My Number Card: What It Is and When You Need It | MyKyoten

This guide applies after you've registered your address at city hall . Once you register, the city office issues you a My Number automatically - review city hall procedures to prepare. You don't apply for the number - it just gets assigned to you. The question isn't whether you have a My Number (you do). The question is whether you need the physical My Number Card, and the answer is: maybe, eventually, but not immediately.

What My Number Actually Is (And What It Isn't)

My Number is a 12-digit identification number assigned to everyone who registers an address in Japan - Japanese citizens and foreign residents alike.

The number links your records across government systems: taxes, social insurance, pension, disaster relief. It's meant to make administration more efficient by giving you one consistent ID across all these systems instead of different numbers for different agencies.

Here's the key distinction most people miss:

The My Number (the 12-digit number itself) is assigned automatically and you get notified by mail. You need this number for certain administrative tasks.

The My Number Card (the physical IC card with your photo and embedded chip) is optional. You have to apply for it separately, and it usually takes 1–2 months to receive.

Most daily tasks only require the number, not the card.

The Notification Letter vs The Card (This Confuses Everyone)

After you register your address at city hall, you will receive an Individual Number Notice by mail. This document contains your 12-digit My Number. Japan previously used a “Notification Card” (通知カード) system, but that format was discontinued. Today, new residents receive an Individual Number Notice instead. The number itself is what matters. You do not need the plastic My Number card immediately.

This notification letter is a paper document with your My Number printed on it. It's not a card. It's not ID. It's just a piece of paper saying "here's your number."

The notification letter itself is enough for most situations where you need to provide your My Number. You can show this paper to your employer for tax purposes, to your bank when opening an account, or to the pension office when enrolling.

The My Number Card is different. It's a plastic IC card the size of a credit card with:

Your name in both Japanese and English (romanized)

An embedded IC chip for electronic verification

The card functions as government-issued photo ID and can be used for digital signatures, online government services, and certain administrative procedures.

You have to apply for the card separately. It doesn't come automatically.

"The My Number (the 12-digit number itself) is assigned automatically. The My Number Card (the physical IC card) is optional and requires a separate application."

When You Actually Need Your My Number (Not the Card, Just the Number)

Your My Number is required when starting a job (tax withholding), opening bank accounts, filing taxes, enrolling in social insurance, or applying for government benefits.

Notice a pattern? For all of these, the notification letter - the piece of paper with your number - is enough. You don't need the physical card.

When You Actually Need the Physical My Number Card

The card becomes necessary or very useful in these situations:

Using online government services: Japan has a digital government portal called MyNa Portal (マイナポータル) where you can check your tax records, apply for benefits, and handle various procedures online. You need the card to log in.

Filing taxes online (e-Tax): If you want to file taxes electronically, the My Number Card makes it much easier. You can technically do it without the card, but it requires complicated workarounds.

Proving your identity without a passport: The My Number Card is government-issued photo ID. If you don't want to carry your passport around (and you shouldn't - it's a pain to replace if lost), the card works as ID for things like age verification, contract signing, or hotel check-in.

Opening accounts at picky banks: A few Japanese banks and financial services require the My Number Card specifically, not just the number. Shinsei Bank and some online brokerages fall into this category.

Accessing health insurance records online: You can link your My Number Card to MyNa Portal to view your health insurance usage history digitally.

Convenience store certificate printing: With a My Number Card, you can print official residence certificates and seal certificates at convenience store multifunctional printers (Lawson, Family Mart, etc.) instead of going to city hall. This costs around ¥200–¥300 per certificate and you can do it 6am–11pm instead of city hall business hours.

My Number Notification vs My Number Card: Side-by-Side

How to Actually Apply for the My Number Card

If you decide you want the card, here's the process:

When you received your My Number notification letter, there was an application form included. If you lost it, download one from the Digital Agency website or get one at city hall.

You need a passport-style photo (4.5cm × 3.5cm) from a train station photo booth (¥800–¥1,000) or take one with your phone and print it at a convenience store for ¥30–¥50.

Submit the application three ways:

Online: Upload photo and information through the My Number Card application website (fastest)

By mail: Send the completed form and photo to the listed address

In person: Some city halls accept applications on the spot

After 1–2 months, you'll receive a postcard telling you your card is ready for pickup.

