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How to Move to Japan: A Comprehensive 12-Step Guide

Thanh Tung

Starting your adventure to reside in Japan might feel super exciting but also kind of scary. Japan is this cool mix of old-school customs and super-modern tech, which is why so many folks from overseas dig the idea of moving there. This detailed handbook is gonna guide you through all the must-know stuff to make your move nice and smooth.

Japan draws folks in not just with its pretty nature scenes and deep culture. It’s also a mega economy on the global stage offering loads of chances to get ahead in your career and learn new stuff. According to Preply’s research, language proficiency plays a crucial role in adapting to a new country, and learning Japanese can significantly enhance both social and professional experiences.

We’re gonna dive into all the major parts of moving, like sorting out your money stuff and visas to getting the lowdown on the place’s way of life and their health services. To make your transition smoother, leading Japanese course platforms like Preply offer private Japanese language classes where tutors personalize their approach to your proficiency and needs, helping you gain confidence before and after your move.  

By following these 12 steps, you’ll be well-prepared to start your new life in Japan.

Step 1: Create a Comprehensive Budget

The first step in your journey to Japan is to develop a detailed budget that accounts for all potential expenses. Japan, particularly cities like Tokyo, can be costly, so thorough financial planning is crucial.

Begin by researching the cost of living in your intended destination. Prices can vary significantly between major cities and rural areas. For instance, living expenses in Tokyo are generally higher than in Osaka or Kyoto. Factor in costs such as:

Don’t forget to include one-time expenses associated with your move:

If you plan to ship personal belongings or furniture, obtain quotes from international moving companies to include in your budget.

Consider setting aside an emergency fund equivalent to at least three months of living expenses. This safety net can provide peace of mind as you adjust to life in a new country.

Lastly, factor in the costs of learning Japanese. While there are many free resources available online, investing in structured language courses or private tutoring can significantly accelerate your learning. Research options like language schools, online courses, or private tutors to find a solution that fits your budget and learning style.

By creating a comprehensive budget, you’ll have a clear picture of your financial needs and can plan accordingly, ensuring a smoother transition to life in Japan.

Step 2: Build Your Expat Network

Moving to a new country can be isolating, but connecting with other expatriates can ease the transition and provide valuable support. Start building your network before you even leave your home country.

Online communities are excellent resources for connecting with fellow expats:

These platforms can provide practical advice on various aspects of life in Japan, from finding apartments to navigating the healthcare system. They’re also great for making friends and finding social activities once you arrive.

Don’t limit yourself to just expat communities. Look for opportunities to connect with locals as well:

Engaging with both expat and local communities will give you a well-rounded support system and enhance your cultural experience in Japan.

Remember, while online connections are valuable, be cautious about sharing personal information until you’ve established trust. Once you arrive in Japan, try to meet your online contacts in person in safe, public places.

Building a strong network can make a significant difference in your adjustment to life in Japan, providing both practical support and social connections in your new home.

Step 3: Enhance Your Japanese Language Skills

While it’s possible to get by in Japan with limited Japanese, especially in major cities, having a good grasp of the language will significantly enhance your daily life and career prospects. Start learning or improving your Japanese as early as possible before your move.

Here are some effective strategies to boost your language skills:

  1. Online courses and apps: Platforms like Preply offer structured lessons for beginners to advanced learners.
  2. Immersion techniques: Watch Japanese movies, TV shows, or anime with subtitles. Listen to Japanese podcasts or music to familiarize yourself with the language’s rhythm and pronunciation.
  3. Textbooks and workbooks: The “Genki” series is popular for self-study, offering comprehensive lessons in grammar, vocabulary, and kanji.
  4. Group classes: Check local community centers or universities for Japanese language courses.

Focus on practical language skills that will be immediately useful upon arrival, such as:

Don’t be discouraged if progress seems slow. Japanese is considered one of the most challenging languages for English speakers to learn, but consistent practice will yield results.

Remember, even basic Japanese skills will be appreciated by locals and can open doors to deeper cultural experiences and connections during your stay in Japan.

Step 4: Apply for the Appropriate Visa

Securing the right visa is crucial for your legal stay in Japan. The type of visa you need depends on your purpose for moving to Japan and the duration of your stay.

