Japan Relocation Checklist for Foreign Nationals—Complete Timeline-Based Guide to Essential Tasks Before and After Arrival

Successful relocation to Japan starts with planning that begins three months before your arrival date. Working backward from your target date ensures a smooth transition. At this stage, you need to complete five key tasks: obtain your visa, secure temporary housing, transfer initial funds, arrange an international moving company, and prepare to cancel services in your home country.

Visa acquisition is the most time-consuming process. The required documents and processing time vary depending on your visa type—work visa, student visa, spouse visa, or business management visa. For a work visa, your employer must apply for a Certificate of Eligibility (COE) at the immigration office. COE issuance typically takes 1 to 3 months, or 3 to 6 months during peak seasons. After receiving your COE, you then apply for your visa at the Japanese embassy or consulate in your home country, which requires an additional 5 to 10 business days for visa issuance.

For temporary housing, separate your strategy into two parts: immediate accommodation after arrival (hotel, Airbnb, company housing, guest house) and your permanent rental apartment. If you proceed with a rental contract before arrival, you can use online apartment viewings, electronic contracts, and online guarantor company screening to begin occupancy upon arrival. Increasingly, guarantor companies approve applications before arrival if you submit your Certificate of Eligibility or employment contract.

For your initial fund transfer, estimate your first-month expenses—rent, security deposit, key money, agency fee, guarantor fee, fire insurance, moving costs, and living expenses—at approximately ¥500,000 to ¥1,000,000. Arrange a wire transfer from your home country bank to a designated Japanese account (via your employer, a friend, or your embassy) before departure. Since you can only open a Japanese bank account after arrival, plan to rely on cash and credit cards for first-month payments.

Two to One Month Before Arrival—Document, Communication, and Shipping Preparation Stage

At this stage, you need to obtain documents that can only be issued in your home country and arrange communication and shipping services you'll need immediately upon arrival.

Prepare English translations or apostille-certified copies of documents available only in your home country: birth certificate, marriage certificate (if bringing family), diploma (for student or work visas), and driver's license (if you plan to drive in Japan). You'll need these documents later for visa renewal, spouse permanent residence applications, and driver's license conversion. Obtain multiple copies before arrival to avoid the hassle of mailing documents back and forth with your home country's administrative offices.

For communication, pre-order a SIM card online that you can use immediately at your arrival airport (options include Rakuten Mobile, Sakura Mobile, Mobal, IIJmio, or povo). Japanese SIM cards can be picked up with your residence card or passport in three ways: airport counter, delivery to your accommodation, or convenience store pickup. You can choose from short-term SIM cards (about one month) to eSIM options designed for switching to long-term contracts later.

For international shipping, get quotes from two to three international moving companies (such as Nippon Express, Yamato International, or Sakura Moving International). You have three shipping options: sea freight (30-60 days), air freight (5-10 days), or a combination. Costs vary significantly based on whether you ship a full package (furniture, appliances) or a lighter version (clothing, documents only). Understanding Japan's customs clearance procedures in advance—presenting your residence card, passport, and inventory list—will minimize delays at customs.

One Week Before Arrival—Final Checklist and Emergency Contact Coordination

As your departure date approaches, confirm your packing list and establish emergency contact networks with family, friends, and your workplace in your home country.

Your essential packing list includes: passport (with visa attached), Certificate of Eligibility (needed for residence card issuance after arrival), cash (equivalent to ¥300,000–¥500,000), credit card (with chip, international use enabled), driver's license from your home country (if you plan to drive), health insurance documents (English medical records if you have pre-existing conditions), laptop and smartphone (with chargers and power adapters), clothing, and medications (prescription medications up to 90-day supply are permitted).

It's equally important to understand the arrival airport process. At Narita, Haneda, Kansai International, and Chubu Centrair airports, your residence card is issued immediately at immigration (regional airports may mail it later). Confirm your ground transportation options (airport bus, train, taxi) and route to your accommodation beforehand. Save your accommodation address in Google Maps or NAVITIME so you can navigate easily even if you arrive late at night or early in the morning.

