Understanding the My Number System in Japan

[Japan] Essential Info • By Vocation Abroad • Published on February 23

What Is My Number?

My Number (マイナンバー) is a unique 12-digit identification number issued to all residents of Japan, including both Japanese citizens and foreign nationals with a residence card. Introduced in 2015, the My Number system was designed to streamline government administration and enhance efficiency in social security, taxation, and disaster response.

For working holiday visa holders, obtaining a My Number is crucial for various administrative processes, including employment, tax reporting, and accessing certain public services. 

What Is My Number Used For?

The My Number system is primarily used in the following areas:

  • Employment and Taxation: Employers require employees' My Number to submit tax documents and social security reports. This ensures accurate tracking of income and tax obligations.
  • Social Security and Health Insurance: The system links My Number to pension accounts, health insurance, and welfare benefits, making it easier to manage contributions and claims.
  • Banking and Financial Services: Some financial institutions may request My Number for account verification, investment purposes, or international remittances 
  • Government Benefits and Subsidies: The government uses My Number to distribute benefits such as child allowances, unemployment insurance, and disaster relief payments.
  • Residence Registration and Public Services: Local governments may require My Number for administrative services such as issuing residence records or processing applications for municipal services.
  • Online Services and E-Government Applications: With a My Number Card, individuals can digitally sign official documents and access government services remotely.

What Is a My Number Card?

A My Number Card (マイナンバーカード) is an optional but highly useful smart card that contains the holder's My Number along with their name, address, date of birth, and a photograph. It serves as an official form of identification and provides additional functionality, such as digital signature capabilities for online applications.

While every resident in Japan is assigned a My Number, the My Number Card must be applied for separately. Before applying for a card, individuals will receive a paper notification containing their My Number, but this cannot be used as an ID. The My Number Card enhances convenience by allowing holders to:

  • Use it as a valid form of identification when opening a bank account, applying for government services, or verifying identity at various institutions.
  • Online application for various governmental procedures, such as logging into the My Number site.
  • Obtain official certificates (e.g., residence records and tax certificates) at convenience stores.
  • Integrate it with Japan’s digital payment and public health systems.

How to Obtain a My Number and How Long It Takes

Step 1: Receiving Your Individual Number Notice 

When a foreign national registers their residence at the local city or ward office (区役所・市役所) after arriving in Japan, they will automatically receive an Individual Number Notice (個人番号通知書) via mail at their registered address within two to three weeks. This document contains the 12-digit My Number and is essential for official processes, but it cannot be used as a form of identification.

Previously, a My Number Notification Card (通知カード) was issued, but it has been discontinued. Instead, new residents now receive the Individual Number Notice, which serves as proof of their assigned My Number but lacks additional functionality.

Step 2: Applying for a My Number Card - Official Website

The are four ways you can apply for an Individual Number Card as outlined below: 

  1. Application via the website using a smartphone Take your ID photograph using a smartphone and make an online application from the prescribed form.
  2. Application by a personal computer Take your ID photograph with a digital camera and access the website for application using a designated application form.
  3. Application from a town ID photo booth Bring an application form and take an ID photograph at an approved ID photo booth.

*Most of these websites are written in Japanese.

  1. Application by mail Attach your ID photograph to the application form for the Individual Number Card, enclose the form in a return envelope, and send it by mail.

Step 3: Receiving the My Number Card - Offical Website

Once the application is processed, the local government office will notify the applicant by mail that the card is ready for pickup. The entire process typically takes four to six weeks from application submission to receiving the My Number Card.

To collect the card, the applicant must:

  • Visit the designated local government office in person.
  • Bring the issuance notification postcard that was sent to them.
  • Present an official form of identification, such as a residence card or passport.
  • Set a PIN (Personal Identification Number) and password for the card during collection.

Final Thoughts

Understanding and obtaining a My Number is an important step for working holiday makers in Japan, as it ensures smooth interactions with employers, financial institutions, and government services. While the process may take some time, securing a My Number Card can make administrative tasks significantly more convenient. By understanding the aforementioned procedures, one can enjoy their time in Japan with fewer bureaucratic hurdles.