If you’re working in Japan under the Specified Skilled Worker (SSW) visa, you’ll quickly find that administrative tasks can be time-consuming. The My Number Card is a powerful tool designed to simplify many of these processes. It’s much more than just a piece of identification; it is your secure key to online tax filing, instant access to official documents, and a growing range of digital government services.
This guide provides a clear and complete overview of the My Number Card system for 2025. We will cover what the card is, why it is especially important for you as an SSW worker, and how recent changes in 2024 and 2025 make it more essential than ever. We’ll walk you through how to apply for it, use its features, and keep it updated, helping you navigate your life in Japan more efficiently.
Overview
Upon registering your address in Japan, every resident, including foreign nationals staying for more than three months, is assigned a unique 12-digit Individual Number. Initially, you receive this number on a paper notification called the “Individual Number Notice.” This number itself is used by your employer and government offices for tax and social security purposes.
However, the real convenience comes when you apply for the physical, plastic My Number Card. This card contains an IC chip and displays your photograph, making it an official form of photo ID. More importantly, it acts as your digital key for a variety of online services through platforms like e-Tax and the MynnPortal.
A major change took effect on December 2, 2024, when Japanese health insurers stopped issuing new physical health insurance cards. The system is transitioning to using the My Number Card as the primary form of health insurance verification, known as the “MyNa insurance card” (マイナ保険証, Maina Hokenshō). While existing health insurance cards can still be used until December 1, 2025, the new standard is the My Number Card. If you cannot or choose not to use one, you can request an Eligibility Certificate (資格確認書, Shikaku Kakunin-sho) from your insurer to prove your coverage.
Furthermore, as of March 24, 2025, the government has begun integrating driver’s license information onto the My Number Card. This move is part of a larger national push towards digitalization, aiming to consolidate multiple functions into a single, secure card.
My Number and SSW Visa Holders
For SSW workers, the practical benefits of the My Number Card are significant and directly address common challenges you might face. Its advantages can be grouped into three main areas that make daily life and administrative tasks much easier.
First, it greatly simplifies financial matters. The card is essential for filing your taxes online, which is often faster and more convenient than filing in person. This is particularly useful if you need to claim a tax refund, a common situation for those who may have changed jobs during the year. Second, it saves a tremendous amount of time on daily paperwork. Instead of taking time off work to visit a city hall during its limited business hours, you can print official documents like your Certificate of Residence directly from a convenience store machine. Finally, the card is your gateway to modern health care and e-government services. It allows medical facilities to instantly verify your health insurance and, with your consent, access your medical history to provide safer care. It also lets you check your pension records online, giving you better oversight of your contributions.
In short, by combining photo ID with secure digital authentication, the My Number Card helps you avoid long lines and repeated visits to government offices, letting you focus more on your work and life in Japan.
Taxes and Refunds
Your 12-digit My Number is required by your employer to correctly handle your year-end tax adjustment (年末調整, nenmatsu chōsei). However, there are common situations where you must file an individual tax return yourself. For example, if you leave a job mid-year or have other sources of income, you’ll need to file. The My Number Card allows you to do this electronically through Japan’s e-Tax system.
Filing online with your card is the most efficient method. According to Japan’s National Tax Agency, tax refunds filed via e-Tax are typically processed in about three weeks. In contrast, paper or in-person filings can take between one and one-and-a-half months. This speed is a significant advantage, especially if you need the funds quickly or are preparing to change jobs or leave Japan. You can also conveniently check the status of your refund directly on the e-Tax website after logging in.
It’s also important to know that you can file for a tax refund for up to five years from January 1 of the year following the tax year in question. This means if you overpaid taxes in the past, your My Number Card can help you easily claim that money back.
Everyday Convenience
One of the most practical benefits of the My Number Card is the ability to print official certificates from multifunction copiers at most major convenience stores (konbini), such as 7-Eleven, Lawson, and FamilyMart. Instead of planning a trip to your municipal office, you can get the documents you need almost anytime.
This service is typically available from 6:30 AM to 11:00 PM every day, though it may be suspended during the New Year holidays (December 29 to January 3) or for system maintenance. Using the machine is simple: you just place your My Number Card on the reader, enter your 4-digit PIN, and select the document you need.
