01. How to Get a Copy of Your Residence Record

Your residence record is created or updated when you register your address at the city office, such as when you move to Hirakata or change your address within the city.

This page explains how to get an official copy of that record.

A copy of your residence record is called “juminhyo” in Japanese. It shows your registered address and household information.

You may need it for procedures at a city office, school, company, bank, or other organization.

In Hirakata, you can get it at a city office counter, at a convenience store, online, or by mail. This page explains the main ways to get it and what to check before applying.

What Is a Copy of Your Residence Record?

What It Means

A copy of your residence record is an official certificate issued by the city. It shows your registered information, such as your name, address, date of birth, and household information.

In Japanese, it is called “juminhyo no utsushi”. People often call it simply “juminhyo”.

You may need a copy of your residence record when you apply for procedures at a city office, school, company, bank, or other organization.

Residence Record and Residence Card

A copy of your residence record is different from your Residence Card. Your Residence Card shows your status of residence, period of stay, and other immigration-related information. Your residence record shows your registered address and household information in the city.

Check Before Applying

Before applying, check what information needs to be printed on the certificate. If you are not sure which document you need or what information should be printed, ask the organization where you will submit the document.

For example, check the following points before applying.

Choose the Best Way to Get It

There are four main ways to get a copy of your residence record in Hirakata. The best method depends on what you have, how quickly you need the certificate, and whether you want to ask staff directly.

Use the table below to choose the method that is easiest for you.

* The fees shown are the total certificate issuance fees. No additional consumption tax is charged.

If you are not sure which method to use, going to a city office counter is usually the easiest way to ask questions. If you have a My Number Card, convenience store issuance may be the quickest and lowest-cost option.

How to Get It at a City Office Counter

You can get a copy of your residence record at a city office counter in Hirakata. This method is useful if you want to ask staff directly or if you are not sure which type of certificate you need.

* The fees shown are the total certificate issuance fees. No additional consumption tax is charged.
* Service hours may change during year-end and New Year holidays or special closures.
* Additional documents may be required depending on your situation.

* Bring a valid, unexpired original ID document.
* One government-issued photo ID is usually accepted.
* If your ID document does not have a photo, you may need two documents or additional documents.

If you are not sure what to bring, check the official Hirakata City page before you go.

How to Get It at a Convenience Store

If you have a My Number Card with a valid user certificate, you can get a copy of your residence record at supported convenience stores. This method is useful if you want to get the certificate outside city office hours.

You can use a multi-copy machine at supported stores. Follow the instructions on the screen and select the certificate you need.

* The fees shown are the total certificate issuance fees. No additional consumption tax is charged.
* Not all stores may support the service.
* The service may also be temporarily unavailable during maintenance or around late December to early January.
* Click each store name to check nearby stores and available services.
* Please check the official information if you are not sure.

Some certificates cannot be issued at convenience stores. For example, removed residence records, residence records with a residence record code, and residence record certificates are not available through this service.

How to Apply Online

You can apply online for a copy of your residence record by using Hirakata City’s online application system. This method is useful if you want to complete the application and payment online, without visiting a city office counter.

The certificate itself is not issued immediately on the screen. After your application and payment are completed, Hirakata City will send the certificate by mail.

Online application is different from convenience store issuance. If you need the certificate on the same day, convenience store issuance or a city office counter may be a better option.

* The fees shown are the total certificate issuance fees. No additional consumption tax is charged.
* Postage is charged separately.
* City office processing is not done on Saturdays, Sundays, national holidays, or during the year-end and New Year holidays.
* Depending on your application details, the certificate may not be issued online.

You can also use a computer or tablet to fill in the application form. However, identity verification is done with a smartphone, so you cannot complete the procedure with only a computer.

After applying, check emails from Hirakata City carefully. Depending on your email settings, city emails may go into the spam or junk mail folder.

How to Request It by Mail

You can request a copy of your residence record by mail. This method is useful if you cannot visit a city office counter and cannot use online application.

Mail request takes more time than getting the certificate at a counter or convenience store. You need to prepare the application forms, a copy of your ID document, the certificate fee, and a return envelope with your name, address, and a stamp.

* The fees shown are the total certificate issuance fees. No additional consumption tax is charged.
* Postage is charged separately.
* The postal fixed-amount money order should be sent without writing anything on it.
* The return envelope must show your name and your registered address as the return address.

* Send a copy of your ID document with your application.
* A copy of one government-issued photo ID is usually accepted.
* If your ID document does not have a photo, you may need copies of two documents or additional documents.
* The copy should clearly show your name and other required information.
* Copies of ID documents sent with the application will not be returned.

Before sending your request, check the application forms and official instructions carefully. If something is missing, the city office may contact you or may not be able to issue the certificate.

If someone requests the certificate for you, a letter of proxy form or other documents may be required. The required documents can be different depending on who applies and why the certificate is needed.

Where to Ask

If you are not sure about the procedure, please contact the official office directly.

* Contact details, service hours, and available support may change. Please check the official Hirakata City website before contacting the office.