From Visa Applications to Settling In: Get Your Transition Right

Your Step-by-Step Guide to Moving to Japan for Work: Everything Expats Need to Know

Researching how to move to Japan? This 7 step guide will show you exactly what you need to do to arrive at the airport ready.

Updated on August 20th, 2024 | 8 min read

Table of Contents

STEP 1 – The documents you need
STEP 2 – Getting a Japanese Phone Number
STEP 3 – Apartment Search
STEP 4 – Getting your Residence Card
STEP 5 – Resident Registration
STEP 6 – Opening your Bank Account
STEP 7 – What to Expect In your First Few Months in Japan

Am I really ready for this?

I’m overthinking it. I think I’m all set. But also, moving to Japan, a place I’ve never been, with a language I barely speak. Big move. Crazy big move. Am I missing anything? Got anything wrong?

What if everything goes wrong?

No home, no money, no way to communicate. Could I really handle that?

I thought I was prepared

I had my job offer, my paperwork, and my bags packed. But as the day of my flight got closer and closer that anxiety started to bubble up – What if I forgot something crucial? What if I can’t adapt?

All these are real concerns that many expats have when moving to Japan. It’s totally normal to feel overwhelmed by such a big change. Moving to a different country with a completely different culture means things can easily go wrong if you’re not well-prepared.

But here's the good news

If you get your transition right, there is a whole new world of experiences waiting for you. From singing karaoke and drinking beer with salary men to living a brand new culture, connecting with locals and eating fresh sushi.

And that is exactly why we wrote this guide:

For you to check all the boxes and arrive at the airport confident. Knowing exactly what you need to do and how. With all the basic transitioning things sorted.

If you’ve got a job offer lined up and are ready to make the move, you’re in the right place. Here’s what you need to do next:

STEP 1 - The Documents you Need

Navigating Japan’s visa process is usually pretty straightforward, especially if you’re from countries like Australia, the UK, or the US. Here’s a quick rundown of what you’ll typically need:

Your Passport: Make sure it's valid for the entire duration of your visa.
Visa Application Form: Fill this out to start the process.
Proof of Financial Capability: A recent bank statement showing you can support yourself in Japan.
ERFS Certificate: This is a letter from a Japanese person, usually your employer, confirming they’ll support you financially during your stay.

These are the essentials, but depending on your visa type and job in Japan, you might need additional documents. Stay organized and double-check to avoid any last-minute surprises.

STEP 2 - Getting a Japanese Phone Number + Internet

When moving to Japan, securing a Japanese phone number is crucial. Just like at home, you’ll need a local number for a range of things—whether it’s setting up services, registering for accounts, or staying connected.

Japan has strict phone number regulations to combat spam, making it challenging to use a number from outside the country for SMS. The law mandates that to get a Japanese Voice SIM card, you must show identification in person. Here’s what you might need:

Make sure to research these requirements beforehand to avoid any complications.

PRO TIP:

Getting your Japanese phone number might take some time, but you’ll need internet access and roaming as soon as you arrive in Japan. Instead of getting a physical SIM card, many travelers now choose a digital eSIM. An eSIM is a digital version of a SIM card that you can download directly to your phone. It’s affordable, easy to set up online, and gives you instant internet access the moment you land—no need to wait in line at the airport. If you’re interested in exploring eSIM options, check out our plans here.

STEP 3 - Apartment Search

Here is where things start to get a bit more complicated. Finding an apartment in Japan can be tricky for two reasons:

Guarantor Requirement: Japan’s rental system often requires a joint guarantor. A guarantor is someone who takes responsibility for your rental obligations, such as unpaid rent or damages. If you don’t have Japanese friends or family who can act as a guarantor, you might need to find a guarantor company.
Foreign-Friendly Properties: It can be challenging to find properties that accept foreigners. Real estate agents specializing in foreigner-friendly properties can offer more options, so check in advance if the property accepts foreigners.

You’ll also need to decide whether to search for an apartment before arriving in Japan or after. Each option has its pros and cons:

Searching Before Arrival:

Pros: Avoids the need for temporary housing; allows for advance preparation.

Cons: Fewer options available; the property might differ from what you expected; some agents may charge higher fees.

Searching After Arrival:

Pros: You can inspect properties in person; more options available.

Cons: The process can be time-consuming; you may face delays due to tenancy examinations.

