Ward Office Experience [Sep 2017 Edition]

Alright it’s been a week since I’m here, still hanging in there~ 👍

After a whole day of Orientation Day Part 2 on Monday, and just when I thought I could take a break on Tuesday; I was on another important mission that still needs to be done before I could kick back and wait for classes to start.

That’s right, TIME FOR A TRIP TO THE WARD OFFICE PEOPLE.

📋 So 2 things I need to do:

1. Register myself at the ward office [ 住民登録 or “Jyumintouroku” ]
2. Join the National Health Insurance (NHI) [ 国民健康保険 or “Kokuminkenkouhoken” ]

 

This may not sound like some public exam but I was actually nervous before my visit. I was mainly worried that even with my basic levels of Japanese, things could get really complicated over there. Though technically that shouldn’t be too bad with the school’s guidebook on what to say and terms you may need when you’re at the ward office.

I did however ask my fellow exchange students how their trips to their respective ward offices went and it seemed fine with them, apart from the super long waiting times (Up to around 2 to 3 hours). Then again most of them come from the same student villages or dormitories compared to me, so I guess the nearest ward office over there was aware of the number of foreigners they have to welcome around this time, I’m not sure if it is the same for the ward office here.

So waking up right around opening time (8:30am), I left the house an hour later and made my way to the Arakawa ward office [ 荒川区役所 or “Arakawakuyakusho” ]. 🏢

And already finding my way to the ward office was a nightmare…

Armed with only screenshots from Google Maps (I still don’t have any internet that time), I navigated through apartment areas and narrow roads to get to my destination. Unfortunately, it was also raining and for mid-September, it was extremely humid. So another half an hour later, I arrived at the ward office around 10:15am.

Arakawa Ward Office 荒川区役所

Exhausted from the walk, I still mustered enough energy to ask the reception where to go. Heading to the “住民” (Jyumin) counter with the dizziest of minds, it took me a couple of seconds to recuperate myself in front of the staff before telling them I just moved to Japan and what I need to do.

I was then given a form to fill in (Which has some English in it by the way) and after that, I was given a number to wait. Few minutes later my number was called, and after telling me what else I missed out in the form and asking to point out my house with a map through my address, they took my residence card [ 在留カード or “Zairyuukaado” ] and then there’s more waiting.

About 20-ish minutes later, my number was called back and I got back my residence card with my address printed on the back and a carbon copy of the registration form I’ve filled in, which they told me to bring it to another counter so I can register for the NHI. Before leaving the counter I asked for a copy of my residence certificate [ 住民票の写し or “Juumin-hyou no utsushi“ ] because my university told me to get a copy, and so I filled in another form and paid ¥300 for the copy.

Alright 1 down, 1 more to go.

At the “國保” (Koho) counter, I handed over the carbon copy and told them about joining the NHI; in addition to stating that I’m a student, I don’t have any income from the previous year (Since I just moved here) and I don’t have a part-time job. With that information in mind, the person at the counter gave me another form to fill in with some English instructions on the side.

After filling it in they took it back and gave me some information about how to pay for the insurance at the convenience store and the payment deadline. They also showed me on my first bill that since I have no income or job, the discount is applied. For those who need a reference, the insurance premium should be around ¥1280 per month (Around €10).

And that’s it, I emerged victorious from the ward office procedures.

Then I went home to rest for a bit before heading to Shinjuku to get a SIM card and visit Shibuya… 😀

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So from my experience, it wasn’t a big problem with some basic Japanese at hand and I could answer most of their questions. Also, the forms were in English and they provide English explanation for filling in the forms, so that’s also not too bad. 🙂 The staff and officers at the ward office also deserve a shout out because they were all really nice and helpful:

 荒川区役所のスタッフ、どうもありがとうございました！

In case you have no idea how to speak Japanese or still have doubts, it definitely doesn’t hurt to bring someone who can speak Japanese with you.

Also from registration to the NHI, it actually took around an hour. There weren’t as much as people as I thought it would be (Around 5 to 10 people were waiting but they were soon gone in minutes). Some of my friends went during the afternoon and there’s definitely quite a crowd at their ward office.

💡 Just remember:

• Don’t forget to bring your important documents! That includes your passport and residence card.

  • In case you don’t remember your address, bring along a note of your address or contract.
  • You can bring along your student card just in case you need to show proof for the NHI discount.

• Go early. Around opening time or morning hours is preferable. Waiting times may differ depending on which ward office you need to go. Reserve a day for the trip so you can get everything done.

• The forms use the Japanese calendar system instead of the Western calendar system [ 西暦 or “Seireki” ] so for your information 2017 is “平成 29 年” (Heisei 29 nen). Then again if you aren’t sure, feel free to ask the staff! :3

Alright, that’s all for my ward office experience! 👏

To any of you who’ve stumbled upon this post in the hopes of finding out what to do or how is it like to visit one here in Japan, I hope my experience may lift some doubts or answer any of your curiosities. All the best to any of you who will be visiting one!