For those preparing to move, one of the biggest headaches is dealing with all the necessary procedures. From submitting move-out and move-in notifications to updating your utility services, there's a lot to take care of. If you're not clear on "what needs to be done" and "by when," it could easily lead to complications or delays.
In fact, many people have reported running into the following issues:
- Submitting move-out or move-in notifications late and being unable to use health insurance card
- Delays in setting up utilities, causing disruptions in daily life at the new residence
- Forgetting to update addresses for bank accounts or credit cards, resulting in missed important documents
- Additional charges incurred due to missed deadlines
In addition, managing moving-related expenses can be a major challenge. In a short period of time, you’ll need to handle several large payments—such as fees to the moving company, security and non-refundable money, and fire insurance. Smartly managing these costs is another key factor in ensuring a smooth move.
This article provides a timeline-based overview of all the necessary procedures during a move, presented in an easy-to-follow checklist format.
Use the following information as a guide to help you complete all your tasks without missing a step and manage your expenses efficiently for a stress-free move.
Full Moving Procedure Timeline
The priority of each procedure varies depending on the timing. Use the following schedule as a reference to plan your move efficiently.
【Two Months Before Moving】
- Choose a moving company and request quotes
- Sign a lease for your new home
- Arrange for internet installation or transfer
※If you're using fiber-optic internet, installation can take time, so it's best to start early.
【One Month Before Moving】
- Finalize a contract with the moving company
- Submit a notice to cancel your current lease
- Begin school transfer procedures for children (if applicable)
- Notify your employer of your new address
- Arrange to transfer your landline (if you have one)
【Two Weeks Before Moving】
- Submit a moving-out notification
- Cancel National Health Insurance (if applicable)
- Submit a mail forwarding request to the post office
- Notify utility companies (electricity, gas, water) to stop service
- Apply for fire insurance for your new home
- Update your address with your mobile phone provider
- Update your address with NHK
【On Moving Day】
- Be present for the gas shutoff at your old residence
- Check and record utility meter readings (electricity, gas, water)
- Confirm that utilities are functioning at your new residence
- Return the keys to your old home
【Within Two Weeks After Moving】
※These steps have legal deadlines, so complete them as soon as possible.
- Submit a moving-in notification (within 14 days)
- Update your address on your My Number card (within 14 days)
- Change the address on your driver’s license
- Update your vehicle registration (within 15 days)
- Re-enroll in National Health Insurance (if applicable)
- Update your address for National Pension
- Update your address with banks and credit card companies
【Within One Month After Moving】
- Update the address for your vehicle tax records
- Change the registration address for pets (if applicable)
- Update the address for various insurance policies (life, property, etc.)
- Update the shipping address on online shopping sites
Among all the procedures in this schedule, the ones with legal deadlines require particular attention. For example, the moving-in notification and updating your My Number card address must be completed within 14 days, and the address change for your vehicle registration must be done within 15 days. Missing these deadlines may result in penalties, so be sure to take care of them as a priority.
It’s also important to plan ahead for moving-related expenses. During this period, you may face multiple large payments such as moving service fees and upfront rental costs like security deposits and non-refundable move in fee. Using a credit card to manage these payments allows you to earn reward points while spreading out the financial burden.
Next, we’ll take a closer look at the top-priority procedures you should never miss.
Top 5 Most Important Procedures After Moving
Among all the procedures involved in moving, these are the top 5 that are especially important. These often have legal deadlines or penalties if not completed, so be sure to prioritize them.
1. Moving-Out / Moving-In Notification (Tenshutsu / Tennyu Todoke)
＜Why It’s Important＞
- Legal Deadline: Must be completed within 14 days after your move
- Penalty: Up to ¥50,000 fine for non-compliance
- Foundation for Other Procedures: This document is required for many other administrative updates
＜How to Complete the Process＞
- Moving-Out Notification:
Submit at the municipal office of your old address- Required documents: Identification document, personal seal (inkan)
- You’ll receive a Moving-Out Certificate
- Moving-In Notification: Submit at the municipal office of your new address
- Required documents: Moving-Out Certificate, identification document, personal seal
- If you have a My Number card, you can submit your Moving-Out Notification online
2. Utilities (Electricity, Gas, Water)
＜Why It’s Important＞
- Essential for daily life
- Needed immediately upon moving in
- Some services may require in-person appointments (especially gas)
＜How to Complete the Process＞
- Electricity:
Contact your provider at least 1 week before moving- Usually does not require a home visit
- You can also consider switching to a different electricity provider
- Gas:
Make a reservation at least 2 weeks in advance- An in-person presence is required during the gas activation.
- Since reservations can get busy, it's recommended to contact early.
- Water: Contact at least 5 days in advance.
- Generally, no in-person presence is required.
- Please confirm the location for meter inspection.
3. Financial Matters (Banking and Credit Cards)
＜Why it's important＞
- This is where important documents are sent.
- Prevents issues like account freezes.
- Affects the use of cash cards and credit cards.
＜Specific procedures＞
- Banks：
- Procedures can be done via online banking.
- If done in person at the bank, identification and a seal are required.
- Credit Cards：
- Procedures can be done through each company’s website or app.
- In some cases, identity verification may be required the first time after changing the address.
