For foreign residents, Karuizawa Town Hall (軽井沢町役場) is the single most important place for getting set up — and the place where a language barrier is felt most. This guide explains what each procedure is for, what to bring, and how to make one trip count. If you are just arriving, start with our overview, Moving to Karuizawa: A Foreigner's Guide, then come back here for the detail.
Please note: This is general guidance. Counters, required documents, and hours change. Always confirm the current requirements with Karuizawa Town Hall before you go — or let ERISA check and accompany you. Many procedures cannot be redone the same day if you are missing a document.
Before you go
A few habits prevent a wasted trip:
- Bring your residence card (在留カード) every time. It is the primary ID for almost every counter.
- Bring a personal seal (印鑑/はんこ) if you have one — some procedures still prefer it over a signature.
- Bring cash. Certificates carry small fees and counters may not take cards.
- Go early on weekdays. Town halls are busiest right after lunch and at month-end. Most procedures are weekday-only; confirm hours on the official site.
- Allow time. A first registration plus insurance and pension can take a couple of hours, especially with interpretation.
The procedures, counter by counter
Residence registration (住民登録)
The foundation for everything else. The notification you file depends on your move:
- Moving in from another municipality or abroad — 転入届: file within 14 days of moving. Bring your residence card and your moving-out certificate (転出証明書), or your passport if arriving from overseas.
- Moving within Karuizawa — 転居届: for an address change inside the town.
- Moving out of Karuizawa — 転出届: file before you leave; you'll receive the moving-out certificate you need at your next town hall.
My Number (マイナンバー)
Your individual number is tied to your registration. The Town Hall confirms it, updates your address, and can start the process for a My Number card (マイナンバーカード), which is increasingly useful as photo ID and for online services.
National Health Insurance (国民健康保険)
If you are not covered by an employer's health insurance, you enrol here. Coverage and premiums are based on residence and income. Keep your insurance card with you for clinic and hospital visits.
National Pension (国民年金)
Residents aged 20–59 who are not in an employer's pension scheme generally enrol in the National Pension. Ask about payment options and, if money is tight, about exemption or deferral systems.
Seal registration (印鑑登録)
Registering your seal lets you obtain a seal certificate (印鑑証明書), which you'll need for major contracts such as buying a car or property. Bring the seal you want to register and your residence card.
Certificates you may need (証明書)
The Town Hall issues documents you'll be asked for elsewhere:
- Residence certificate (住民票) — proof of address for banks, phone contracts, and employers.
- Seal certificate (印鑑証明書) — for major contracts.
- Tax certificates (課税/納税証明書) — sometimes required for visa renewals and housing.
Families and children
If you have children, the Town Hall is also where you handle:
- Child allowance (児童手当) — financial support for raising children.
- School enrolment (就学手続き) — registration for local public schools.
- Health checkups and vaccinations (健診・予防接種) — schedules and subsidies for young children.
Common mistakes to avoid
- Missing the 14-day window for moving-in notification.
- Arriving without the moving-out certificate from your previous municipality.
- Assuming English support will be available at every counter — it often isn't.
- Forgetting that some certificates cost a fee and require cash.
How ERISA helps at the Town Hall
ERISA (有限会社えり紗) is based in Karuizawa and accompanies foreign residents through exactly these procedures. We confirm which counters you need and what to bring, prepare your documents in advance, come with you on the day, and interpret in English and Japanese so nothing is missed — turning a stressful, multi-trip process into a single, clear visit.
Have a town hall task coming up? Get in touch and tell us your situation.