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Request for a Copy of Resident Record

💡 The Bottom Line

Available at the counter, by mail, or at convenience stores. Note: If a proxy requests a Resident Record with a My Number, it will be mailed to the applicant's home instead of handed to the proxy.

🗓 5W1H Overview

👤 Who

Those requesting a copy of the Resident Record (Applicant or Proxy)

📋 What

Requesting a copy of the Resident Record

⏰ When

Not specified

📍 Where

City Hall Citizens' Affairs Div, Admin Centers (except Ota), Service Centers, Mail, Convenience stores

❗ Why

To protect privacy, requesting someone else's record is prohibited without a valid reason.

📝 How

At the counter, by mail, or at convenience stores (using My Number Card)

📖 Easy Explanation

How to Obtain a Copy of Your Resident Record

You can request a copy of your Resident Record (Juminhyo) at the counter, by mail, or via convenience store issuance. *For 1 year from Feb 1, 2026 to Jan 31, 2027, the fee for issuance at convenience stores using a My Number Card is 10 yen per copy (Limited to Resident Records of the applicant and members of the same household).

🏢 Requesting at the Counter

Locations: City Hall Citizens' Affairs Div., Admin Centers (excluding Ota), Service Centers.
Applying in person: Requires your personal seal (inkan) and designated ID (1 valid photo ID like a driver's license, OR 2 non-photo IDs like health insurance).
Applying via Proxy: Requires the proxy's seal and ID, PLUS a Letter of Attorney completely filled out and stamped by the applicant.

【Important regarding Resident Records with My Number】 If identity verification is done by verbal questioning, or if a proxy requests a Resident Record containing a My Number, it will NOT be handed directly over the counter. Instead, it will be mailed directly to the applicant's registered address.

✉️ Requesting by Mail

Please enclose 4 items: Mail Request Form, Fixed-amount Postal Money Order (for the fee), copy of your ID (showing your address), and a stamped self-addressed return envelope. Mail these to the City Hall Citizens' Affairs Division.

✅ Checklist

Personal Seal (Inkan)
Applicant's seal (or proxy's seal if applying via proxy) is required at the counter.

Required
ID Document (1 required)
Official photo ID such as Driver's License, Passport, My Number Card, Residence Card, Special Permanent Resident Certificate, etc.

Optional
ID Documents (2 required)
If no photo ID: Two items from Group A (Health Insurance, Pension Book), OR one from Group A and one from Group B (Student/Employee ID).

Optional
Letter of Attorney (Proxy Form)
Required for proxies. Must be completely filled out and stamped by the person granting the proxy.

Optional
Mail Request Form, Postal Money Order, Return Envelope, ID Copy
Required 4-piece set for mail requests.

Optional

👥 Who Qualifies

Those requesting a copy of the Resident Record

❓ Terms & FAQ

Copy of Resident Record (住民票の写し)

A certificate stating an individual's address, name, sex, date of birth, registered domicile, and relationship to the head of household.

Letter of Attorney (委任状)

A document required when a proxy applies on your behalf. Must be completely filled out and stamped by the applicant.

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