Starting Work in Japan in April: Onboarding Checklist (Visa, Bank, Hanko, Housing)

April is not just spring in Japan. It is the beginning of everything.

New financial year. New school year. New hires. If you have ever wondered why Tokyo fills with people in crisp suits holding cardboard boxes in late March, you are watching the annual choreography of Japan’s hiring calendar. The vast majority of Japanese companies bring on new employees in a single cohort on April 1st — a tradition so ingrained that the phrase 新入社員 (shinnyu shain, new employee) is practically synonymous with the season.

For foreigners starting work in Japan in April, this is both an advantage and a pressure. The advantage is that you are not alone — your company likely has an onboarding structure ready, your HR department has done this before, and your new colleagues are also finding their footing. The pressure is that the paperwork starts immediately, and Japan’s administrative systems expect you to be prepared in ways that no one always thinks to mention in the job offer.

This Japan onboarding checklist covers everything from before you land to your first month in the office: visa, housing, bank accounts, employer paperwork, and the one small but surprisingly important item that can cause unnecessary friction if you forget it.

Before you arrive

The work you do before boarding the plane determines how smoothly your first week goes. Leaving these steps until after arrival is possible but creates compounding delays.

Visa and Certificate of Eligibility (COE)

Your employer should sponsor your work visa and handle the Certificate of Eligibility (在留資格認定証明書) application on your behalf. The COE is issued by Japanese Immigration and confirms you are eligible to enter Japan for the purpose stated. Once you receive it, you take it to your nearest Japanese embassy or consulate to have the actual visa stamped into your passport.

Do not leave this until the last minute. COE processing can take several weeks. If your April start date is firm, your employer should have submitted the application well in advance — ideally by January or February. Follow up early if you have not heard anything.

Housing

Securing accommodation before arrival is strongly advisable, especially for Tokyo, Osaka, and other major cities. The Japanese rental market moves quickly and has its own friction points for foreigners — some landlords require a Japanese guarantor, proof of income, and a hanko. Company dormitories or employer-arranged housing are common for April hires at larger firms and remove much of this complexity. If you are arranging housing independently, work with a real estate agent who has experience with foreign tenants.

Documents to have ready before you land:

• Valid passport (check expiry — should have at least six months beyond your planned stay)
• Certificate of Eligibility
• Employment contract (signed copy)
• Residence card will be issued at the airport — you do not bring one, you receive one
• Health insurance paperwork from your employer, if provided in advance
• Emergency contact information in Japanese, if possible
• Any notarized documents your employer has requested

Hanko — order before you go

This is covered in more detail later, but note it here: ordering a hanko before you arrive in Japan is entirely possible and saves you from scrambling during your first week. Japanese vendors ship internationally, and having your seal ready when onboarding paperwork lands in front of you on day one removes one item from a long list. HankoHub ships internationally and offers katakana name customization for foreign names — worth ordering a few weeks before your departure.

To find April-start roles, browse ComfysCareer‘s job listings for foreigners in Japan.

First 7 days in Japan

The first week is dense. Here is what to expect and what to prioritize.

Day 1–2: Residence registration

Within 14 days of arrival, you are legally required to register your address at your local ward office (区役所 or 市役所). In practice, do this within your first two or three days. You will need your passport and your residence card. The ward office will update your residence card with your registered address — the card arrives blank in this field when issued at the airport.

This step unlocks almost everything else. Your bank account application, your health insurance enrollment, your employer’s HR records — all of them will ask for your registered address in Japan.

Day 3–4: Health insurance and pension enrollment

If your employer provides shakai hoken (社会保険 — the employee social insurance package), they will typically handle enrollment. Confirm with HR that this is in process. If you are in a situation where you need to enroll independently, visit your ward office to sign up for kokumin kenko hoken (国民健康保険, national health insurance).

Day 4–5: My Number Card

You will receive a My Number notification slip at your registered address, usually within a few weeks. However, you can apply for the physical My Number Card (マイナンバーカード) at the ward office. This card is increasingly important for tax procedures, some banking processes, and digital government services. Apply early — processing takes a few weeks.

Day 6–7: Phone and transport

A Japanese phone number is practically necessary. Most major carriers (Docomo, SoftBank, au) and MVNOs (IIJmio, Rakuten Mobile) will set you up with a residence card and a Japanese bank account or credit card. Some MVNOs allow initial setup with a foreign card while your Japanese account is pending.

Get a Suica or Pasmo card for train travel if you are in the Kanto area, or an ICOCA card in Kansai. These are rechargeable IC cards that work across most train networks and increasingly in convenience stores.

