Japan relocation checklist 2026: visa, legal steps, and expat essentials

Moving to Japan in 2026 demands careful planning, especially if you want a smooth relocation. This checklist for moving to Japan covers all the essential steps: from Japan visa requirements to city registration, apartment hunting, opening a bank account, and adapting to the local work culture. Japan has strict deadlines and procedures that vary by prefecture, so starting early is crucial. Use this Japan relocation guide for expats to track each phase and avoid delays in your move.

Key considerations before relocating to Japan in 2026

Japan has peak seasons that impact relocation: avoid moving during Golden Week (late April to early May) or Obon (mid-August), as offices close and housing options become scarce. Visa processing times, such as for the Engineer/Specialist in Humanities/International Services or Highly Skilled Professional visas, can take up to 3 months, so begin at least 6 months in advance. This guide includes steps for registering as a foreigner in Japan, opening a bank account without a My Number (common for new arrivals), and navigating the public and private healthcare systems.

If you use Foco to organize your move, create a work called 'Move to Japan' and assign each task with start and due dates. Use the Calendar view to track deadlines like immigration appointments or health insurance enrollment, and the Kanban view to group tasks by stage (e.g., 'Before Travel', 'First Month in Japan'). Voice capture is helpful for reminders like 'Call the embassy to confirm visa documents' or 'Research housing agencies in Tokyo for foreigner-friendly leases'.

• Verify eligibility and requirements for your specific visa type (e.g., Engineer, Highly Skilled Professional, Student) on the official Immigration Services Agency of Japan website. Prepare documents: valid passport, visa application form, passport-sized photo, Certificate of Eligibility (COE), employment contract or university acceptance letter, and proof of financial stability (bank statements or sponsorship letter).
• Request the Certificate of Eligibility (COE) through your employer or educational institution in Japan; this process can take 1 to 3 months and is mandatory for most visas.
• Submit your visa application at the Japanese embassy or consulate in your country with the COE, passport, and additional documents (e.g., criminal background check or medical certificate, depending on the visa type).
• Book your flight at least 2 weeks after your visa approval to coordinate your arrival and avoid issues with the COE validity (typically 3 months from issuance).
• Arrange temporary accommodation for your first 2-4 weeks (e.g., Airbnb, guesthouse, or monthly hotel) while searching for a permanent home. In cities like Tokyo or Osaka, leases for foreigners often require a Japanese guarantor or 3-6 months’ deposit.
• Purchase international travel insurance covering health and repatriation for your first 30 days in Japan, as national health insurance won’t be active until you complete city registration.
• Prepare certified copies of essential documents: passport, visa, COE, employment contract or university enrollment letter, and official Japanese translations of birth or marriage certificates (if applicable).
• Upon arrival in Japan, register at your local municipal office within 14 days. Bring your passport, visa, COE, foreign resident registration form (available at the office), and proof of address (lease agreement or landlord’s letter).
• Apply for your Residence Card at the airport upon arrival (if landing at Narita, Haneda, Kansai, or Chubu) or at the local immigration office if arriving at another airport. This card is required for opening a bank account or signing a phone contract.
• Obtain your My Number (tax identification number) at the municipal office when registering as a resident. This number is necessary for opening a bank account, setting up utilities, and accessing healthcare.
• Open a bank account in Japan. The most foreigner-friendly banks include Japan Post Bank, Shinsei Bank, and SMBC Prestia. Bring your passport, Residence Card, My Number (if available), proof of address, and a personal seal (hanko), though some banks accept signatures instead.
• Set up a mobile phone plan with a provider that accepts foreigners (e.g., SoftBank, Docomo, or Rakuten Mobile). Bring your passport, Residence Card, and, in some cases, an international credit card for the deposit.
• Enroll in the National Health Insurance (NHI) at your municipal office. Monthly costs vary based on income (approximately 20,000-40,000 JPY in 2026) and cover 70% of medical expenses. If your employer offers social insurance, coordinate to avoid duplicate coverage.
• Register for the Japanese pension system (Kosei Nenkin) if your visa is work-related. Your employer may handle this, but verify it’s active to avoid penalties. Students can apply for a temporary exemption.
• Search for permanent housing: contact real estate agencies that work with foreigners (e.g., UR Housing, Leopalace, or Mini Mini), compare lease terms (avoid those requiring a Japanese guarantor if unavailable), and prepare the deposit (typically 1-6 months’ rent).
• Set up utilities in your new home: electricity (TEPCO or local providers), gas (usually Tokyo Gas or Osaka Gas), water (managed by the municipality), and internet (e.g., Nuro Hikari or SoftBank Hikari). Some services require a technician visit, so schedule in advance.
• Learn the basics of public transportation: purchase a Suica or Pasmo card for trains and buses, download apps like Japan Transit Planner or Google Maps for routes, and familiarize yourself with schedules (last trains typically depart before midnight).
• Attend orientation for new employees (if applicable) or your university’s welcome program. In Japanese companies, expect training on workplace culture, hierarchies, and etiquette (e.g., honorifics, punctuality, and meeting protocols).
• Join expat groups on social media (e.g., Tokyo Dev, Foreigners in Osaka, or Meetup Japan) for local advice, recommendations for English-speaking doctors, and networking events.
• Learn key Japanese phrases for daily tasks (e.g., 'Sumimasen, eigo ga hanasemasu ka?' to ask if someone speaks English) and download translation apps like Google Translate or DeepL for emergencies.
• Note the deadline for renewing your visa (usually 3 months before expiration) and prepare updated documents (e.g., employment contract, income proof, or university enrollment verification).