Paperwork Meets New Beginnings
When you imagine moving to Japan, you might see cherry blossoms, steaming bowls of ramen, or quiet temple courtyards.
However, before that dream begins, paperwork must come first.
As someone born and raised in Japan, I’ve helped many foreigners — from teachers to retirees — start their lives here. At first, the process can seem overwhelming, but with the right guidance, it becomes surprisingly manageable.
One of my Canadian teachers, Chris, once laughed and said,
“I thought the hardest part would be learning Japanese. It turned out to be figuring out which documents to bring!”
If you’re in your 40s, 50s, or 60s and planning a fresh start in Japan, this step-by-step guide will help you prepare every essential document — calmly and confidently.
Step 1: Gather Your Core Immigration Documents
1. Passport
Your passport must stay valid for the entire time you plan to live in Japan — ideally at least one year before expiry.
Renewing early saves you the stress of mailing it home later.
Pro Tip from Aya: One of my American employees almost lost his visa approval because his passport was due to expire in 10 months. Renewal in advance avoids weeks of panic.
2. Certificate of Eligibility (COE)
Your Certificate of Eligibility (COE) is the foundation of your visa. It’s issued by Japan’s Immigration Services Agency (ISA) and confirms you meet all conditions for your visa type.
Usually, your employer or school in Japan applies for it on your behalf. Once you receive the original COE, send it with your visa application to your nearest Japanese embassy or consulate.
🗂️ Official site: Immigration Services Agency of Japan (ISA)
Pro Tip: Make a color scan of your COE before mailing it — it’s much easier to replace if you have a digital copy.
3. Visa Application
When applying for your visa, gather these:
- Your original COE
- A passport-sized photo (4 cm × 3 cm, white background)
- Your valid passport
- Completed visa application form
🗂️ More info: Ministry of Foreign Affairs – Visa Section
If you’re in your 40s or 50s with a strong career history, consider Japan’s Highly Skilled Professional (HSP) Visa.
It provides a 5-year stay, a fast-track to permanent residency (as little as one year), and even work rights for your spouse.
🔗 Related post: Japan HSP Visa 2025: Fast-Track Residency for Professionals
After You Apply
Once your visa is approved, keep copies of your passport, COE, and visa together in a folder.
You’ll present them again when receiving your Residence Card at the airport.
Step 2: Bring Key Employment and Financial Papers
Japan values organization and accountability. For older applicants, demonstrating financial stability makes a strong impression.
You’ll need:
- Bank statements (past 3–6 months)
- Proof of income, pension, or savings
- Tax certificates (if self-employed or retired)
- Employment contract (if sponsored)
- Pension or retirement benefit documents
When my British colleague Sarah moved here at 55 to teach, she told me:
“Having my pension paperwork ready made the city office visit so much smoother. They respected that I came prepared.”
💱 Recommended Resource: Send Money Safely
When transferring savings or paying deposits, I recommend Wise — it’s fast, secure, and far cheaper than traditional banks. My foreign teachers use it for everything from rent to tuition payments.
Step 3: Documents for Daily Life in Japan
After you land, your new life officially begins. During your first week, you’ll complete a few key steps that connect you to daily life in Japan.
1. Residence Card (在留カード / Zairyū Card)
At major airports such as Narita, Haneda, Kansai, or Chubu, your card will be issued at immigration.
If you arrive through a smaller airport, it will be mailed to you after you register your address.
Always keep it with you — it’s your legal ID in Japan and required for everything from opening a bank account to signing a phone plan.
2. Residence Registration (住民票 / Jūminhyō)
Within 14 days of moving into your new home, visit your local city hall to register your address.
Bring:
- Passport
- Residence Card
- Lease or proof of residence
Note: One of my Vietnamese employees once forgot to register on time. It delayed her health insurance enrollment for weeks. Don’t let that happen — registration is quick and free.
3. My Number Card (マイナンバーカード)
Next, apply for your My Number Card, Japan’s national social-security and tax ID.
Although optional, I strongly recommend it — you’ll use it for taxes, healthcare, and banking.
🗂️ Info: Digital Agency Japan – My Number Overview
Your First Week in Japan
Focus on completing these two steps: address registration and My Number Card.
They unlock everything else — from bank accounts to National Health Insurance. Once they’re done, you’ll truly feel settled in your new neighborhood.
