Getting a Residence Certificate in Yokohama

Confirm the exact document required before applying

If an employer or school asks you for proof from your resident record, first ask whether it needs a copy of the resident record or a certificate of items stated in the resident record. Also confirm whether the certificate must cover the whole household or only certain people, which items must be shown, how many copies are required, any requirement concerning the submission or issue date, and whether the organization has its own form.

This is a preparation checklist for applying in Yokohama, not a rule that every employer or school in Japan requests the same information. If your company or school provides its own form for a certificate of items stated in the resident record, complete the required parts and bring that form when applying at the counter.

Prepare the application form and identification for a counter visit

People registered as residents of Yokohama can request certificates at ward offices and administrative service corners within Yokohama. For a counter application, prepare the application form and an acceptable identification document. Examples of identification include a residence card and a special permanent resident certificate. A My Number Card is therefore not the only possible identification method for a counter request.

Sharing an address does not necessarily mean sharing a household on the resident record. The person concerned or a member of the same registered household can apply without a letter of authorization. Anyone outside that household, including someone at the same address but registered separately, should check the proxy-application requirements, such as a letter of authorization. A representative cannot always receive the certificate at the counter, so check Yokohama's official guidance for the certificate you need.

Use online or convenience-store services only when the conditions fit

For an online application, the applicant must use their own My Number Card and have a valid electronic certificate for digital signatures, together with a compatible device, the required application software, and a supported payment method or other required payment conditions. The certificate is then mailed to the applicant's registered residential address. The service is not an instant PDF download, and it should not be treated as a same-day pickup service.

Convenience-store issuance requires the person's own My Number Card and a valid electronic certificate for user authentication. This is different from the digital-signature certificate used for online applications. The certificate is issued from a multifunction copier at a supported store, but some certificates cannot be issued this way. If you need a certificate of items stated in the resident record with selected items only, use a counter or postal application instead. At convenience stores, the copy of the resident record and the certificate of items stated in the resident record contain the same recorded information.

Checklist before you contact the service

• Confirm the exact certificate name and number of copies required
• Ask whose information and which recorded items must appear
• Bring the employer or school form if a designated form is required
• Check online and convenience-store eligibility separately before applying