Is it necessary to register your personal seal when you move? Explains the procedure

When you move, you need to go through various procedures, but many people wonder if they need to go through the same procedures for their registered official seal. In this article, we will explain the procedures for registering your official seal when you move.

What is a registered seal?

A personal seal that is registered with a local government such as a city, ward, town, or village and officially recognized is called a"jitsuin." A jitsuin is a HANKO used to verify identity or express intent in legal or official procedures. Registering a HANKO with a local government is called "HANKO registration," and a "HANKO registration card" is issued upon registration.
In addition, once you have registered HANKO, you will be able to obtain a "HANKO Registration Certificate" which serves as proof of your seal at the counter of the family registry department of your ward office or at the administrative corner. If you have a My Number card, you can also get it at a convenience store.
Mainly, the official seal is

• When signing a mortgage contract
• When receiving insurance benefits
• When inheriting an estate
• When buying, selling or scrapping a car

It is necessary when carrying out important procedures such as the above. Also, when using a registered seal, it is common to also submit a HANKO registration certificate as a set.
A personal seal is like a second self that expresses one's will. If it is misused or used incorrectly, there is a risk that one's assets and rights will be taken away, so it is important to manage it carefully.

Necessity of procedures if moving

If you move or change your address, you will need to change the address of your registered official seal depending on where you move. Here, we will explain how to change your official seal when you move, divided into cases where you move within the same city, town, or village, and cases where you move to a different city, town, or village.

In the case of within the same city, town, or village

If you move to the same city, town, or ward, you can change the address on your HANKO registration to your new address by submitting a change of address notification to your local government office, so no special procedures are required. At this time, the address on HANKO registration certificate will also be changed automatically.

In the case of different municipalities

If you move to a different city or town, you will need to register HANKO at the local government office of your new address. Once you have decided to move, you will first need to submit a "moving out notification" to the local government office, not a "moving address notification."

Since the moving-out notification is a declaration that you are moving to another municipality, HANKO registration will be automatically cancelled when it is accepted. Therefore, you do not need to go through the HANKO registration procedure when moving out. Return or shred and dispose of your existing HANKO registration card. Follow the instructions of your municipality on how to dispose of it.
HANKO registration is not automatically performed in the local government of your new address, so you will need to register it again at your new address.

Procedures required for HANKO registration when moving

From here, we will explain the procedures required when registering HANKO at your new address.

Cancel HANKO registration at your previous address

As mentioned above, if you submit a moving-out notification, HANKO registration in your old address will be automatically cancelled. However, depending on the local government, you may need to go through a procedure if you move to a different ward even if you are in the same city. Some people may be worried about whether their registration has really been cancelled. In such cases, you can cancel HANKO registration before moving.
The procedure for cancelling HANKO registration is carried out at the municipal office where you registered HANKO. Simply fill out the "HANKO Registration Cancellation Application Form" available at the counter and submit it to complete the procedure. A representative can also cancel HANKO registration, but in that case, a "power of attorney" is required.

Register HANKO again at your new address

Go to the city hall of your new address, submit a "change of address notification," and then register HANKO again. The method for registering HANKO will vary depending on whether you can go to the city hall yourself and whether you have a photo ID.

When the person goes to the government office with a photo ID

If you go to your local government office in person and bring a photo ID with you, the procedure will be completed on the same day. Simply fill out the "HANKO Registration Application Form" available at the counter and submit it to the counter to complete the procedure.

If the person can go to the government office but does not have a photo ID

If the person is able to go to the city hall but does not have photo identification, the procedure can be completed by having a relative or other person act as a guarantor.
Go to the city hall with your guarantor, fill in the necessary information on the application form provided, have the guarantor sign and stamp it with their official seal, and then submit it at the counter to complete the procedure on the same day. If your guarantor lives far away and cannot go to the city hall, it is a good idea to download the application form from the city hall's website and have the guarantor sign and stamp it in advance.

If you do not have a photo ID or a guarantor

If the person can go to the city hall but does not have a photo ID and no guarantor, it will take a few days to register. First, go to the city hall, fill out the necessary information on the application form provided, and submit it to the city hall. Later, the city hall will mail you a "Response Form (Inquiry Form)" to your home. Fill out the necessary information on the response form (inquiry form) and bring it back to the counter to complete the procedure.

If the person cannot go to the office

If you are unable to go to the city hall yourself, you can have someone else process the paperwork on your behalf. This will also take a few days to complete.
First, the person in question writes a "power of attorney" and entrusts it to the agent. The agent then goes to the city hall with the power of attorney and submits it at the counter. The city hall will later send a reply letter (inquiry form) to the person's home, so the person should fill in the necessary information and entrust it to the agent. The agent will then go to the city hall again and submit the reply letter (inquiry form) at the counter along with the person's original ID, and the entire procedure will be completed.
As mentioned above, it is possible to have a representative register your personal HANKO, but as your personal seal is very important, it is advisable to do the procedure yourself if possible.

If your surname has changed due to marriage, etc.

Some people move to a different city or town when they get married. If your surname has changed after marriage, but your official seal only has your first name engraved on it, you can simply register HANKO at the municipal office in your new address.
If your official seal has your maiden name engraved on it, your name will not match, so you will need to change the HANKO you are registering. In this case, you will first need to cancel the HANKO registration for your official seal with your maiden name. Once the cancellation procedure is complete, you will need to prepare a HANKO with your new surname and HANKO it.

What you need to register HANKO when moving

Next, we will introduce what you need for each step of the HANKO registration procedure when moving.

What you need to cancel HANKO registration

The following items are required to cancel HANKO registration. Please prepare them in advance.

• HANKO registration card
• Identification document (driver's license, passport, etc.)

Also, depending on the municipality, you may be required to have a registered HANKO, so it is a good idea to bring it with you when you go to the city hall.

What you need to re-register HANKO

The following items are required when re-registering HANKO at your new address:

• HANKO to be re-registered
• Identification documents

The procedure will be smoother if you have a photo ID such as a driver's license or passport. If you do not have a photo ID, prepare multiple copies of ID without a photo, such as a health insurance card. It is a good idea to check with the local government office in your new address in advance to find out what type of ID is valid.

What is required to re-register a HANKO by proxy?

If you wish to have a representative re-register HANKO, the following items will be required:

• HANKO to be re-registered
• A copy of the identity document to be used for HANKO registration
• Identification documents of the representative
• A handwritten letter of attorney and reply (inquiry) from the person who wishes to register the HANKO

There is a deadline for submitting the response (inquiry) letter, so be sure to submit it within the deadline.

summary

Whether or not you need to register HANKO when you move depends on whether you are moving to the same city or town. Use this article as a reference to follow the correct procedures and complete the move-related procedures smoothly.