Guide to Japanese paperwork
What each kind of official mail in Japan actually is, what it wants, and by when.
Finance
- 銀行からの重要なお知らせ: 'Important Notice from Your Bank' Explained (and bank scams)What an 'important notice' (重要なお知らせ) from a Japanese bank means — dormant accounts, terms changes, address confirmation — and how to spot bank-impersonation phishing.
- クレジットカード利用明細・支払遅延: Credit Card Statement & Late-Payment Notice ExplainedHow to read a Japanese credit-card 利用明細 (statement), what a 支払遅延 (late-payment) notice means, its effect on your credit record, and how to handle unfamiliar charges.
- 民間保険の更新・満期: Private Insurance Renewal / Maturity Notice ExplainedWhat a private (life / medical / auto) insurance 更新 (renewal) or 満期 (maturity) notice means, what to do, how a maturity benefit is claimed, and how it differs from public insurance.
- Debt Collection Letter from a 債権回収会社 or Law Office in JapanHow to read a 督促状 (demand letter) marked 法的措置 or 最終通告, tell a licensed debt collector from a fake one, and what to check before paying.
- 証券・NISA・投資 Notice: Brokerage / NISA / Investment Notices ExplainedWhat notices from brokerages, NISA and investment accounts mean (trade confirmations, the 年間取引報告書 annual statement, fund reports), how they relate to your tax return, and why to keep them.
Housing
- 賃貸契約 更新のお知らせ (Lease Renewal Notice) and 更新料How to read the Japanese lease renewal notice from your management company: where the 更新料 and reply deadline are printed, and what to do.
- 管理組合・自治会・町内会: Condo-Association / Neighborhood-Association Notice ExplainedWhat notices from a condo management association (管理組合) or neighborhood association (自治会・町内会) mean — meetings, fees, rules, garbage, events — and which payments are mandatory vs voluntary.
- 退去・原状回復・敷金精算: Move-Out / Restoration / Deposit-Settlement Notice ExplainedWhat a move-out 原状回復 (restoration) / 敷金 (deposit) settlement notice means, who pays for normal wear-and-tear, how to check the itemised deductions, and how to dispute unfair charges.
- 家賃滞納・保証会社: Rent Arrears / Guarantee-Company Notice ExplainedWhat a rent-arrears demand from your landlord, management company or guarantee company (保証会社) means, why it's urgent, the risk of ignoring it, and what to do right now.
Mail / Delivery
- Japan Customs Notice for International Mail: What to DoHow to read a 税関 / 課税通知書 customs notice on an overseas parcel in Japan: where the amount and deadline are, how to pay, and how to spot fake SMS.
- ご不在連絡票: Japan Delivery Attempt Notice & RedeliveryHow to read the ご不在連絡票 (delivery attempt notice) left in your mailbox, request redelivery, and check the holding deadline.
- 郵便転送期間終了のお知らせ: Japan Post Mail-Forwarding End Notice ExplainedWhat the notice that your Japan Post 転送 (mail-forwarding) period is ending means, that mail to the old address goes back to sender afterward, and how to update addresses or extend forwarding (e-転居).
Utilities
- 電気料金 請求書・検針票: Japan Electricity Bill / Usage Notice ExplainedHow to read the electricity bill or 検針票 (usage notice) from your power company, how kWh and charges work, how to pay, moving procedures, and what to check when the bill is high.
- 電気・ガス切替 Solicitation / Contract-Change Notice ExplainedHow to read solicitations to switch electricity/gas ('it'll be cheaper') or contract-change notices, why you should never sign on the spot and should verify with your current provider, plus switching scams and cooling-off.
- ガス料金 請求書: Japan Gas Bill / Usage Notice ExplainedHow to read your gas bill or 検針票 (usage notice), the difference between city gas and propane (LP), how to pay, move-in opening procedures, and what to check when the bill is high.