Bank + salary setup

Opening a Japanese bank account is one of the more frustrating early tasks, but it is non-negotiable if your salary is being paid in Japan.

Which bank to choose

Japan Post Bank (ゆうちょ銀行) is often the most accessible for new arrivals — post offices are everywhere, and they are generally accustomed to foreign customers. Shinsei Bank and Sony Bank are also foreigner-friendly with English interfaces. For major banks like MUFG, SMBC, or Mizuho, requirements vary by branch and the experience can be inconsistent.

What you typically need to open an account:

• Residence card (with registered address)
• Passport
• Hanko (many banks still require one — see below)
• Phone number
• Some banks add a three-month waiting period after arrival for new foreign residents; Japan Post Bank is generally more flexible

The hanko question at the bank

Many traditional Japanese banks still require a hanko to open an account. You register your seal impression with the bank, and it is used to verify future withdrawal slips and contract changes. If you arrive without one, some banks will accept a signature in lieu, but this is not universal and may limit what you can do with the account. Having a mitomein (unregistered personal seal) ready before your bank appointment removes this variable entirely.

Salary setup

Provide your employer’s HR team with your bank account details as soon as the account is open. April payroll deadlines vary by company — some pay mid-month, some pay end of month — and getting your account registered before the first cutoff date matters if you want to receive your first paycheck on time.

Employer onboarding

Japan paperwork foreigner realities start here. Japanese corporate onboarding involves a volume of paperwork that can feel surprising even to people who expected it. Most of it is straightforward once you understand what each form is for.

Forms you will likely encounter:

• 扶養控除等申告書 (fuyou koujyo nado shinkokusho): Tax withholding declaration. Confirms your dependent status for income tax purposes. Your employer needs this to calculate correct withholding.
• 雇用保険 (koyou hoken): Employment insurance enrollment form. Your employer handles filing but may ask you to sign.
• 給与振込先届 (kyuuyo furikomi saki todoke): Bank account registration for salary payment. This is where you submit your account details.
• Health insurance and pension registration documents.
• Emergency contact form.

The ringi system and internal stamps

Many Japanese companies still use internal approval workflows where documents circulate with stamp fields (see the cultural context in our post on Japan’s paperwork culture). As a new employee, you may be assigned a section in the company seal register and given or expected to provide your own hanko for internal documents. Ask your HR contact or direct manager what is expected — practices vary by company.

Common mistakes during employer onboarding:

• Submitting forms with a signature where a seal is expected without checking first. This sometimes requires resubmission.
• Missing the tax declaration form deadline, which can result in incorrect withholding for the first months.
• Forgetting to update your HR records when your address changes — this affects your residence card and various tax filings.
• Not confirming whether your company provides commuting allowance (通勤手当, tsuukin teate) and failing to submit the transit route form to claim it.

Hanko step: what to buy

This is the section that most hanko for foreigners guides skip over — the practical decision about what to actually order.

For the vast majority of new employees in Japan, a mitomein (認め印) is sufficient to start. A mitomein is an unregistered personal seal used for everyday documents: bank accounts, employer paperwork, contracts, and delivery receipts. You do not need to register it at the ward office for it to be useful. It simply needs to exist.

What to order:

• Size: 13.5mm is the standard for adult personal use and fits neatly into seal fields on most official documents. Do not go smaller than 12mm for professional contexts.
• Material: Acrylic is affordable and durable. Wood (boxwood, cherry) is traditional and produces a clean impression. Horn and titanium are longer-lasting options for those who want to invest once.
• Name: Your family name in katakana is the most common choice for foreign residents. Full name in katakana is also acceptable. Some people use a romanized version — confirm the vendor supports this.
• Ink: Oil-based red ink is standard for personal seals on official documents. Make sure your seal comes with or is compatible with a proper stamp pad, not just a built-in foam pad.

Do you need a jitsuin (registered seal)?

For starting a job in April, no. A jitsuin is required for high-stakes legal transactions — purchasing property, incorporating a company, certain loan agreements. If and when you need one, you register it at your ward office with your residence card. For now, a mitomein covers everything on this checklist.

Order early

Production and shipping takes time. If you are ordering from outside Japan, factor in international shipping. If you are in Japan already, many vendors offer express turnaround. The key point: do not leave this until the morning before your first bank appointment.

HankoHub offers mitomein options in multiple materials with katakana customization for foreign names, plus digital hanko if your workplace uses electronic workflows. It is a straightforward way to handle both physical and digital needs in one order.