Here are some common visa types for long-term stays:

  1. Work Visa: For those with a job offer from a Japanese company. Different categories exist based on your profession (e.g., Engineer/Specialist in Humanities/International Services, Instructor, Intra-company Transferee).
  2. Student Visa: For those enrolled in a Japanese educational institution, including language schools.
  3. Spouse Visa: For those married to a Japanese national or permanent resident.
  4. Working Holiday Visa: Available for young people (usually 18-30) from certain countries, allowing them to work part-time while experiencing Japanese culture.
  5. Highly Skilled Professional Visa: For professionals with advanced degrees or significant work experience in fields valuable to Japan’s economy.
  6. Specified Skilled Worker Visa: For workers in industries facing labor shortages in Japan.

To apply for a visa:

1. Determine the appropriate visa category based on your situation.

2. Gather required documents. These typically include:

3. Submit your application to the nearest Japanese embassy or consulate in your home country.

Processing times vary, but it’s advisable to apply at least one to two months before your planned departure.

Note that most work visas require a Certificate of Eligibility (COE), which is usually applied for by your employer or sponsor in Japan. Once you receive the COE, you can apply for your visa.

Always check the most up-to-date information on the official website of the Ministry of Foreign Affairs of Japan, as visa requirements and processes can change.

Remember, entering Japan on a tourist visa and then looking for work is not advisable and can lead to legal complications. Always ensure you have the correct visa for your intended activities in Japan.

Step 5: Obtain Your Certificate of Eligibility

The Certificate of Eligibility (COE) is a crucial document for most long-term visa applications to Japan. It’s essentially a preliminary screening process that verifies your eligibility to receive a visa.

Here’s what you need to know about the COE:

  1. Purpose: The COE serves as evidence that you meet the conditions for landing in Japan and engaging in your intended activities (work, study, etc.).
  2. Application process:
    • Your sponsor in Japan (employer, educational institution, or in some cases, a family member) typically applies for the COE on your behalf.
    • The application is submitted to the Immigration Bureau in Japan.
    • Processing time is usually 1-3 months, depending on the type of visa and current workload of the Immigration Bureau.
  3. Required documents: These vary based on the visa type but generally include:
    • COE application form
    • Your passport copy
    • Recent photographs
    • Documents proving your relationship with the sponsor (e.g., employment contract, admission letter from a school)
    • Documents demonstrating your qualifications (e.g., degree certificates, work experience letters)
  4. Validity: Once issued, the COE is valid for three months. You must enter Japan within this period, or the COE will expire.
  5. Using the COE: When you receive your COE, you’ll need to:
    • Take it to the Japanese embassy or consulate in your home country
    • Submit it along with your visa application and other required documents
    • The presence of a COE typically expedites the visa issuance process
  6. Exceptions: Some visa categories, such as the Working Holiday visa, do not require a COE.

Important points to remember:

Obtaining the COE is a significant step in your journey to Japan. It demonstrates that you have a legitimate reason for your long-term stay and can significantly smooth the visa application process. Make sure to work closely with your sponsor to ensure all necessary documents are submitted correctly and promptly.

Step 6: Secure Employment

Unless you’re moving to Japan for study or as a dependent, securing employment is often a crucial step in the relocation process. Here’s how to approach your job search:

  1. Start early: Begin your job search at least 3-6 months before your planned move. Many companies have lengthy hiring processes, especially for international candidates.
  2. Understand the job market: Research industries and companies that frequently hire foreign workers. English teaching, IT, and international business are common fields for expats.
  3. Prepare your documents:
    • Update your resume/CV to Japanese standards (called rirekisho)
    • Get official translations of your educational certificates and work experience documents
    • Prepare a cover letter explaining your interest in working in Japan
  4. Use job search platforms:
    • GaijinPot Jobs
    • Daijob
    • CareerCross
    • Indeed Japan
    • LinkedIn (for more international companies)
  5. Attend job fairs: Some organizations hold job fairs specifically for foreign candidates, both in Japan and in major cities worldwide.
  6. Network: Utilize your connections from Step 2. Many jobs in Japan are filled through personal recommendations.
  7. Consider English teaching: If you’re a native English speaker, teaching English can be a good entry point. Look into programs like JET (Japan Exchange and Teaching) or private language schools.
  8. Be prepared for interviews: Japanese interview customs may differ from what you’re used to. Research proper etiquette and common interview questions.
  9. Understand work culture: Japanese work culture can be quite different from Western norms. Be prepared for potentially long working hours and a strong emphasis on teamwork and hierarchy.
  10. Learn about salary and benefits: Familiarize yourself with typical salary ranges in your field and standard benefits packages in Japan.
  11. Be patient: The hiring process in Japan can be slower than in some other countries. Multiple interviews and thorough background checks are common.
  12. Consider remote work: With the rise of remote work, you might be able to secure a job with a foreign company that allows you to work from Japan.