- 法定点検 Notice: Gas / Fire-Safety Inspection Notice ExplainedWhat a 法定点検 (statutory inspection) notice for gas or fire-safety equipment means, that it is a legitimate required inspection, how to arrange access, and how to tell it from an 'inspection' sales scam.
- Japan Utility Shut-Off Notice (供給停止・給水停止予告)How to read a Japanese electricity, gas or water shut-off warning marked 供給停止 or 最終通告, and what to do before the stop date.
- NHK Receiving Fee Bill or Notice (NHK受信料): What to DoHow to read a bill, payment slip or contract request from NHK about 放送受信料, where the amount and due date are printed, and how to respond.
- 水道料金 請求書: Japan Water Bill (Water Bureau) ExplainedHow to read the 水道料金 water bill from your local 水道局, how water and sewage charges work, how to pay, what to do when you move, and what to check if the bill is high.
Tax
- ふるさと納税 受領証明書: Japan Furusato-Nozei Receipt & One-Stop Documents ExplainedWhat the 寄附金受領証明書 (donation receipt) and ワンストップ特例 (one-stop exception) documents from furusato-nozei mean, why you need them for the tax deduction, and the one-stop deadline.
- 源泉徴収票 (Gensen Chōshūhyō): Japan's Withholding Tax SlipHow to read the 源泉徴収票 from your employer: what 支払金額 and 源泉徴収税額 mean, what it is used for, and how to get a reissue.
- 自動車税・軽自動車税 納税通知書: Japan's Annual Car Tax NoticeWhat the 自動車税・軽自動車税 納税通知書 (annual vehicle tax notice) that arrives in May means, how to pay it, and where the due date is printed.
- 住民税 納税通知書: Japan Resident Tax Payment Notice ExplainedWhat the 住民税納税通知書 (resident tax bill) that arrives around June means, how to read the amount and due dates, and how to pay.
- Notice from the 税務署 About 確定申告: What to DoHow to read a tax office letter about 確定申告 (income tax return), where the deadline is printed, and what to do next.
- 固定資産税 納税通知書: Japan's Property Tax Bill ExplainedWhat the 固定資産税 納税通知書 (property tax notice) is, how to read the 課税明細書, when the instalments are due, and common mix-ups.
- 保険料控除証明書: Insurance Premium Deduction CertificateWhat the 保険料控除証明書 is, which number to write down, and how to use it for 年末調整 or your tax return in Japan.
- 還付金のお知らせ: Japan Tax Refund Notice Explained (and refund scams)What a 還付金のお知らせ / 国税還付金振込通知書 (tax refund notice) means, when and how the money is paid, and how to spot the common Japanese 'refund scam'.
- 督促状 / 催告書: Japanese Tax Demand Notices ExplainedWhat a 督促状 or 催告書 tax demand letter means, where to read the amount and deadline, and what to do if you cannot pay.
Kids / School
- 学校・園からのお知らせ: Japan School & Nursery Notices ExplainedHow to read notices from a school or nursery (給食費 school-lunch fees, events, forms to return), that some need a reply or payment, and how to check for a 提出期限 (deadline).
- 保育園 Daycare Papers: Applications, 認定 and Fees ExplainedHow to read Japanese daycare (保育園) mail: application forms, 支給認定 certification, renewal notices and 保育料 fee decisions.
- 就学援助・奨学金: Japan School-Cost Assistance & Scholarships ExplainedWhat the 就学援助 (school-cost assistance) and 奨学金 (scholarships/loans, e.g. JASSO) documents mean, that a scholarship can stop if you miss the yearly 継続願 renewal, and where to apply.
- 就学時健康診断・入学通知: Japan Pre-Enrollment Health Check & School Notice ExplainedWhat the 就学時健康診断 (pre-enrollment health check) and 入学通知 (school-enrollment notice) for children starting elementary school mean, that you attend on the assigned date, and who to contact if you can't.
- 出産・育児 Benefits: Japan Childbirth Lump Sum, Single-Parent Allowance, 現況届 ExplainedWhat the 出産育児一時金 (childbirth lump sum), 児童扶養手当 (single-parent allowance) and the yearly 現況届 mean, how they work, and why not returning the 現況届 stops payment.