FAQ

Do I need a hanko before I arrive in Japan?

Not strictly, but it is strongly advisable if you are starting work in April. Bank account opening, employer paperwork, and housing contracts may all come up in your first week. Ordering before you leave means you arrive prepared. HankoHub ships internationally and handles foreign name transliterations.

How long does residence registration take?

The ward office visit itself usually takes 30–60 minutes, including any waiting time. Bring your passport and residence card. Some ward offices have English-speaking staff or multilingual support — check in advance if language is a concern.

My company says I do not need a hanko. Should I still get one?

Possibly. Company policy does not always reflect what individual departments, banks, or landlords expect. Having a mitomein as a precaution costs little and removes a potential obstacle at inconvenient moments. Many foreigners who were told they would not need one find otherwise within the first month.

What if I miss the April 1 start date for paperwork reasons?

Visa delays and administrative timing do occasionally push start dates. Most companies have some flexibility, particularly for international hires. Communicate proactively with your HR contact — the earlier you flag a potential delay, the more options exist to manage it.

Can I use a foreign bank account while waiting for my Japanese account to open?

For personal expenses, yes. For salary payments, your employer will almost certainly require a Japanese account. Some companies offer an advance on salary or a temporary payment method in the interim — ask HR what options exist.

Is April onboarding different from joining at other times of year?

In some ways. April cohort onboarding at large Japanese companies often includes structured group orientation sessions, which can be helpful for new arrivals. Mid-year hires (中途採用, chuuto saiyo) tend to have lighter onboarding structures. If you are an April hire, expect the first week to involve more scheduled sessions and group activities alongside your individual paperwork tasks.

Do I need a My Number Card immediately?

No, but apply for it early. The notification slip arrives at your registered address, which is why completing residence registration quickly matters. The physical card takes several weeks to process. You will need your My Number for year-end tax adjustment forms and increasingly for other administrative processes.

Next steps

April comes quickly, and Japan’s administrative system does not slow down for anyone still figuring things out. The foreigners who navigate the first month smoothly are almost always the ones who did their preparation in advance — residence paperwork, bank logistics, and yes, the hanko.

Order your hanko early from HankoHub so you are ready on day one. With katakana customization for foreign names, physical and digital options, and international shipping, it is one item you can cross off the list before you even land.April is not just spring in Japan. It is the beginning of everything.

New financial year. New school year. New hires. If you have ever wondered why Tokyo fills with people in crisp suits holding cardboard boxes in late March, you are watching the annual choreography of Japan’s hiring calendar. The vast majority of Japanese companies bring on new employees in a single cohort on April 1st — a tradition so ingrained that the phrase 新入社員 (shinnyu shain, new employee) is practically synonymous with the season.

For foreigners starting work in Japan in April, this is both an advantage and a pressure. The advantage is that you are not alone — your company likely has an onboarding structure ready, your HR department has done this before, and your new colleagues are also finding their footing. The pressure is that the paperwork starts immediately, and Japan’s administrative systems expect you to be prepared in ways that no one always thinks to mention in the job offer.

This Japan onboarding checklist covers everything from before you land to your first month in the office: visa, housing, bank accounts, employer paperwork, and the one small but surprisingly important item that can cause unnecessary friction if you forget it.

Before you arrive

The work you do before boarding the plane determines how smoothly your first week goes. Leaving these steps until after arrival is possible but creates compounding delays.

Visa and Certificate of Eligibility (COE)

Your employer should sponsor your work visa and handle the Certificate of Eligibility (在留資格認定証明書) application on your behalf. The COE is issued by Japanese Immigration and confirms you are eligible to enter Japan for the purpose stated. Once you receive it, you take it to your nearest Japanese embassy or consulate to have the actual visa stamped into your passport.

Do not leave this until the last minute. COE processing can take several weeks. If your April start date is firm, your employer should have submitted the application well in advance — ideally by January or February. Follow up early if you have not heard anything.

Housing

Securing accommodation before arrival is strongly advisable, especially for Tokyo, Osaka, and other major cities. The Japanese rental market moves quickly and has its own friction points for foreigners — some landlords require a Japanese guarantor, proof of income, and a hanko. Company dormitories or employer-arranged housing are common for April hires at larger firms and remove much of this complexity. If you are arranging housing independently, work with a real estate agent who has experience with foreign tenants.