Remember, most work visas require you to have a job offer before applying. Your employer will typically initiate the visa process by applying for your Certificate of Eligibility.

If you’re changing jobs after arriving in Japan, be aware of the regulations regarding your residence status. You may need to notify immigration or apply for a change in your status of residence.

Securing a job in Japan can be challenging, but with persistence and the right approach, it’s certainly achievable. A job not only provides financial stability but also helps with cultural integration and expanding your social network in your new home.

Step 7: Find Suitable Housing

Finding appropriate accommodation is one of the most crucial steps in your move to Japan. The housing market can be challenging for foreigners, but with proper preparation and understanding, you can find a comfortable place to call home.

Here’s a guide to navigating the Japanese housing market:

  1. Types of housing:
    • Apartments (マンション mansion or アパート apaato)
    • Houses (一戸建て ikkodate)
    • Share houses (シェアハウス share house)
    • Company dormitories (社員寮 shain-ryou)
  2. Location considerations:
    • Proximity to work or school
    • Access to public transportation
    • Local amenities (supermarkets, hospitals, etc.)
    • Noise levels (some areas near train tracks can be loud)
  3. Rental process:
    • Most rentals require a guarantor (保証人 hoshounin). If you don’t have one, you may need to use a guarantor company.
    • Expect to pay several months’ rent upfront, including:
      • First month’s rent
      • Deposit (敷金 shikikin)
      • Key money (礼金 reikin) – a non-refundable gift to the landlord
      • Agency fee
  4. Use real estate agencies:
    • Some agencies specialize in helping foreigners, like:
      • GaijinPot Housing Service
      • Oakhouse
      • Fontana
    • Be prepared with necessary documents (passport, visa, proof of income)
  5. Consider short-term options:
    • Weekly/monthly mansions
    • Airbnb (for initial stays)
    • Share houses (easier application process, furnished)
  6. Understand rental agreements:
    • Most contracts are for 1-2 years
    • Renewal fees may apply
    • Breaking a contract early can be costly
  7. Be aware of potential challenges:
    • Some landlords may be hesitant to rent to foreigners
    • Many apartments come unfurnished, without even basic appliances
    • Older buildings may lack central heating/cooling
  8. Learn about utilities:
    • You’ll typically need to set up electricity, gas, and water services yourself
    • Internet may need to be installed separately
  9. Familiarize yourself with Japanese apartments:
    • Sizes are often described in terms of rooms (1K, 1DK, 2LDK, etc.)
    • Apartments can be small by Western standards
  10. Consider your visa status:
    • Long-term visa holders will have more housing options than those on short-term visas
  11. Research local housing regulations:
    • Some areas have specific rules about garbage disposal, noise levels, etc.
  12. Be prepared for additional costs:
    • Many buildings require monthly maintenance fees
    • Renter’s insurance may be necessary

Remember, finding the right place can take time, so start your search early. Don’t be discouraged if your first few attempts are unsuccessful. With persistence and possibly the help of a housing agency specializing in foreign renters, you’ll find a suitable home in Japan.

Step 8: Set Up a Japanese Bank Account

Opening a bank account is an essential step for managing your finances in Japan. While it can be a bit challenging for newcomers, having a local bank account will make many aspects of daily life much easier.

Here’s a guide to setting up your Japanese bank account:

  1. Choose a bank:
    • Major banks: Mizuho, MUFG, SMBC
    • Japan Post Bank (ゆうちょ銀行 Yuucho Ginkou)
    • Online banks: Rakuten Bank, Sony Bank
    • Regional banks in your area
  2. Required documents:
    • Residence card (在留カード zairyu card)
    • Passport
    • Personal seal (印鑑 inkan) or signature
    • Proof of address (utility bill or official mail)
    • Phone number
  3. Visit the bank branch:
    • Some banks allow online applications, but most require an in-person visit
    • Consider bringing a Japanese-speaking friend if your language skills are limited
  4. Account types:
    • Ordinary savings account (普通預金 futsuu yokin)
    • Time deposit account (定期預金 teiki yokin)
    • Foreign currency account (外貨預金 gaika yokin)
  5. Services to consider:
    • Online banking
    • ATM card
    • International transfers
    • Direct deposit for salary
  6. Understand banking hours:
    • Most banks operate 9:00 AM to 3:00 PM on weekdays
    • ATMs may have limited hours, especially on weekends and holidays
  7. Learn about fees:
    • Account maintenance fees
    • ATM usage fees (especially for after-hours or other banks’ ATMs)
    • International transfer fees
  8. Set up automatic payments:
    • For rent, utilities, phone bills, etc.
  9. Mobile banking apps:
    • Download your bank’s app for convenient account management
  10. Understand overseas remittance:
    • If you plan to send money home, research the most cost-effective methods
  11. Be aware of language barriers:
    • Many banks have limited English support
    • Online banking interfaces are often only in Japanese
  12. Consider multi-currency accounts:
    • Some banks offer accounts that can hold multiple currencies, which can be useful for expats