Insurance / Pension
- 限度額適用認定証: Japan High-Cost Medical Care Cap ExplainedWhat the 限度額適用認定証 (cost-cap certificate) and 高額療養費 (high-cost medical care benefit) notice mean, how the monthly self-payment cap works, and how to use them at the hospital.
- 介護保険料 納入通知: Japan Nursing-Care Insurance Premium Notice ExplainedWhat the 介護保険料 (nursing-care insurance premium) payment notice for people 65+ means, the difference between pension deduction (特別徴収) and payment slips (普通徴収), and how to pay.
- 国民健康保険 資格確認書: Japan National Health Insurance Eligibility Card ExplainedWhat the 資格確認書 (eligibility confirmation document), マイナ保険証, and National Health Insurance renewal notices mean after paper health cards were phased out, and how to use them.
- 国民健康保険料 納入通知書・納付書: Reading and Paying ItHow to read the 国民健康保険料 納入通知書 (National Health Insurance premium notice), find each 納期限, and who to call if you cannot pay.
- 後期高齢者医療: Japan Latter-Stage Elderly Medical Notices ExplainedWhat notices from the 後期高齢者医療制度 (medical system for people 75+) mean — the 被保険者証 / 資格確認書 and premium notices — who is covered, and how to pay.
- 雇用保険・離職票: Japan Unemployment Benefit Documents ExplainedWhat the 離職票 (separation certificate), 雇用保険受給資格者証 and Hello Work notices mean, the steps to receive unemployment benefit (基本手当), and why the 認定日 matters.
- 資格情報のお知らせ / 資格確認書: Japan's New Health Insurance PapersWhat the 資格情報のお知らせ and 資格確認書 letters mean now that paper health insurance cards are no longer issued, and how to use each one.
- 年金振込通知書: Japan Pension Payment / Revision Notice ExplainedWhat the 年金振込通知書 (pension payment notice) and 年金額改定通知書 (pension revision notice) from the Japan Pension Service mean, when and how much is paid, and how to read a revised amount.
- 国民年金 Payment Slips & Exemption Notices ExplainedWhat the 国民年金 (National Pension) payment slips and exemption/deferral notices from the Japan Pension Service mean, and what to do next.
- ねんきん定期便: Your Annual Pension Record NoticeWhat the ねんきん定期便 pension record notice from 日本年金機構 shows, how to read your contribution record and estimate, and what to do if it is wrong.
- 退職後の保険切替: Switching Health Insurance After Leaving a Job in JapanThe health insurance switch you must make after leaving a job — the three options (任意継続, National Health Insurance, a family member's dependent coverage) and the strict ~20-day 任意継続 deadline.
Traffic / Car
- 放置違反金 納付命令書: Japan Parking-Violation Penalty Order ExplainedWhat the 放置違反金 納付命令書 (parking-violation penalty order to the vehicle owner) means, how it differs from a driver's 反則金, why unpaid amounts block your 車検, and what to do if you weren't driving.
- 交通反則金 納付書 (Blue Ticket): How to Read and Pay ItWhat the 青切符 (blue traffic ticket) and its 反則金 payment slip mean, where the amount and deadline are printed, and what happens if you don't pay.
- Driver's License Renewal Notice (更新連絡書): What to DoHow to read the 運転免許証更新のお知らせ postcard from the police: renewal period, lecture category, and what to bring.
- 車検・点検 Notice: Japan Vehicle Inspection Reminder ExplainedWhat a 車検・点検 (vehicle inspection / maintenance) reminder from a dealer or garage means, that driving after 車検 expires is illegal, how to check the real expiry, and how to choose where to get it done.
Telecom
- ネット回線 請求: Japan Home Internet Bill / Contract Renewal Notice ExplainedHow to read a home internet (光回線 etc.) bill or contract-renewal notice, and what to watch for — the 更新月 (renewal month) and 解約金 (cancellation fee) when switching providers.