Save emergency contacts on both your phone and paper: your employer's HR contact, your guarantor company's multilingual support line, your home country's embassy, Japan's police (110), emergency medical services (119), and the Japanese Foreign Ministry's registered residence office. Having backups in both formats ensures you can reach help if your phone dies.

First 14 Days After Arrival—Residence Registration and Bank/Communications Setup

You must complete resident registration at your municipal government office within 14 days of arrival. Bring your residence card, passport, and either your rental contract or proof of your residential address, then submit your notice of moving in. Upon completing resident registration, you can begin procedures for your resident ID card, national health insurance (optional), and my number (individual number card) notification.

Open a bank account after completing your resident registration. Choose from banks such as MUFG, Sumitomo Mitsui, Mizuho, Japan Post Bank, or Rakuten Bank, considering their foreign customer support, branch locations, and multilingual online banking. Japan Post Bank allows account opening even within three months of arrival, making it the safest initial choice. Sumitomo Mitsui and Rakuten Bank offer robust English interfaces.

For your communications setup, switch your SIM to a long-term contract, apply for home Wi-Fi (either fiber optic or a router that requires no installation), and decide whether you need a landline. Since fiber installation takes 2–4 weeks, the practical approach is to use a home router (Rakuten Mobile, WiMAX, or SoftBank Air) alongside your mobile connection.

Within One Month After Arrival—My Number, Driver's License, and Tax Setup

Your my number notification card (or individual number card) will arrive by mail 1–2 weeks after resident registration. Your my number is required for bank account opening, tax procedures, and health insurance registration. Once you receive it, protect it immediately by storing it safely and keeping a copy in cloud storage.

Converting your driver's license from your home country to a Japanese license requires either direct conversion (no practical test) or written and practical exams, depending on your country. Direct conversion is available for drivers from Switzerland, Germany, France, Taiwan, South Korea, and Australia. Drivers from the US, China, India, and other countries must pass both exams. Visit your local driving license testing center with your residence card, passport, home country license, driving history certificate (obtained from your home country), photo, and fee.

Regarding taxes: if you're a salaried employee, your employer handles tax withholding so no special procedures are needed in your first month. However, if you're self-employed, freelance, or have multiple income sources, file a business startup notification at the tax office. Resident tax is calculated based on the previous year's income and is levied starting in June the following year, so most foreign nationals are effectively tax-free in their first year.

Within Three Months After Arrival—Establishing Your Life and Enrolling in Insurance and Pension

By the three-month mark, your daily life should be in full swing, ideally with completed enrollment in health insurance, pension, and various membership services.

Health insurance divides into two categories: company health insurance (social insurance) for salaried employees and national health insurance from your municipality for the self-employed, unemployed, and students. Your employer typically handles social insurance enrollment, so you just submit required documents (residence card, my number, dependent family documents) after resident registration. National health insurance requires you to enroll at your municipal office, and premiums are calculated based on your previous year's income.

Pension enrollment is mandatory for residence card holders age 20 to 59. Salaried employees covered by employers' employee pension insurance have contributions deducted from their salary automatically. All others enroll in the national pension. Understanding the lump-sum withdrawal system (partial refund of contributions upon return to your home country after 5 or more years of enrollment) helps minimize financial loss when you eventually return home.

Setting up automatic payment for utilities (electricity, gas, water), creating a credit card (consider options like Rakuten, Sumitomo Mitsui, or JCB cards based on foreign customer support), registering for library, community center, and sports facility memberships, signing up for convenience store loyalty cards, and enrolling in point programs (Rakuten, T-Point, Ponta, etc.) will significantly enhance your daily convenience.

Your first three months in Japan will be an intense period of paperwork and procedures, but working through this checklist systematically will ensure you don't miss anything as you build your new life. The key to a stress-free start is avoiding the temptation to complete everything at once. Instead, prioritize tasks in chronological order and tackle them step by step.