When I first helped one of my teachers register her address in Niigata, she smiled at how polite the staff were — bowing even as they stamped forms.
“It was the most graceful paperwork I’ve ever seen,” she said.
Japan’s bureaucracy can feel formal, yet it’s also deeply human once you experience it.
Step 4: Health Insurance & Medical Preparation
Japan’s healthcare system is excellent, but you must join the correct plan to use it smoothly.
For Full-Time Employees
If you work full-time, your company will automatically register you in Employees’ Health and Pension Insurance (社会保険 / Shakai Hoken).
Premiums are deducted from your salary, and it also contributes to your future pension — convenient and reliable.
For Retirees, Self-Employed, or Part-Time Workers
If you’re retired, self-employed, or working part-time, register for National Health Insurance (国民健康保険 / Kokumin Kenko Hoken) at your city office.
Bring your passport, Residence Card, and proof of address or income.
🗂️ Reference: Ministry of Health, Labour and Welfare – Health Insurance
A Crucial Tip: Bring These Medical Records from Home
For anyone over 40, this step is essential:
- A list of prescriptions (use generic names)
- A doctor’s letter explaining ongoing treatments
- Copies of major medical records
In Niigata, where winters are cold and clinics can be small, I’ve seen how vital it is to have these papers ready — it’s peace of mind you can carry in your luggage.
One teacher once arrived with only digital files; her clinic couldn’t open them, and she spent a week getting replacements. Paper copies matter.
🧳 Temporary Coverage Option
If your company plan or NHI won’t begin right away, consider a short-term expat policy.
Many of my foreign staff used SafetyWing during their transition — it’s affordable, easy to extend monthly, and valid in Japan.
Step 5: Banking & Pension Setup
Opening a bank account in Japan requires:
- Residence Card
- My Number card or notice
- Japanese phone number
- Inkan (personal seal) — though some banks accept signatures now
Foreigner-friendly banks: Japan Post Bank, Shinsei Bank, and Sony Bank.
Pro Tip: Create labeled folders for each document (Bank, Insurance, Pension). Japanese staff truly appreciate neat organization — it shows respect and helps communication.
🔗 Related post: How to Transfer Pension Money to Japan with Wise (2025)
Step 6: Driving, Family & Education Documents
Driving in Japan
Bring your:
- Original driver’s license
- Japanese translation (available via JAF)
- International Driving Permit (valid for one year)
🔗 Related reading: Do Foreigners Need a Car in Japan? 2025 Retirement Guide
Family and Education Papers
If you’re moving with your spouse or children, prepare:
- Marriage certificate
- Birth certificates
- School transcripts
Always bring originals and certified Japanese translations. Accuracy matters at local offices.
An Australian teacher I assisted in Niigata quickly enrolled her daughter in school because she arrived with perfectly translated documents — the staff called her “the most prepared newcomer of the year.”
Step 7: Digital & Backup Copies
Before your flight:
- Scan every major document (passport, visa, COE, certificates).
- Save them securely in Google Drive or an encrypted USB.
- Keep photocopies in your carry-on, separate from originals.
When one of my teachers lost his wallet in Tokyo, those backups saved hours of paperwork.
“It was the only reason I didn’t panic,” he said.
Step 8: Final Pre-Departure Checklist
✅ Double-check:
- Passport & visa validity
- Flight and accommodation info
- Health-insurance coverage date
- Address written in both English and Japanese
- Emergency contacts
✅ Create an “Arrival Folder” with:
- Flight and accommodation info
- Immigration and insurance forms
- Copies of ID documents
This single folder will make your first week far smoother — especially when jet lag hits.
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Start Prepared, Live Fully
Moving to Japan in midlife isn’t just relocation — it’s reinvention.
Yes, the paperwork can feel endless, but each form brings you closer to peace of mind.
Having grown up on Sado Island, I’ve seen how Japan’s systems balance order and care.
For newcomers, that order may feel intimidating at first — yet once you settle in, it becomes a source of calm stability.
I’ve watched countless foreign friends and teachers go from anxious newcomers to thriving residents, and every one of them says:
“Once the documents were done, Japan finally felt like home.”
So take it one paper at a time. With each completed form, you’re already building your new life.
Welcome to Japan — your next great adventure awaits.