Once you secure an apartment, remember to file a moving-in notification with your municipal office within 14 days—an essential step in the Resident Registration process, which we’ll cover later. Also, be prepared to negotiate rental prices, as many landlords expect it.

Navigating these challenges might be difficult without local knowledge, so a specialized service can make all the difference. That’s why we recommend getting help from a brokerage assistance service.

Waking up in your cozy new apartment with a nice view of Tokyo is priceless – so it is crucial to get it right.

However, many brokerage services may only see things from a Japanese perspective, which might not fully address your needs as a foreigner. Our Apartment Search service bridges that gap. With a team of both foreigners living in Japan and Japanese locals, we understand both sides and work as your advocate to get you the best deals.

To learn more about how we can assist you, click here.

Key Takeaways:

The importance of submitting your move-in notice within 14 days cannot be overstated—so make sure not to miss it.
Don’t aim for perfection with your first room; it’s crucial to start living there as soon as possible.
Considering a serviced apartment temporarily is a viable option while searching for your ideal place.
If you decide to move to another municipality, be prepared to submit a new move-in notice and repeat the process.
If feasible, arrange your residence in Japan before arrival to avoid unexpected issues.
When signing your rental agreement, you might encounter “reikin”—one or two months’ rent paid in advance (and non-refundable). It’s common and not a scam, so don’t be alarmed.

STEP 4 - Getting your Residence Card (Zairyu Card)

The residence card, or Zairyu Card, is an essential ID for foreign residents in Japan. It displays your identification details, the duration of your stay, and your residency status (i.e., the activities you are permitted to engage in while in Japan).

Your residence card will be required for various tasks, such as opening a bank account, signing contracts for mobile phone services, and completing residence registration. It essentially functions as your ID for conducting official procedures with local authorities and entering into contracts.
Important Note: Your residence card will be issued to you upon arrival at the airport, so ensure you keep it handy.

STEP 5 - Resident Registration

With your Residence Card and a place to stay, it’s time to complete your resident registration at the city or town hall. Here’s what you need to know:

Timeline: You must complete your residence registration within 14 days of establishing your address.
Documents Needed: Bring your Residence Card and Passport. If you’re moving with family, include marriage or birth certificates.
My Number Card: During registration, you’ll receive a “My Number Card.” This 12-digit number functions similarly to a Social Security Number and is required for medical services, tax filings, international money transfers, and opening a bank account.

STEP 6 - Opening your Bank Account

Opening a bank account in Japan can be a bit tricky for foreigners. Traditional banks may not be too friendly to foreigners, so we recommend you to find a foreigner-friendly bank. So it’s best to choose a bank known for being foreigner-friendly. We recommend:

Japan Post Bank
Shinsei Bank
Rakuten Bank

Different banks may require different documents, but generally, you’ll need:

Your Passport
Residence Card
Proof of Address
Phone Number
Your Hanko* (personal stamp)

*Hanko (or Inkan): This personal stamp is used in place of a signature for many official purposes in Japan, including banking, renting apartments, and government paperwork.

When opening your account, you’ll likely need to fill out an application form in Japanese. To ease the process, it’s a good idea to bring a Japanese friend or someone you trust to assist you.

STEP 7 - What to Expect In your First Few Months in Japan

Imagine the relief of knowing that everything is handled—housing, banking, documentation, and more.

Your apartment is secured, your bank account is set up, and you’ve got your local phone number. You’re ready to focus on your new job and enjoy all that Japan has to offer—from fresh sushi to serene temples.

As good as this sounds, the truth is that getting there isn’t always easy.

Handling all these details alone, with language and cultural barriers adding to the pressure, can be overwhelming.

You might find yourself struggling to fill out forms in Japanese at the bank or negotiating with a landlord who doesn’t speak English.

And while articles, Reddit posts, and YouTube videos provide some guidance, they can’t prepare you for every situation.

Japan opening its borders is still a relatively new process – so it is still bureaucratic and full of surprises, which trust me, can catch you off guard at the worst possible moment.

And while some expats still insist on going through this process by themselves, relying solely on research that can only get them half answers, some don’t leave their transition process to chance.

They get the clarity they need, putting an end once and for all to that lingering sense of doubt and uncertainty.

