When signing a lease on a property, you will need to submit a certificate of residence for almost all properties. If this is your first time signing a lease, you may be worried about why it is necessary and what kind of document is a certificate of residence?
Here we will explain everything from the need for a resident's certificate when signing a rental contract, how to obtain one, to dangerous points to be aware of regarding personal information.
Why do I need a residence certificate to sign a rental contract?
When you go to sign a rental contract, the real estate company will ask you to submit your resident registration card. Have you ever wondered, "Why is this necessary?" or "Where can I get a copy of my resident registration card?"
When signing a rental contract, landlords will need to verify the identity of the person renting out the property, which is a valuable asset for the landlord, by requesting a resident's certificate to check that there are no differences with the identification presented, such as a driver's license, and that there are no differences with the current address stated at the time of application.
How to obtain a residence certificate
I think many people find it troublesome to go to city hall just to get a resident registration card.
There are three ways to obtain a resident registration card. In addition to being issued at the city hall of the city or town where your resident registration is located, it can also be issued by mail or at a convenience store.
We will introduce how to obtain each one.
When issuing at a government office
It is generally issued at the city hall or branch office of the city, town or village where you are registered as a resident. Photo ID is required for the procedure.
Additionally, a resident's certificate can also be issued by a proxy. If it is a husband, wife, parent, or sibling who lives with you, only the ID of the person who comes to the counter is required.
If someone who does not live with you issues the document on your behalf, you will need a power of attorney designated by the city, town, or village.
Download the form from your local government's website in advance, sign and stamp it, and bring it with you.
When issuing by mail
If you cannot go in person or have no one to act on your behalf, you can have the document issued by mail.
The procedure varies depending on the ward, city, town, or village, but basically, you will need to pay the handling fee with a fixed amount of postal money order or
Prepare a return envelope and return postage, and send your application form, a copy of your ID, etc. to your local government office.
Please note that if you send it by mail, it will take up to two weeks to be issued.
Please check the website of the city hall where your resident registration is located for the procedure for sending by mail.
When issuing at a convenience store
If you have an IC-equipped My Number card, you can have it printed at a convenience store's multi-copy machine.
The card can be issued from 6:00 to 23:00, including on weekends and holidays, so if you have your My Number, you can have it issued at any time, which is very convenient.
You can check on the website of each convenience store to see if they have compatible copy machines installed.
Four points to note when obtaining a residence certificate
When signing a rental contract, you will be asked to submit a resident registration card to verify the identity of the tenant with an official document.
You will not be able to sign the contract unless you submit it, so please make sure to have your residence certificate ready by the contract date.
However, when applying for a residence permit, please keep the following four points in mind:
Types of Residence Records
When issuing a residence certificate, it must include the names of all tenants, including the contract holder. Residence certificates for people other than the contract holder will also be required, so make sure to prepare them early for each person.
Also, if you live alone, a resident's certificate (partial details certificate) with only the resident's name on it is acceptable.
If a couple lives together, they will each be issued a Resident Registration Card (Certification of Partial Details) listing their own name, but if they live together as a family, they will be issued a Resident Registration Card (Certification of All Details) listing the names of both spouses and their children.
Please be careful that if there are any defects, the document will not be accepted and the contract will not be completed.
Submit original document obtained within the last 3 months
In most cases, the residence certificate required for a rental contract must be an original issued within the last three months.
If you have a copy of your resident registration card that has already been issued, be sure to check the issue date written on the bottom of the card.
It will be accepted if it is within three months prior to the date of contract, but if it is more than three months ago, a new document will need to be issued.
Do not include your My Number (individual number)
One thing to pay particular attention to is the My Number, which is linked to very important information such as an individual's income and pension.
Real estate companies will not be able to accept documents that include this My Number.
Therefore, you may have to apply again. Even if your application is accepted by mistake, it may lead to serious trouble such as misuse, so please be careful.
Check whether you need to include your permanent domicile
You will also need to check with the real estate company as whether or not it is necessary to list your registered domicile will vary depending on the company.
If you don't mind either way, it would be better to issue the document without listing your registered domicile, as this is important personal information.
What to do in these situations? Q&A about Resident Records
Q1. I haven't transferred my residence card from my parents' home. Is that okay?
When signing a rental contract, if the address on your residence card is different from your current address, be sure to inform the real estate company in advance.
If you let them know in advance, it won't be a problem even if you haven't moved your residence registration from your parents' home, but you may be asked to provide proof that you are living at your current address.
In that case, please submit current utility bills and mail.
Also, you should either ask a family member at home to issue your residence certificate, or have it mailed to you well in advance.
Q2. When should I transfer my residence certificate?
You will need your residence certificate when signing a rental contract to prove that you live at your current address.
Therefore, you will basically transfer your residence registration to your new address once your move is complete.
It is also possible to transfer your residence card before moving in.
Q3. Do I need to transfer my residence certificate?
You do not necessarily have to transfer your residence certificate.
However, the next time you move, you will need to submit your residence certificate as well as utility bills and mail as proof that you are living at your current address.
summary
We have explained about the resident's card for rental property. What do you think? In most cases, a resident's card will be required for rental contracts.
Once you have decided to move, put it into your schedule.
In addition to your residence certificate, various other documents are required to enter into a rental contract.
When you find a property you like, be sure to ask the real estate agency early on what documents you should prepare to ensure the contract process goes smoothly.