Important tips:

Remember, while setting up a bank account might seem daunting at first, it’s a crucial step in establishing your life in Japan. A local bank account will make it easier to receive your salary, pay bills, and manage your day-to-day expenses in your new home.

Step 9: Navigate the Japanese Healthcare System

Understanding and accessing healthcare is crucial for your well-being in Japan. The country boasts a high-quality healthcare system, but navigating it as a foreigner can be challenging. Here’s what you need to know:

  1. National Health Insurance (NHI):
    • Mandatory for all residents staying more than 3 months
    • Covers 70% of medical costs (you pay 30%)
    • Enroll at your local city office
  2. Employee Health Insurance:
    • If employed by a Japanese company, you’ll likely be enrolled in their health insurance program
    • Similar coverage to NHI, but often with additional benefits
  3. Finding a doctor:
    • General practitioners are less common; many doctors specialize
    • Larger hospitals often have international departments
    • Websites like Japan Healthcare Info can help find English-speaking doctors
  4. Hospital vs. Clinic:
    • Clinics for minor illnesses or check-ups
    • Hospitals for more serious conditions or specialized treatment
  5. Emergency services:
    • Dial 119 for an ambulance
    • Be aware that many hospitals rotate emergency services, so not all are open 24/7
  6. Prescription medication:
    • Some common overseas medications may be unavailable or illegal in Japan
    • Bring a doctor’s note and prescription for any essential medications
  7. Mental health services:
    • Can be limited, especially in English
    • Resources like TELL Japan offer counseling services for foreigners
  8. Dental care:
    • Not fully covered by national insurance
    • Preventive care is less emphasized than in some Western countries
  9. Pregnancy and childbirth:
    • Covered by health insurance, but with some out-of-pocket expenses
    • Prenatal care practices may differ from your home country
  10. Annual health check-ups:
    • Many companies provide these for employees
    • Otherwise, you can arrange them at clinics or hospitals
  11. Vaccinations:
    • Japan’s vaccination schedule may differ from your home country
    • Some vaccinations common elsewhere aren’t routinely given in Japan
  12. Language barriers:

Key points to remember:

By understanding these aspects of the Japanese healthcare system, you’ll be better prepared to manage your health needs during your stay in Japan. Remember, while the system may seem complex at first, it provides high-quality care once you learn how to navigate it effectively.

Step 10: Understand Your Tax Obligations

Navigating the tax system is an important aspect of your financial life in Japan. Understanding your tax obligations will help you avoid legal issues and manage your finances effectively. Here’s what you need to know:

  1. Residence for tax purposes:
    • Non-permanent resident: First 5 years in Japan
    • Permanent resident: After 5 years or specific visa status
  2. Income tax (所得税 shotokuzei):
    • Progressive tax rate from 5% to 45%
    • Taxed on worldwide income if you’re a permanent resident
    • Non-permanent residents taxed on Japan-source income and overseas income remitted to Japan
  3. Residence tax (住民税 juuminzei):
    • Paid to local government
    • Based on previous year’s income
    • Typically around 10% of taxable income
  4. Tax year:
    • Runs from January 1 to December 31
  5. Filing tax returns:
    • Due between February 16 and March 15
    • Many employees don’t need to file if their company handles it (年末調整 nenmatsu chousei)
  6. Social insurance contributions:
    • Pension (厚生年金 kousei nenkin)
    • Health insurance (健康保険 kenkou hoken)
    • Employment insurance (雇用保険 koyou hoken)
  7. Consumption tax (消費税 shouhizei):
    • Currently 10% on most goods and services
    • Some food items taxed at 8%
  8. Double taxation agreements:
    • Japan has agreements with many countries to avoid double taxation
    • Check if your home country has such an agreement with Japan
  9. Tax deductions:
    • Various deductions available for dependents, medical expenses, life insurance, etc.
    • Home loan tax credit for those who purchase property
  10. Overseas assets reporting:
    • Required if total value exceeds 50 million yen
  11. Exit tax:
    • Applies to certain high-net-worth individuals leaving Japan
  12. Professional help:
    • Consider consulting a tax professional, especially in your first year
    • Some larger cities have free tax consultation services for foreigners

Key points to remember:

Understanding and fulfilling your tax obligations is crucial for your long-term stay in Japan. While the system may seem complex, especially at first, staying informed and seeking professional help when needed will ensure you remain compliant with Japanese tax laws.

