Living in Japan means dealing with paperwork — and Japanese government forms are exclusively in Japanese. Whether you're registering your address, filing taxes, or applying for health insurance, knowing the right kanji makes the difference between a smooth visit and hours of confusion. This guide covers every document you're likely to encounter.
Common Form Fields (共通の記入欄)
Almost every Japanese government form shares these standard fields. Learn these first — they appear everywhere.
| Kanji | Reading | Meaning |
|---|---|---|
| 氏名 | しめい | Full name |
| 住所 | じゅうしょ | Address |
| 生年月日 | せいねんがっぴ | Date of birth |
| 性別 | せいべつ | Gender |
| 男 | おとこ | Male |
| 女 | おんな | Female |
| 国籍 | こくせき | Nationality |
| 電話番号 | でんわばんごう | Phone number |
| 署名 | しょめい | Signature |
| 印鑑 | いんかん | Personal seal / stamp |
| 記入日 | きにゅうび | Date of filling |
| フリガナ | フリガナ | Reading of name (katakana) |
Residence Card (在留カード)
Every foreign resident in Japan carries a 在留カード. Here's what each field on the card means.
| Kanji | Reading | Meaning |
|---|---|---|
| 在留カード | ざいりゅうカード | Residence card |
| 在留資格 | ざいりゅうしかく | Status of residence (visa type) |
| 在留期間 | ざいりゅうきかん | Period of stay |
| 在留期間満了日 | ざいりゅうきかんまんりょうび | Expiration date |
| 就労制限の有無 | しゅうろうせいげんのうむ | Work restrictions |
| 資格外活動許可 | しかくがいかつどうきょか | Permission for activities outside status |
| 番号 | ばんごう | Card number |
City Hall Forms (市区町村役場)
City hall (市役所 / 区役所) is where you handle address registration, resident certificates, and seal registration.
| Kanji | Reading | Meaning |
|---|---|---|
| 転入届 | てんにゅうとどけ | Moving-in notification |
| 転出届 | てんしゅつとどけ | Moving-out notification |
| 転居届 | てんきょとどけ | Change of address (same city) |
| 住民票 | じゅうみんひょう | Residence certificate |
| 戸籍 | こせき | Family register |
| 印鑑登録 | いんかんとうろく | Seal registration |
| 印鑑証明書 | いんかんしょうめいしょ | Seal registration certificate |
| 届出 | とどけで | Notification / filing |
| 申請書 | しんせいしょ | Application form |
| 窓口 | まどぐち | Service counter |
Tax Forms (税金関連)
Tax season in Japan runs from February 16 to March 15. Here are the kanji you'll encounter on tax documents.
| Kanji | Reading | Meaning |
|---|---|---|
| 確定申告 | かくていしんこく | Final tax return |
| 源泉徴収票 | げんせんちょうしゅうひょう | Withholding tax certificate |
| 所得 | しょとく | Income |
| 給与 | きゅうよ | Salary |
| 控除 | こうじょ | Deduction |
| 納税 | のうぜい | Tax payment |
| 還付 | かんぷ | Tax refund |
| 住民税 | じゅうみんぜい | Resident tax |
| 所得税 | しょとくぜい | Income tax |
| 扶養控除 | ふようこうじょ | Dependent deduction |
Health Insurance (健康保険)
Japan's universal healthcare system requires everyone to have insurance. Here are the key terms.
| Kanji | Reading | Meaning |
|---|---|---|
| 健康保険 | けんこうほけん | Health insurance (employer) |
| 国民健康保険 | こくみんけんこうほけん | National Health Insurance (self-employed) |
| 保険証 | ほけんしょう | Insurance card |
| 被保険者 | ひほけんしゃ | Insured person |
| 自己負担 | じこふたん | Out-of-pocket cost |
| 負担割合 | ふたんわりあい | Cost-sharing ratio |
| 高額療養費 | こうがくりょうようひ | High-cost medical expense benefit |
Pension System (年金)
Japan's pension system (年金) is mandatory for all residents aged 20-59.
| Kanji | Reading | Meaning |
|---|---|---|
| 年金 | ねんきん | Pension |
| 国民年金 | こくみんねんきん | National Pension |
| 厚生年金 | こうせいねんきん | Employees' Pension |
| 年金手帳 | ねんきんてちょう | Pension handbook |
| 基礎年金番号 | きそねんきんばんごう | Basic pension number |
| 脱退一時金 | だったいいちじきん | Lump-sum withdrawal (for leaving Japan) |
My Number System (マイナンバー)
Japan's individual number system is increasingly integrated into government services.
| Term | Reading | Meaning |
|---|---|---|
| マイナンバー | マイナンバー | My Number (individual ID number) |
| マイナンバーカード | マイナンバーカード | My Number Card (physical ID) |
| 通知カード | つうちカード | Notification card |
| 個人番号 | こじんばんごう | Individual number |
| 暗証番号 | あんしょうばんごう | PIN code |
| 電子証明書 | でんししょうめいしょ | Electronic certificate |
Related Reading on Kanjijo
Frequently Asked Questions
When moving to a new city, submit a 転入届 (moving-in notification) at the city/ward office. Bring your 在留カード (residence card), passport, and 転出証明書 (moving-out certificate) from your previous city. You'll receive a 住民票 (residence certificate) after registration.
マイナンバー is Japan's individual identification number system. Every resident receives a 12-digit number. The physical card serves as official ID, enables online tax filing, and provides access to government services. While not mandatory to carry, having the card simplifies many administrative tasks.
Most forms share standard fields: 氏名 (full name), 住所 (address), 生年月日 (date of birth — use Japanese era like 令和8年), 性別 (gender), 国籍 (nationality), 電話番号 (phone), and 署名 (signature). Some require 印鑑 (personal seal) instead of a signature.
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