Leaving Japan after a memorable stay was both emotional and logistically challenging. As a resident, there are several essential tasks you need to complete to ensure a smooth departure. Here’s my step-by-step guide on how I navigated this process, including key steps such as notifying my apartment office, visiting the ward office, and dealing with utilities, taxes, and belongings.
I was staying in Nishi-Kasai, so the ward office and pension office details mentioned are specific to this area. If you’re staying elsewhere, please check with your local ward office for similar procedures.
Step 1: Notify Your Apartment Office
The first and most crucial step is informing your apartment office or landlord about your departure. I was staying in JKK building, they give the form to fill with move out date. Just get the form and submit it 14 days before your move-out date.
When to Notify
- Inform them at least 14 days before your move-out date.
- This allows them enough time to inspect the apartment and guide you through the necessary move-out procedures.
What to Do
- Check your rental agreement for specific move-out notice requirements.
- Schedule a final inspection of your apartment.
- Discuss deposit refunds and any potential deductions for cleaning or damages.
Tip
Ensure the apartment is cleaned thoroughly before the final inspection to avoid additional cleaning fees.
Step 2: Visit the Ward Office to Fill the Move-Out Form
Next, head to your local ward office to complete the official move-out process.
My Experience in Nishi-Kasai
I visited the Edogawa Ward Office, which handles administrative matters for the Nishi-Kasai area. The staff was helpful, and the process was straightforward. Just tell the staff that you want the move out form as you are leaving the country. Then just fill the details like your current address, your home country address and move out date and all the family members who are listed in your Juminhyo.
When to Go
Visit the ward office about 14 days before your departure date.
Documents Required
- Residence Card (Zairyū Card)
- My Number Card (optional)
- Passport (optional)
Steps to Follow
- Fill out the Move-Out Notification Form (転出届, Tenshutsu Todoke).
- Provide your leaving date and address in your home country (or your next destination).
- Receive a Moving-Out Certificate (転出証明書, Tenshutsu Shomeisho), which you’ll need if you return to Japan.
If you’re living in a different area, visit your local ward office. The procedure remains similar, but check the exact location for your convenience.
Following is the address if you are staying in Nishi Kasai or near by area
https://maps.app.goo.gl/rfJq6twrMPfKjEDG7
Step 3: Visit the Tax Office to Claim Pension Refund
If you’ve been paying into Japan’s pension system (年金, Nenkinkin), you can apply for a pension refund after leaving the country.
My Experience in Nishi-Kasai
I visited the Edogawa Tax Office, which was nearby and efficient. The staff explained the process clearly and helped with the paperwork.
Key Points About the Pension Refund
- You can claim a portion of your contributions back (usually covering up to three years).
- After receiving the refund, 20% of the amount is withheld as tax, but you can reclaim this amount.
Steps to Claim Pension Refund
- Visit the tax office with your documents.
- Submit the Lump-Sum Withdrawal Payment Application form.
- Assign a tax agent (a trusted person in Japan) to help you claim the withheld 20% tax later.
Documents Needed
- Pension book (Nenkin Techo)
- Residence Card
- Passport
- Bank account details (for receiving the refund)
Tips
- Choose a reliable person as your tax agent, as they’ll handle your tax claim on your behalf.
- If you’re in another area, locate your local tax office.
Step 4: Cancel Utilities and Mobile Services
Once your departure is confirmed, start canceling essential services to avoid unnecessary charges.
Utilities to Cancel
- Mobile Carriers: Visit your mobile carrier (Docomo, SoftBank, AU, etc.) to terminate your contract. Keep in mind that early termination may incur a cancellation fee.
- Gas Connection: Contact your gas company and arrange for the final meter reading and disconnection.
- Electricity Connection: Notify your electricity provider of your move-out date.
- Internet Connection: Schedule the disconnection of your internet service.
Steps for Cancellation
- Provide your move-out date to each service provider.
- Pay any outstanding bills.
- Return rented equipment (modems, routers, etc.) to avoid additional charges.
Step 5: Sell or Donate Your Belongings
One of the most time-consuming tasks when leaving Japan is dealing with your belongings. I started selling my stuff about 1–2 months before my departure, which gave me plenty of time to declutter.
Where to Sell Your Stuff
- WhatsApp Groups: Many expatriates and locals use WhatsApp groups to buy and sell used items.
- Facebook Groups: Join community groups like “Sayonara Sales Japan” or “Tokyo Sayonara Sales.”
- Online Platforms: Use sites like Mercari or Yahoo Auctions for items in good condition.
Pricing Strategy
- Sell your items at half price or even less to attract buyers quickly.
- Bundle similar items together to save time.
Alternative Options
- Donations: Donate clothes, furniture, and household items to local charities.
- Recycling Centers: Dispose of items that can’t be sold or donated in an eco-friendly manner.
Step 6: Closing Bank Accounts
Before leaving, don’t forget to close your Japanese bank accounts.
What to Do
- Visit your bank branch in person with your bankbook, ATM card, Residence Card, and passport.
- Withdraw or transfer any remaining funds to your account in your home country.
Step 7: Plan Your Final Days
In the last few days before departure:
- Reconfirm Travel Arrangements: Double-check your flight details and transportation to the airport.
- Pack Smartly: Keep essential documents, electronics, and valuables in your carry-on luggage.
- Say Goodbye: Spend time with friends and colleagues to make lasting memories before you leave.
A Summary of My Departure Timeline
Here’s a recap of the steps and timeline I followed:
| Task | When to Do It |
|---|---|
| Notify apartment office | At least 14 days before leaving |
| Visit the ward office | 14 days before leaving |
| Claim pension refund at tax office | Better 1-2 weeks before leaving |
| Cancel utilities and services | 1 week before leaving |
| Sell belongings | 1–2 months before leaving |
| Close bank accounts | 2–3 days before leaving |
Leaving Japan involves a lot of planning and paperwork, but it’s manageable if you approach it step by step. While my guide is specific to Nishi-Kasai, you can follow the same steps for other areas by locating the appropriate ward and tax offices.
The process gave me a new learning about the Japanese systems and the importance of staying organized. I hope this guide helps you navigate the process smoothly.
Safe travels and best wishes for your next adventure!