Documents to have ready before you land:

• Valid passport (check expiry — should have at least six months beyond your planned stay)
• Certificate of Eligibility
• Employment contract (signed copy)
• Residence card will be issued at the airport — you do not bring one, you receive one
• Health insurance paperwork from your employer, if provided in advance
• Emergency contact information in Japanese, if possible
• Any notarized documents your employer has requested

Hanko — order before you go

This is covered in more detail later, but note it here: ordering a hanko before you arrive in Japan is entirely possible and saves you from scrambling during your first week. Japanese vendors ship internationally, and having your seal ready when onboarding paperwork lands in front of you on day one removes one item from a long list. HankoHub ships internationally and offers katakana name customization for foreign names — worth ordering a few weeks before your departure.

To find April-start roles, browse ComfysCareer‘s job listings for foreigners in Japan.

First 7 days in Japan

The first week is dense. Here is what to expect and what to prioritize.

Day 1–2: Residence registration

Within 14 days of arrival, you are legally required to register your address at your local ward office (区役所 or 市役所). In practice, do this within your first two or three days. You will need your passport and your residence card. The ward office will update your residence card with your registered address — the card arrives blank in this field when issued at the airport.

This step unlocks almost everything else. Your bank account application, your health insurance enrollment, your employer’s HR records — all of them will ask for your registered address in Japan.

Day 3–4: Health insurance and pension enrollment

If your employer provides shakai hoken (社会保険 — the employee social insurance package), they will typically handle enrollment. Confirm with HR that this is in process. If you are in a situation where you need to enroll independently, visit your ward office to sign up for kokumin kenko hoken (国民健康保険, national health insurance).

Day 4–5: My Number Card

You will receive a My Number notification slip at your registered address, usually within a few weeks. However, you can apply for the physical My Number Card (マイナンバーカード) at the ward office. This card is increasingly important for tax procedures, some banking processes, and digital government services. Apply early — processing takes a few weeks.

Day 6–7: Phone and transport

A Japanese phone number is practically necessary. Most major carriers (Docomo, SoftBank, au) and MVNOs (IIJmio, Rakuten Mobile) will set you up with a residence card and a Japanese bank account or credit card. Some MVNOs allow initial setup with a foreign card while your Japanese account is pending.

Get a Suica or Pasmo card for train travel if you are in the Kanto area, or an ICOCA card in Kansai. These are rechargeable IC cards that work across most train networks and increasingly in convenience stores.

Bank + salary setup

Opening a Japanese bank account is one of the more frustrating early tasks, but it is non-negotiable if your salary is being paid in Japan.

Which bank to choose

Japan Post Bank (ゆうちょ銀行) is often the most accessible for new arrivals — post offices are everywhere, and they are generally accustomed to foreign customers. Shinsei Bank and Sony Bank are also foreigner-friendly with English interfaces. For major banks like MUFG, SMBC, or Mizuho, requirements vary by branch and the experience can be inconsistent.

What you typically need to open an account:

• Residence card (with registered address)
• Passport
• Hanko (many banks still require one — see below)
• Phone number
• Some banks add a three-month waiting period after arrival for new foreign residents; Japan Post Bank is generally more flexible

The hanko question at the bank

Many traditional Japanese banks still require a hanko to open an account. You register your seal impression with the bank, and it is used to verify future withdrawal slips and contract changes. If you arrive without one, some banks will accept a signature in lieu, but this is not universal and may limit what you can do with the account. Having a mitomein (unregistered personal seal) ready before your bank appointment removes this variable entirely.

Salary setup

Provide your employer’s HR team with your bank account details as soon as the account is open. April payroll deadlines vary by company — some pay mid-month, some pay end of month — and getting your account registered before the first cutoff date matters if you want to receive your first paycheck on time.

Employer onboarding

Japan paperwork foreigner realities start here. Japanese corporate onboarding involves a volume of paperwork that can feel surprising even to people who expected it. Most of it is straightforward once you understand what each form is for.

Forms you will likely encounter:

• 扶養控除等申告書 (fuyou koujyo nado shinkokusho): Tax withholding declaration. Confirms your dependent status for income tax purposes. Your employer needs this to calculate correct withholding.
• 雇用保険 (koyou hoken): Employment insurance enrollment form. Your employer handles filing but may ask you to sign.
• 給与振込先届 (kyuuyo furikomi saki todoke): Bank account registration for salary payment. This is where you submit your account details.
• Health insurance and pension registration documents.
• Emergency contact form.

The ringi system and internal stamps

Many Japanese companies still use internal approval workflows where documents circulate with stamp fields (see the cultural context in our post on Japan’s paperwork culture). As a new employee, you may be assigned a section in the company seal register and given or expected to provide your own hanko for internal documents. Ask your HR contact or direct manager what is expected — practices vary by company.

