Expatriate moving checklist for Japan: complete guide with tasks and documents

Moving to Japan as an expatriate requires careful planning, especially in 2026, where visa and rental timelines remain tight. This expatriate moving checklist for Japan covers all essential steps: from legal procedures to cultural adaptation, including housing and transport. Use this list in Foco to organize each phase with reminders, priorities, and attached notes (such as contract photos or call recordings with agencies).

Japan has key seasons that affect moving: avoid arriving in March-April (start of the fiscal and school year) or September (typhoon season), when rentals and flights are more expensive. If your visa depends on a job contract, start the process at least 3-4 months in advance, as the Japanese embassy in your country may take weeks to process it. For housing, many real estate agencies require a Japanese guarantor or a deposit equivalent to 3-6 months' rent.

How to use this checklist in Foco

Create a project called 'Move to Japan' in Foco and assign a distinctive color (e.g., red for legal procedures, blue for housing). Use the Kanban view to organize tasks into columns like 'Documents', 'Housing', 'Transport', and 'Adaptation'. In the List view, group tasks by deadlines: 'Urgent (1-2 months)', 'Short term (3 months)', and 'Long term (6+ months)'. Set reminders for key dates (e.g., visa renewal) and attach notes with contract photos or call recordings with agencies. If you dictate tasks using Burst, Foco will automatically detect deadlines and priorities.

• Schedule an appointment at the Japanese embassy or consulate to apply for a work, student, or spouse visa (requires a valid passport, completed form, recent photo, and specific documents depending on the visa type, such as an employment letter or university enrollment)
• Translate into Japanese and legalize personal documents (birth certificate, criminal record certificate, university degree, and, if applicable, marriage or divorce certificate) at the Japanese embassy or a recognized notary
• Purchase international health insurance with coverage in Japan or verify if your employer provides national insurance (mandatory for city registration upon arrival)
• Arrange temporary accommodation for the first 2-4 weeks (e.g., Airbnb, guesthouse, or monthly hotel) while searching for permanent housing, avoiding high-demand areas like Shibuya or Shinjuku
• Contact 3-5 Japanese real estate agencies (e.g., Minimini, UR Housing, or local agencies) to find an apartment, requesting contracts without a Japanese guarantor if you don’t have one (some agencies accept additional deposits)
• Prepare documents for renting in Japan: passport copy, visa, employment contract, proof of income (last 3 months), and, if possible, a recommendation letter from an employer or university
• Open a bank account in Japan (requires passport, visa, residence card, and personal seal 'inkan' or 'hanko'; banks like Japan Post Bank or SMBC are common options for foreigners)
• Register at your city’s ward office within 14 days of arrival (requires passport, visa, registration form, and, in some cases, a rental contract or proof of employment)
• Apply for a tax identification number (My Number) at the ward office, necessary for procedures like opening a bank account, signing service contracts, or working legally
• Set up basic utilities for your home: electricity (e.g., TEPCO), gas (e.g., Tokyo Gas), water, and internet (companies like SoftBank or Nuro offer packages for foreigners)
• Purchase a SIM card or mobile plan with unlimited data (options like Sakura Mobile or Mobal are popular among expatriates; avoid long-term contracts if your stay is temporary)
• Enroll in a basic Japanese course (in-person or online) to learn essential phrases and daily-use kanji (schools like Coto Language Academy or platforms like JapanesePod101 are helpful)
• Research and join expatriate networking events in your city (e.g., Meetup, Internations, or Facebook groups like 'Foreigners in Tokyo') to make contacts and receive local advice
• Buy a train or bus ticket from the airport to your temporary accommodation (use apps like Japan Transit Planner or Google Maps to plan routes; avoid taxis due to high costs)
• Prepare a survival kit for the first few weeks: plug adapters (type A/B), personal hygiene products (some Western brands are hard to find), and basic medications (consult your doctor on what to bring)
• Visit a local health center to get vaccinated if necessary (e.g., seasonal flu or COVID-19, depending on the season) and obtain a translated medical certificate if your employer requires it
• Learn basic Japanese etiquette: how to use public restrooms, separate trash (strict rules by district), and behaviors in public transport (e.g., no phone calls on the train)
• Create an emergency list with local contacts: your country’s embassy, nearby hospitals with English support, and emergency numbers (110 for police, 119 for ambulance)
• Review your visa renewal dates and set reminders in Foco to start the process at least 2 months in advance (renewal requires updated documents, such as an employment contract or university enrollment)