- 携帯電話 請求書: Japan Mobile Phone Bill / Unpaid Notice ExplainedHow to read a 携帯電話 (mobile phone) bill or unpaid notice, how to pay, and what happens if you ignore it — suspension and effects on your credit record (信用情報 / CIC).
City hall
- 医療費のお知らせ: Japan Medical Expense Notice ExplainedWhat the 医療費のお知らせ / 医療費通知 (medical expense notice) from your health insurer means, why it is not a bill, and how to use it for the 医療費控除 tax deduction.
- 児童手当 現況届: Japan Child Allowance Status Report ExplainedWhat the 児童手当 (child allowance) notice or 現況届 (annual status report) means, why not submitting a required 現況届 can stop payment, and how it differs from the single-parent 児童扶養手当.
- 住民異動・住所関連: Japan Moving & Address Notices ExplainedWhat notices about moving and address or household changes (転入・転出・転居届, 住民票, 世帯) mean, and why you must file within 14 days when you move.
- 健康診査・がん検診: Japan Health Check & Cancer Screening Notice ExplainedWhat the 健康診査 (health check / 特定健診) and がん検診 (cancer screening) notice from your municipality or insurer means, why it is not a bill, that it is often free or low-cost, and how to book.
- 国勢調査: Japan Census & Statistical Survey Form ExplainedWhat the 国勢調査 (national census) and official statistical survey forms mean, that answering is a legal duty and can be done online, and that a real survey never asks for bank or card numbers.
- 給付金・支援金の支給通知: Japan Benefit Payment NoticesHow to read a 給付金 / 支援金 notice from your city hall, whether you must reply, and how to spot the common scam versions.
- マイナンバーカード交付通知書 / Expiry Notice: What to DoHow to tell a My Number Card pickup notice from an electronic certificate expiry notice, and what to bring to the counter.
- 選挙 投票所入場券: Japan Polling Place Admission Ticket ExplainedWhat the 投票所入場券 (polling-place admission ticket) mailed before an election means, where and when to vote, that you can still vote without it, and that it does not reveal who you voted for.
- 予防接種のお知らせ: Japan Vaccination Notice ExplainedWhat the 予防接種のお知らせ (vaccination notice) and 接種券 from your municipality mean, that 定期接種 (routine vaccines) are often publicly funded, why it is not a bill, and how to book.
Immigration
- 永住・帰化 Notice: Japan Permanent Residency / Naturalization Notices ExplainedWhat notices during a 永住 (permanent residency) or 帰化 (naturalization) application mean — requests for extra documents, interview dates, results — who sends them, and what to do by when.
- 入管 Notice: Immigration Document-Request / Appearance Notice Explained (and scams)What a 資料提出 (document-request) or 出頭 (appearance) notice from the Immigration Services Agency (入管) means, why deadlines are strict, when to consult a specialist, and how to spot immigration-impersonation scams.
- 在留カード / 在留期間更新 notices from Japan ImmigrationHow to read mail from 出入国在留管理庁 about your residence card or period-of-stay renewal, where the dates are printed, and what to do next.
Legal / Court
- 裁判員候補者名簿 Notice: Japan Lay-Judge (Saiban-in) Candidate Notice ExplainedWhat the 'listed as a lay-judge (裁判員) candidate' notice from the Supreme Court means, that it is genuine and not a scam, that you don't have to go to court now, returning the 調査票, and who is eligible.
- 支払督促 (Payment Demand) from a Summary Court: What to DoHow to read a 支払督促 from a Japanese summary court, file the 督促異議 objection within two weeks, and spot fake versions.
- 訴状・呼出状: Japan Court Summons / Complaint Explained (and 'lawsuit' scams)What a 訴状 (complaint) and 口頭弁論期日呼出状 (summons) from the court mean, why you must never ignore them, how to file a 答弁書, where to get help (法テラス), and how to tell a real summons from a scam.
This page is general information. For your own case, confirm with the office that issued the document, or with a qualified professional.
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