Step 11: Familiarize Yourself with Japanese Customs and Etiquette

Understanding and respecting Japanese customs and etiquette is crucial for integrating into Japanese society and avoiding unintentional offense. Here’s a guide to some key aspects of Japanese social norms:

  1. Greetings:
    • Bowing is common, with depth indicating respect level
    • Handshakes are becoming more common in business settings
  2. Removing shoes:
    • Always remove shoes when entering homes
    • Some restaurants and traditional establishments also require this
  3. Gift-giving culture:
    • Bringing small gifts when visiting someone’s home is customary
    • Avoid giving four or nine of anything (associated with death)
  4. Table manners:
    • Learn to use chopsticks properly
    • Saying “itadakimasu” before eating and “gochisousama” after is polite
  5. Public behavior:
    • Avoid eating while walking
    • Speaking loudly on public transportation is frowned upon
  6. Business etiquette:
    • Exchange business cards (meishi) with both hands
    • Respect hierarchical structures in companies
  7. Punctuality:
    • Being on time is highly valued; arrive a few minutes early for appointments
  8. Onsen (hot spring) etiquette:
    • Wash thoroughly before entering the bath
    • Don’t wear swimwear or bring towels into the water
  9. Addressing people:
    • Use last names with appropriate honorifics (-san, -sensei, etc.)
    • First names are typically only used among close friends
  10. Drinking culture:
    • It’s polite to pour drinks for others, not yourself
    • Never drink and drive; laws are very strict
  11. Trash and recycling:
    • Familiarize yourself with local garbage separation rules
    • Many areas have very specific recycling guidelines
  12. Respect for personal space:
    • Physical contact in public is less common than in some Western countries
    • Avoid public displays of affection

Important tips:

Understanding these customs will help you navigate social situations more comfortably and show respect for Japanese culture. While it may seem overwhelming at first, many of these practices will become second nature with time and experience in Japan.

Step 12: Complete Your Residential Registration

Once you arrive in Japan, one of your first and most important tasks is to complete your residential registration. This process is crucial for legally establishing your residence and accessing various services. Here’s a step-by-step guide:

  1. Visit your local city office:
    • Go to the ward office (区役所 kuyakusho) or city hall (市役所 shiyakusho) in your area
    • Do this within 14 days of moving into your new residence
  2. Bring necessary documents:
    • Passport
    • Residence card (在留カード zairyu card)
    • Proof of address (rental agreement or letter from your landlord)
  3. Fill out the registration form:
    • Called 転入届 (tennyu todoke) or moving-in notification
    • Staff can usually assist if you have difficulty with Japanese
  4. Receive your Juminhyo:
    • This is your official certificate of residence
    • Keep it safe as you may need it for various official procedures
  5. Register for National Health Insurance:
    • If not covered by employer insurance, do this at the same time as your residential registration
  6. Sign up for the national pension system:
    • Required for residents aged 20-59
    • Can sometimes be done simultaneously with health insurance registration
  7. Get information on local services:
    • Garbage collection schedules
    • Local community centers
    • Emergency services
  8. Update your address on your residence card:
    • The city office will do this when you register
  9. Register your personal seal (印鑑登録 inkan touroku):
    • Not mandatory but useful for official documents
    • Bring your personal seal if you have one
  10. Set up utility accounts:
    • The city office can often assist with this process
  11. Learn about your ward’s specific services:
    • Some offer free Japanese classes or other support for foreign residents
  12. Keep your registration updated:
    • If you move, even within the same city, you must update your registration

Important points to remember:

Completing your residential registration is a crucial step in establishing your legal status in Japan. It’s the foundation for many other aspects of your life there, from opening a bank account to receiving mail. While the process might seem bureaucratic, it’s straightforward if you’re prepared with the right documents and information.

By following these 12 comprehensive steps, you’ll be well-prepared for your move to Japan. Remember, adapting to life in a new country takes time, so be patient with yourself and open to new experiences. With proper preparation and a positive attitude, your transition to life in Japan can be a rewarding and enriching experience. Welcome to your new adventure in the Land of the Rising Sun!

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