For busy IT engineers, there may be cases where you want to request trusted family members or colleagues to obtain resident certificates. Proxy acquisition is possible, but proper document preparation is essential.

A power of attorney is the key document for proxy acquisition, proving that the principal (you) grants the proxy the authority to obtain resident certificates.

The power of attorney must include the principal’s address, name, and date of birth; the proxy’s address and name; the content of authorization (acquisition of resident certificate copy); the date of authorization; and the principal’s signature or name seal and personal seal.

About Proxies

In addition to the power of attorney, the proxy must also bring their own identity verification documents. If the proxy is a foreign national, they will need their own residence card, passport, etc.

Documents proving the relationship with the principal may also be required, so it’s recommended to check with the acquisition window in advance.

Precautions When Creating Power of Attorney

As an important precaution, resident certificates with My Number records or resident certificate codes are not directly issued to proxies.

From the perspective of personal information protection, these resident certificates are mailed to the principal’s registered residential address.

If needed urgently, check in advance whether resident certificates without My Number records can be used.

When Same Household Family Members Acquire

When acquired by same household family members, power of attorney is unnecessary and procedures are simplified. However, if households are separate even at the same address, a power of attorney is required, so it’s important to accurately understand household composition.

If you’re living in shared housing or room sharing as an IT engineer, pay particular attention to this point.

5. [Point 3] Optimizing Fees and Payment Methods

Optimizing costs for resident certificate acquisition is an important factor, especially for IT engineers who need multiple acquisitions during job hunting.

Since fees and payment methods differ by acquisition method, choosing the most economical and efficient method according to situation can significantly reduce costs.

Comparison of Fees by Municipality

Resident certificate fees vary significantly by acquisition method.

Window Acquisition (Most Common)

In many municipalities, 300 yen per copy is the standard fee. However, since this amount varies slightly by municipality, it’s recommended to check the exact fee for your place of residence in advance.

Convenience Stores

One of the major attractions of convenience store issuance services is the lower fee setting compared to windows. In many municipalities, convenience store issuance fees are set at 200 yen, allowing acquisition for 100 yen less than windows.

This pricing is adopted by numerous municipalities including Tokyo’s Chuo Ward, Shinjuku Ward, Hiroshima City, and Fujisawa City.

Mail

For mail requests, the resident certificate fee (approximately 300 yen) plus postal money order purchase fee (200 yen) and round-trip postage are required.

Postal money orders must be purchased at post offices with a flat purchase fee of 200 yen regardless of amount, so understand that actual costs become 500 yen or more.

Payment Method Options

Convenience store issuance basically requires cash payment, but Seven-Eleven also accepts electronic money nanaco payments.

Mail requests standardly use postal money orders, with separate purchase fees (usually 200 yen) required.

Window payments are generally cash, but some municipalities support cashless payments. Checking in advance what payment methods your municipality supports enables smooth procedures.

6. [Point 4] Record Selection and Purpose-Specific Optimization

When obtaining resident certificates, you can choose whether to include various recorded items.

For foreign IT engineers, selecting appropriate recorded items according to purpose is an important point for balancing personal information protection with necessary certification.

Let’s acquire knowledge for obtaining necessary and sufficient certificates while avoiding risks from recording unnecessary information.

Criteria for My Number Record Decisions

My Number usage is limited to social security, tax, and disaster response procedures, with submission destinations also limited to administrative organs, local public entities, independent administrative agencies, and specific private businesses.

For IT engineers’ job hunting and general address verification, My Number records are unnecessary in most cases.

Even in employment procedures at new companies after job changes, it’s rare to be required to submit resident certificates with My Number records except in specific situations such as employment insurance and employee pension procedures.

Selection of Permanent Address and Household Head Information Records

Foreign IT engineers’ resident certificates have recorded items different from Japanese nationals.

Nationality/region, status of residence, period of stay, expiration date of period of stay, and residence card numbers are recorded items specific to foreign resident certificates, and you can choose whether to include these information records.

In Job Hunting

Cases where all detailed residence information is necessary are limited. For general address verification and identity confirmation, basic items such as name, date of birth, address, and gender are often sufficient.

However, for work visa renewals and status of residence change procedures, detailed information such as status of residence and period of stay becomes necessary, so clarify the purpose before selecting recorded items.