4. Insurance Matters (Health Insurance and Pension)
＜Why it's important＞
- There is a risk of losing the ability to use the health insurance card.
- Affects benefits and other services.
- There’s a legal deadline (within 14 days).
＜Specific procedures＞
- National Health Insurance:
- Procedures for cancellation at the old residence.
- Procedures for enrollment at the new residence.
- Required documents: Seal, transfer certificate, etc.
- Pension：
- If moving across city or ward boundaries, address change is required.
- Employees need to handle this through their workplace.
5. Driver's License and Vehicle-related Matters
＜Why it's important＞
- Legal deadline: Within 15 days
- Penalty: Up to 500,000 yen fine
- Important as an identification document
＜Specific Procedures＞
- Driver’s License
- Procedures at the local police station in the area of your new residence
- Required documents: Driver’s license, proof of address change
- Vehicle Registration
- Procedures at the Land Transport Bureau
- Required documents: Vehicle registration, residence certificate, etc.
- Parking Certificate
- Procedures at the police station
- A parking space certificate for your new residence is required
It is recommended to complete these procedures as early as possible. Especially for financial-related matters, as they could affect payments via credit card or direct bank withdrawals, it’s best to prioritize these tasks.
Common Mistakes in Procedures and Countermeasures
During moving-related procedures, unexpected mistakes or issues may arise. Here are some common mistakes and how to deal with them.
1. Troubles Due to Missing Deadlines
Common Cases:
- Forgot to submit the residence notification, causing the health insurance card to become invalid.
- Delayed address change on vehicle registration, resulting in a fine.
- Forgot to change the address on the My Number card, causing issues in various procedures.
Countermeasures:
- Set deadlines in your smartphone calendar.
- Create a to-do list for tasks based on deadlines.
- Share important deadlines with family members.
2. Mistakes in the Order of Procedures
Common Cases:
- Tried to submit the residence notification before obtaining the transfer certificate.
- Unable to proceed with other procedures due to lack of a residence certificate for the new address.
- Delayed gas activation reservation, resulting in not being able to use it immediately after moving in.
Countermeasures:
- Follow the order of procedures: transfer certificate → residence notification.
- Make sure to reserve utilities at least 2 weeks in advance.
- Prioritize processing the residence certificate.
3. Insufficient Preparation of Required Documents
Common Cases:
- Forgot to bring identification documents.
- Forgot the seal, making it impossible to complete the procedure.
- Lacked sufficient documents to prove the address change.
Countermeasures:
- Create a list of required documents in advance.
- Prepare multiple identification documents.
- Make copies of required documents in advance.
4. Unexpected Costs
Common Cases:
- Didn't know that a processing fee was required during procedures.
- Wasn't prepared for advance payments or reimbursements.
- Ended up with multiple deposits or prepayments overlapping.
Countermeasures:
- Confirm in advance whether there are any processing fees.
- Prepare funds to cover unexpected expenses.
- Check if payments can be made via credit card.
- Set up a payment plan, such as installment payments, if necessary.
5. Address Change Oversights
Common Cases:
- Forgot to change the address with the bank or credit card company.
- Forgot to update the address with various subscriptions.
- The address on e-commerce sites remained outdated.
Countermeasures:
- Create a list of services you are registered with.
- Check bills and emails to confirm the services you are using.
- Don’t forget to update your address on your smartphone as well.
6. Online Procedure Issues
Common Cases:
- The electronic certificate on the My Number card has expired.
- Had trouble with identity verification online.
- Couldn’t complete procedures due to system maintenance.
Countermeasures:
- Check the expiration date of your My Number card.
- Confirm the available hours for completing procedures.
- If urgent, consider completing the procedure in person at a service desk.
The key to avoiding these mistakes is "planned preparation" and "securing payment methods." Using credit cards, especially for managing fees and deposits, is an effective way to handle unexpected expenses. They allow for easier management of one-time payments and can help cover unexpected costs.
Also, since there are many types of procedures, it’s recommended to use services that allow you to handle multiple tasks at once. For example, there are more services now that let you change internet or mobile phone contracts, and modify payment methods for public utilities, all at the same time.
Summary
Let’s summarize the key points of the moving procedures we’ve covered so far, into a final checklist.
Important Procedures
Procedures with Legal Deadlines:
- □ Residence transfer notification (within 14 days)
- □ My Number card address change (within 14 days)
- □ Driver’s license address change
- □ Vehicle registration address change (within 15 days)
Procedures Directly Affecting Daily Life:
- □ Electricity, gas, and water start/stop procedures
- □ Postal address forwarding notification
- □ Internet service contract change
- □ Health insurance switch
Confirmation of Costs
- □ Confirm payment methods for moving company
- □ Confirm security deposit and non-refundable money payment deadlines
- □ Prepare for fire insurance premium
- □Confirm various procedure fees
Advice for a Comfortable Move
- Start preparations early
- Plan at least 2 months ahead
- During peak seasons, make sure to book the moving company early
- Prepare necessary documents in advance
- Tips to Avoid Issues
- Organize procedures into a list
- Keep copies of important documents
- Set up a buffer day in the plan to allow for flexibility
Moving procedures can be extensive, but by following the steps and planning ahead as suggested in this guide, you can ensure a smooth transition.
By taking care of both the procedures and costs, you can start your new life with ease and peace of mind.