Common mistakes during employer onboarding:

• Submitting forms with a signature where a seal is expected without checking first. This sometimes requires resubmission.
• Missing the tax declaration form deadline, which can result in incorrect withholding for the first months.
• Forgetting to update your HR records when your address changes — this affects your residence card and various tax filings.
• Not confirming whether your company provides commuting allowance (通勤手当, tsuukin teate) and failing to submit the transit route form to claim it.

Hanko step: what to buy

This is the section that most hanko for foreigners guides skip over — the practical decision about what to actually order.

For the vast majority of new employees in Japan, a mitomein (認め印) is sufficient to start. A mitomein is an unregistered personal seal used for everyday documents: bank accounts, employer paperwork, contracts, and delivery receipts. You do not need to register it at the ward office for it to be useful. It simply needs to exist.

What to order:

• Size: 13.5mm is the standard for adult personal use and fits neatly into seal fields on most official documents. Do not go smaller than 12mm for professional contexts.
• Material: Acrylic is affordable and durable. Wood (boxwood, cherry) is traditional and produces a clean impression. Horn and titanium are longer-lasting options for those who want to invest once.
• Name: Your family name in katakana is the most common choice for foreign residents. Full name in katakana is also acceptable. Some people use a romanized version — confirm the vendor supports this.
• Ink: Oil-based red ink is standard for personal seals on official documents. Make sure your seal comes with or is compatible with a proper stamp pad, not just a built-in foam pad.

Do you need a jitsuin (registered seal)?

For starting a job in April, no. A jitsuin is required for high-stakes legal transactions — purchasing property, incorporating a company, certain loan agreements. If and when you need one, you register it at your ward office with your residence card. For now, a mitomein covers everything on this checklist.

Order early

Production and shipping takes time. If you are ordering from outside Japan, factor in international shipping. If you are in Japan already, many vendors offer express turnaround. The key point: do not leave this until the morning before your first bank appointment.

HankoHub offers mitomein options in multiple materials with katakana customization for foreign names, plus digital hanko if your workplace uses electronic workflows. It is a straightforward way to handle both physical and digital needs in one order.

FAQ

Do I need a hanko before I arrive in Japan?

Not strictly, but it is strongly advisable if you are starting work in April. Bank account opening, employer paperwork, and housing contracts may all come up in your first week. Ordering before you leave means you arrive prepared. HankoHub ships internationally and handles foreign name transliterations.

How long does residence registration take?

The ward office visit itself usually takes 30–60 minutes, including any waiting time. Bring your passport and residence card. Some ward offices have English-speaking staff or multilingual support — check in advance if language is a concern.

My company says I do not need a hanko. Should I still get one?

Possibly. Company policy does not always reflect what individual departments, banks, or landlords expect. Having a mitomein as a precaution costs little and removes a potential obstacle at inconvenient moments. Many foreigners who were told they would not need one find otherwise within the first month.

What if I miss the April 1 start date for paperwork reasons?

Visa delays and administrative timing do occasionally push start dates. Most companies have some flexibility, particularly for international hires. Communicate proactively with your HR contact — the earlier you flag a potential delay, the more options exist to manage it.

Can I use a foreign bank account while waiting for my Japanese account to open?

For personal expenses, yes. For salary payments, your employer will almost certainly require a Japanese account. Some companies offer an advance on salary or a temporary payment method in the interim — ask HR what options exist.

Is April onboarding different from joining at other times of year?

In some ways. April cohort onboarding at large Japanese companies often includes structured group orientation sessions, which can be helpful for new arrivals. Mid-year hires (中途採用, chuuto saiyo) tend to have lighter onboarding structures. If you are an April hire, expect the first week to involve more scheduled sessions and group activities alongside your individual paperwork tasks.

Do I need a My Number Card immediately?

No, but apply for it early. The notification slip arrives at your registered address, which is why completing residence registration quickly matters. The physical card takes several weeks to process. You will need your My Number for year-end tax adjustment forms and increasingly for other administrative processes.

Next steps

April comes quickly, and Japan’s administrative system does not slow down for anyone still figuring things out. The foreigners who navigate the first month smoothly are almost always the ones who did their preparation in advance — residence paperwork, bank logistics, and yes, the hanko.

Order your hanko early from HankoHub so you are ready on day one. With katakana customization for foreign names, physical and digital options, and international shipping, it is one item you can cross off the list before you even land.