Household Head and Relationship Records

You can also choose whether to include household head and relationship information. If you’re living alone as an IT engineer, household head information is unnecessary for many procedures.

However, for family dependency-related procedures and housing-related contracts, there may be cases where proving household composition is necessary, so it’s recommended to check submission destination requirements in advance.

Display/Non-display of History Information

Resident certificates can include change histories of addresses and names. If you’ve experienced multiple work locations as an IT engineer, you may have many relocation histories, but whether all histories need to be displayed depends on purpose.

Address History

May be required for procedures that need to prove past residential status, such as account opening at financial institutions and housing loan applications.

On the other hand, for simple current address verification, recording only the current address is sufficient. Recording unnecessary history information may make resident certificates span multiple pages and become difficult to read, or increase acquisition costs.

Name Change History

For foreign nationals, attention to name change history is also necessary.

When names change due to marriage or naturalization, this history can be recorded on resident certificates, but for general purposes like job hunting, current names only are sufficient in most cases.

7. [Point 5] Utilization Scenarios Specific to IT Engineers

Scenarios where foreign IT engineers need resident certificates include general purposes plus special cases according to IT industry-specific situations and work styles. Understanding these scenarios and preparing in advance allows smoother career development and work execution.

Employment Procedures During Job Hunting and Career Changes

In IT engineers’ job hunting, resident certificates are needed at multiple stages. First, in employment procedures at new companies, submission of certificates of residential record is commonly required for employment insurance and social insurance enrollment procedures.

In the IT industry where project-based contracts are common, there may be cases of contracting with multiple companies in short periods. In these cases, individual companies may require resident certificate submission, so it’s important to obtain them systematically considering validity periods.

Since the general validity period for resident certificates is 3 months from issuance, maintain appropriate acquisition timing during job hunting periods.

Bank Account Opening and Fintech Utilization

As an IT engineer, using multiple bank accounts separately is not uncommon.

When opening accounts for different purposes such as salary receipt, business use, and investment, submission of resident certificates or certificates of residential record may be required for each.

Fintech Utilization

Particularly with recently popular fintech services, online-only account opening is possible, but for foreign nationals, resident certificate submission may be required as additional identity verification documents.

When using online banks and new financial services, checking required documents in advance and preparing resident certificates enables smooth procedures.

When opening cryptocurrency exchange accounts or starting investment app usage, strict identity verification is required from anti-money laundering perspectives.

These services often require resident certificate submission in addition to residence cards, so advance preparation is important if you’re considering investment or side businesses as an IT engineer.

8. [Point 6] Common Mistakes and Countermeasures

When foreign IT engineers obtain resident certificates, there are specific precautions different from Japanese nationals.

Understanding typical failure patterns that should be known in advance and specific countermeasures to avoid them can prevent procedural troubles and achieve efficient resident certificate utilization.

Avoiding Record Selection Mistakes

One of the most frequent failures is record selection mistakes.

Always check record requirements with submission destinations before obtaining resident certificates, and when using convenience store issuance, carefully confirm selection items on operation screens.

For recorded items specific to foreign resident certificates (status of residence, period of stay, nationality, etc.), appropriate selection according to purpose is also necessary.

While detailed residence information is often unnecessary for general address verification, it may be required for work visa-related procedures, so clarify the purpose before acquisition.

Importance of Validity Period Management

Resident certificates generally have a validity period of 3 months from issuance. Use schedule management apps to record acquisition dates and validity periods, obtaining them systematically for multiple purposes.

When planning mail procedures, it’s important to create acquisition plans with sufficient time considering mailing duration.

Particularly during holiday periods such as year-end/New Year and Golden Week, mail delivery may be delayed, requiring earlier preparation than usual.

Coordination of Address Change Procedures

When relocating due to job changes as an IT engineer, many failures occur in the series of address change-related procedures.

The most typical failure is misalignment between moving-out/moving-in notification submission timing and resident certificate acquisition timing, making it impossible to obtain necessary resident certificates.

Residence Card Address Change Procedures

Residence card address change procedures are also important points not to forget. Notification to Immigration Services Agency is legally required within 14 days of address change, and failure to complete this procedure may cause problems when obtaining resident certificates.

If the address on your resident certificate doesn’t match the address on your residence card, additional explanations or document submissions may be required, making coordinated procedures important.