Bring the pickup notice, your residence card, and the notification letter to city hall. They'll verify your identity, have you set a 4-digit PIN and a 6–16 digit password, and hand you the card.

Don't lose these passwords. Resetting them requires another city hall visit.

"For most situations, the notification letter - the piece of paper - is enough. The card is optional."

Why People Think They Need It Immediately (But They Don't)

The Japanese government heavily promotes the My Number Card with posters everywhere and encouragement from city halls. This creates the impression that not having the card is a problem.

Most foreign residents in Japan don't have the My Number Card. They use the notification letter for employment and taxes, and carry their residence card as ID. This works fine.

Edge Case Scenarios That Cause Confusion

What If I Lost My Notification Letter Before Applying for the Card?

Go to city hall with your residence card. They'll verify your identity, confirm your My Number in their system, and give you a new application form. You can apply on the spot.

What If My Employer Says They Need the Card, Not Just the Number?

Some employers request the card specifically due to internal policies. If your employer insists, apply for the card but explain it takes 1–2 months. Most accept the notification letter (or a written copy of your number) while you wait.

What Happens If I Change My Address After Getting the Card?

Bring your My Number Card when you register your new address at city hall. They'll update the address electronically on the IC chip. If you don't update it, the card won't work for online services or as valid ID.

⚠️ WARNING: Don't Confuse My Number Card with Your Residence Card

Your residence card (在留カード - zairyū kādo) and your My Number Card are completely different things issued by different government agencies:

Issued by immigration at the airport or immigration office

Shows your visa status and how long you can stay in Japan

Required by law to carry at all times

Needed for immigration-related procedures (visa renewal, re-entry permits, etc.)

Shows your My Number and serves as general photo ID

Optional to apply for and optional to carry

Used for taxes, government services, and general identification

You need both your residence card and your My Number for different purposes. They don't replace each other. Many foreigners mistakenly think the My Number Card replaces the residence card for immigration purposes. It doesn't. Your residence card is still your primary immigration document.

Privacy Concerns (Are They Justified?)

Some people worry about privacy with My Number. The concerns are understandable but somewhat overblown.

My Number can access your tax records, social insurance, pension records, health insurance usage, and certain government benefits. It cannot access your bank accounts, detailed medical records (unless you link them), employment history beyond taxes, or anything unrelated to government administration.

Japan has strict laws about who can request your My Number and for what purposes. Private companies can only ask for it in specific situations like employment or financial accounts for tax reporting.

The privacy risks are comparable to any government ID system in developed countries.

Do You Actually Need to Rush to Get It?

Most people apply for the card when they encounter a specific need - wanting to use e-Tax, getting tired of going to city hall for certificates, or needing government-issued photo ID. There's no penalty for not having the card and no deadline.

Get it early if: You want online tax filing, plan to open multiple financial accounts, don't want to carry your passport as ID, or frequently need official certificates.

Wait if: Your employer only needs your number, you're comfortable using your residence card as ID, you don't use online government services, or you rarely need certificates.

The Convenience Store Printing Feature (This Alone Might Be Worth It)

One underrated benefit of the My Number Card is printing official certificates at convenience stores.

Normally, you need to go to city hall during business hours (8:30am–5pm weekdays) for residence certificates, seal certificates, or tax certificates. With the My Number Card, you can print these at Seven-Eleven, Lawson, or Family Mart from 6:30am to 11pm, including weekends.

Residence certificate: ¥300–¥400 at city hall, ¥200–¥300 at convenience store

Seal certificate: ¥300–¥450 at city hall, ¥250–¥350 at convenience store

You save ¥50–¥100 per certificate and can do it anytime. If you need certificates more than a few times per year, this convenience alone might justify the card.

Check your city hall website to confirm your municipality supports convenience store printing - not all do.

If you just registered your address: Wait 2–4 weeks for your My Number notification letter to arrive in the mail. Don't panic if it takes longer - mail in Japan is slow sometimes.

If you received your notification letter: Keep it safe. You'll need the number for employment, taxes, and possibly banking. Decide whether you want to apply for the actual card based on your needs.