And most importantly, they allow themselves to fully enjoy the experience of exploring a new country and culture—something, unfortunately, not all expats get to do.

This level of expertise and peace of mind can’t be found online or by doing it yourself.

Without expert guidance, it’s easy to make mistakes that can lead to costly delays or missed opportunities.

Even small errors can be what separates you from messing up what could be the opportunity of a lifetime to having a fulfilling and enriching time in Japan.

“When you are alone in your apartment in Tokyo without a Japanese phone number and start to have problems with your credit card, all you want is to get things sorted. Knowing you have someone to call when you’re stuck in that situation is just priceless.”

That’s why we decided to provide hands-on, personalized assistance that ensures every detail is taken care of, so you can settle in quickly and stress-free.

We’ve successfully helped individuals just like you make a seamless transition to Japan.

I found them to be very generous with their time when it came to answering my questions and giving me advice. I found their advice to be very helpful too – there were a lot of random important things that I didn’t know about that they informed me on. They definitely made the process of moving to Japan much easier for me.

Male, 31, Australia

Student

Acquiring an apartment in Japan presents its challenges—not solely financial, but also due to the careful scrutiny of each tenant and the extensive paperwork processes, which can prove to be quite demanding. I wholeheartedly recommend the exceptional service provided by SSJ. Their meticulous attention to detail and unwavering support as my emergency contact were invaluable in securing my new home. With their help, navigating the subtle and meticulous scrutiny of landlords and guarantee companies was effortless. Don’t hesitate to enlist their assistance—I guarantee you won’t be disappointed!

Male, 33, Hong Kong

Student

SSJ’s help was just immense. They let me stay in my first long-term accommodation here in Japan when I arrived, which I understand is extremely hard thing to do. And helped with processes including negotiating my landlord about personal matters, and accompanied with me to my local city hall for administrative processes. I’d definitely recommend newcomers to rely on SSJ.

Male, 30, United Kingdom

Lawyer

This is exactly how we helped them, and can help you too:

✅Experience The Peace of Mind Knowing Every Detail is Expertly Handled: From finding a perfect apartment and negotiating with landlords who don’t speak English to setting up your phone and bank accounts—even if you don’t have a Japanese “hanko” (seal). Focus on enjoying your new life in Japan while we take care of all the logistics.
✅ Feel Supported Every Step of the Way with Local Expertise: Get clear, personalized advice on everything from filling out complex Japanese bank forms to ensuring your residence registration is completed correctly. Our experts help you avoid common errors that can lead to frustrating delays. We provide answers you can’t find online.
✅ Be Prepared, Even During Health Emergencies: Whether you need to find a doctor urgently, navigate a hospital visit, or understand Japan’s National Health Insurance, you have a dedicated, English-speaking local just a phone call away. Rest easy knowing you’re never alone, and avoid the potential risks and confusion of trying to handle emergencies on your own.
✅Trusted In-Person Support for Critical Moments: Picture having a friendly expert accompany you to the bank, assist with renting an apartment, or guide you through government paperwork. We can even act as your guarantor, making the rental process smoother and faster. It’s like having a close friend who knows the ins and outs of Japanese culture, ensuring you never face delays or misunderstandings.

Do you want to make your move to Japan exciting, rather than a headache?

Let’s start by answering all your questions in a free call tailored to your unique needs. It’s your chance to stop the endless research and, in 30 minutes, get a clear, definite step by step plan of what you need to do before arriving at the airport.

Here’s how you can take the first step toward a smooth transition:

Click the Button Below to schedule your free initial consultation: This is your chance to get all your questions answered and see how we can help you with your unique needs.
Get Personalized Advice: During our call, we’ll discuss your specific concerns and goals, ensuring you feel confident and prepared for your move to Japan. Think of it as your personal roadmap to a successful transition.
Start Your Journey: After our conversation, you’ll have a clear understanding of what to do next and how we can support you throughout your journey. Whether it’s help with paperwork, finding the right neighborhood, or settling into everyday life, we’re here to make your move as smooth and stress-free as possible.

No Strings Attached. We’re Here to Help, Not to Pressure.

P.S. You’ll have the opportunity to chat with Koh Matsuki, our expert consultant born and raised in Japan, who knows the ins and outs of both Japanese and Western cultures. He’ll answer all your questions and share insider tips about Japanese culture that can’t be found online.