Residence Registration/Moving(part2) -Sendai Living Information-

• Ward Office (Family and Resident Registration Section/戸籍住民課 Koseki-Jumin-ka) or General Branch (Taxation and Resident Registration Section at Miyagi General Branch, Tax and Resident Affairs Section at Akiu General Branch/税務住民課 Zeimu-Jumin-ka)

(Hours: 8:30 a.m. to 5:00 p.m. (weekdays))

• Sendai Station Service Center

(Hours: 8:30 a.m. to 7:00 p.m. (weekdays), 8:30 a.m. to 5:00 p.m. (weekends). Closed on the 3rd Saturday of each month, the following Sunday, holidays, or observed holidays)

• Certificate Issuance Center

(Hours: 9:00 a.m. to 5:00 p.m.)

The individual in question or a member of the same household

Proxy (Letter of attorney of the individual in question is required)

Those who have the right or obligation to request for a copy of the certificate (documents explaining why might be required) 

Identification documents such as one’s residence card, special permanent resident certificate, driver's license, etc. If applying by proxy, a letter of attorney is also needed.

300 Yen/copy

〒980-8675

Sendai City Mail Administration Center

3-7-1 Kokubuncho,Aoba-ku,Sendai

Sendai City Hall

〒980-8675

仙台市青葉区国分町3丁目7番1号　仙台市役所

仙台市郵送事務センター

 0570-053-101

The individual in question or a member of the same household

Proxy (Letter of attorney of the individual in question is required)

Those who have the right or obligation to request for a copy of the certificate (documents explaining why might be required) 

• Request form with the necessary items filled in

Request form

Link to PDF (for foreign residents) request form for copy of the Resident Record, etc. (for personal use, for applying both at service counters and via post) (PDF: 571KB)

Link to PDF of example (for foreign residents) request form for copy of the Resident Record, etc. (for personal use, for applying both at service counters and via post) (PDF: 611KB)

• Fixed amount postal money order or ordinary postal money order equivalent to the amount of fees required

*Fixed amount postal money orders and ordinary postal money orders can be purchased at the teller window of Japan Post Bank or at the Post Office. In order to ensure that no change will be needed, please include a postal money order with monetary value equivalent to that of the amount of fees required to obtain a copy of the Resident Record (excluding when the number of copies required is unclear). It is not necessary to fill in the information on the postal money order. As the period of validity for a postal money order is 6 months starting from the day when it was issued, please ensure that the postal money order attached is not expired.

*You may also pay for the fee using a currency registration

• Return envelope (with the recipient’s name and address written on and with the postage stamp put on)

*In principle, the returning address will be the current address of the applicant (current address as registered on the Resident Record or one’s identification documents)

If one would like to have the returning mail delivered to an address other than the current address of the applicant, they are required to write down the reason as to why an alternate address is being used, and the address that they would like the mail to be sent to, on the blank space found on the copies of identification documents. One must also write down the alternate address on the envelope. In this case, documents of evidence as to why the alternate address is an appropriate location for the returning mail to be sent to must be included along with one’s identification documents (E.g. If you would like to have the returning mail sent to your workplace instead, a copy of your worker’s ID which shows the address of your workplace, etc.). However, if there are no substantial reason as to why an alternate address must be used, or if no document of evidence was attached and there are doubts in regards to the alternate address, etc., the City of Sendai deemed one’s reasoning to be inappropriate, one’s request for the returning mail to be sent to an alternate address will be rejected, and the returning mail will be send to the current address of the applicant according to principle.

• Copies of identification documents of the person making the request

*1 copy of a photo ID issued by a public office (Residence Card, Special Permanent Resident Certificate, driver’s license, Individual Number Card), or 2 copies of identification documents that do not have photos on them (Health Insurance Card, Certificate of Long-term Care Insurance, etc.) should be included along with the request form

*If one were to use a copy of their Health Insurance Card as their identification document, protective measures such as covering up the insurer identification number and the insured person’s identification code and number with a piece of paper when photocopying, or blacking said numbers out on the photocopy with a marker, etc., should be taken

• Letter of attorney (if applying by proxy)

*Photocopied versions of the letter of attorney will NOT be accepted, as the signature or personal seal of the applicant is required

300 Yen/copy

It takes approximately 7 to 10 business days from when application documents were received for the certificate to be issued and sent out.

*Depending on factors such as postal condition and opening days of government offices, it might take longer for the certificate to be issued. Please apply with plenty of time to spare. (Suspension of weekend deliveries of ordinary mail and decrease in days of delivery are being enacted upon since October 2021 according to the Postal Act amendment)

*If there are any doubts surrounding the content of the application, or if the application documents attached were insufficient, the applicant will be contacted via phone call, etc. As the certificate will only be sent out after all incomplete information and incomplete documents have been submitted, it will take longer for the certificate to arrive (if the applicant cannot be reached, the application documents will be sent back to them).

*For those who need their certificate immediately, it will be possible for the returning mail to be sent back using express mail, if the applicant were to put on a stamp that covers the fees required for the express mail delivery service on the return envelope. In that case, one should make a note on the request form stating that they would like to have the returning mail be sent via express mail.