9. [Point 7] Long-term Career Development Utilization Strategy

For foreign IT engineers building long-term careers in Japan, resident certificates hold strategic meaning beyond mere administrative documents.

Since resident certificates play important roles at each career stage including permanent residence acquisition, family sponsorship, and entrepreneurship/independence, understanding long-term utilization strategies is important.

Preparation for Permanent Residence Applications

When your career as an IT engineer stabilizes and you consider long-term residence in Japan, permanent residence acquisition becomes an important option.

In permanent residence applications, past resident certificates and deleted resident certificates are utilized as important evidence documents to prove continuous residential status.

Permanent Residence Applications

Generally require detailed proof of residence history for the past 10 years (shortened for highly skilled professionals). At this time, address history in resident certificates plays an important role in accurately showing residence periods at each address.

Points to Note

Deleted resident certificates (resident certificates deleted due to moving out) have limited retention periods.

Many municipalities set deletion certificate retention periods at 5 years, so if you’re considering permanent residence applications in the future, it’s recommended to obtain resident certificates at relevant addresses before moving out and store them personally.

Reference: Immigration Services Agency: Permanent Residence Permit Applications

Utilization in Family Sponsorship Procedures

When your career as an IT engineer stabilizes and you sponsor family members to Japan, resident certificates also become important certification documents.

For spouse visa and dependent visa applications, resident certificates are required to prove the residential status and life stability of the sponsor (the IT engineer).

Family Sponsorship Applications

Require detailed proof of household economic conditions and residential environment. At this time, household composition and residential information recorded on resident certificates become important examination materials.

To prove sufficient residential space, submitting resident certificates along with housing contracts can demonstrate that family members can live in appropriate environments.

Reference: Immigration Services Agency: Dependent

When Sponsoring Spouses

It’s necessary to prove marriage facts and continuous marital relationships.

For Japanese spouse cases, family register extracts are primary certification documents, but for marriages between foreign nationals, household composition records on resident certificates become important evidence.

Since spousal relationships are recorded on resident certificates after marriage registration, they can be utilized to prove continuous marital relationships.

Reference: Immigration Services Agency: Spouse of Japanese National

When Sponsoring Children

Resident certificates are utilized to prove parental authority and dependency relationships. Particularly when family composition is complex due to divorce or remarriage, resident certificate household composition records can clearly show current family relationships.

Foundation Documents for Entrepreneurship and Independence

When aiming for entrepreneurship or independence utilizing your experience as an IT engineer, resident certificates are utilized as important documents proving business foundations.

During company establishment registration procedures and various business permit applications, resident certificates are required as residence verification for representatives.

During Corporate Establishment

It’s necessary to record the representative director’s address in the corporate registry. Resident certificates are used as address verification at this time, becoming fundamental information that guarantees company credibility.

Particularly for foreign entrepreneurs, resident certificate status of residence information becomes an important examination element to prove that their status of residence is suitable for business management.

Freelance

When starting individual business as a freelance IT engineer, resident certificates may be required for business opening notifications to tax offices.

Also, in contracts with client companies, resident certificate submission may be required as identity verification for individual business operators.

In transactions with major companies, strict identity verification is conducted for security reasons, making resident certificates important credit certification documents.

Bank Financing

When receiving bank financing for business expansion, resident certificates also become important examination documents.

Financial institutions emphasize borrowers’ residential stability and community connections in loan examinations, so proving long-term residence at the same address through resident certificates may work favorably in loan examinations.

Status of Residence Changes

When changing status of residence from “Engineer/Specialist in Humanities/International Services” to “Business Manager” resident certificates also become important certification documents. To demonstrate business continuity and stability, proving residential status for a certain period through resident certificates is required.

Reference: Immigration Services Agency: Status of Residence Change Permit Applications

Employee Hiring

When business gets on track and you hire employees, resident certificates may be required for business owner procedures in labor insurance and social insurance.

Particularly when hiring foreign employees, resident certificates are utilized to prove the business owner’s own residence status.

10. Learning About Japan’s Resident Certificates Is Essential for Foreign Engineers

For foreign IT engineers, resident certificates are important strategic tools from job hunting to long-term career development.

By practicing the seven points in this article – time and cost reduction through convenience store issuance, appropriate selection of recorded items, and systematic acquisition timing – you can simultaneously achieve procedural efficiency and future preparation.

Make resident certificates your ally and succeed in your IT engineering career in Japan.