Common documents available include the Certificate of Residence (住民票, jūminhyō) and the Seal Registration Certificate (印鑑登録証明書, inkan tōroku shōmeisho). The fees vary by municipality but are generally affordable. For instance, a Certificate of Residence often costs around ¥300 ($2.04), while some tax-related certificates might be ¥350 ($2.38). These certificates are official and printed on secure paper with anti-tampering features, making them valid for visa renewals, apartment contracts, and other formal procedures.
Health Care and Other Services
When you register your My Number Card to function as your health insurance card, it allows hospitals, clinics, and pharmacies to verify your insurance eligibility online instantly. With your permission, it also allows medical professionals to view your medication history and past health records. This can lead to safer and more effective treatment by preventing dangerous drug interactions. After changing jobs, there may be a short delay of a few business days for your new insurance status to update in the system. If you need medical care during this brief period, you can present a paper proof of insurance from your new employer.
Beyond health care, the card is your key to MynaPortal, Japan’s central hub for online government services. Through the portal, you can link to Nenkin Net to view your pension contribution history and see future projections. You can also apply for certain National Pension (国民年金, Kokumin Nenkin) procedures online. However, it’s important to note that some processes, like applying for the lump-sum pension withdrawal after you permanently leave Japan, must still be done by mailing a paper application to the Japan Pension Service.
How to Apply
Applying for your My Number Card is a straightforward process with a few different options.
Step 1: Prepare Your Materials First, you’ll need the application form that came with your original Individual Number Notice. This form includes a crucial 23-digit Application ID. You will also need your Residence Card (zairyū kādo) and a recent, passport-style ID photo that meets the official size and quality requirements.
Step 2: Choose Your Application Method The fastest and easiest way to apply is online. You can use your smartphone to scan the QR code on your application form. This will take you to the application website, where you’ll fill in your details and upload your digital ID photo. Alternatively, you can fill out the paper application form and send it by mail, or you can apply in person at your local municipal office, where staff can assist you.
Step 3: Wait for Your Pickup Notice After your application is submitted and approved, your municipal office will mail a pickup notice postcard (交付通知書, kōfu tsūchi-sho) to your registered address. This process typically takes about one month, but it can vary depending on your city and how many applications they are processing at the time. When you receive this postcard, bring it, along with your Residence Card, to the designated location to collect your new My Number Card.
Receiving Your Card
When you pick up your card at the municipal office, you’ll need to set up to four Personal Identification Numbers (PINs). These are crucial for using the card’s digital functions securely.
- Digital Certificate for Signature (6-16 characters, alphanumeric): This is your most secure PIN, used for high-stakes actions like filing your tax return via e-Tax.
- Digital Certificate for User Identification (4 digits): This PIN is used for logging into MynaPortal and for using the convenience store certificate service.
- Basic Resident Register PIN (4 digits): Used for administrative tasks related to your residency information.
- Card Entry-Assistance PIN (4 digits): Used for certain assistive applications.
To keep things simple, you are allowed to set the three 4-digit PINs (numbers 2, 3, and 4) to be the same number. It’s vital to keep your PINs safe and not share them. If a PIN locks (3 tries for 4‑digit / 5 for signature), you can reset/unlock the locked signature or user‑ID PIN at a convenience‑store kiosk using the official smartphone app (JPKI), provided at least one remains usable; otherwise visit your municipal office.
Validity, Status Changes, and Security
As a foreign resident, it’s important to understand how your status affects your My Number Card.
Validity and Renewal: For foreign residents with a limited period of stay, the expiration date printed on your My Number Card is linked to the expiration date of your Residence Card. When you renew your SSW visa, you must go to your municipal office to update the expiration date on your My Number Card before the old one expires. If you fail to do this, the card’s electronic functions will be disabled. If the card fully expires, you may have to pay a reissuance fee of around ¥1,000 ($6.80). The digital certificates stored on the card’s chip also expire every five years and must be renewed separately.
Address and Job Changes: If you move, you are required to update the address on your card at your new municipal office within 14 days. When you change jobs, your health insurance information will update automatically once your new employer registers you with the Japan Pension Service, though this can take a few business days.
Leaving Japan Permanently: When you file your moving-out notification (転出届, tenshutsu todoke) at your municipal office before leaving Japan for good, you must return your My Number Card. The staff will invalidate it, often by stamping “returned” on it, and may give it back to you. This is so you can present it if you ever return to Japan to live, which will reactivate your original My Number. The program started in 2024 to allow the My Number Card to be used overseas is only for Japanese nationals.
Security: It’s important to know that sensitive information like your tax details or medical history is not stored on the card’s IC chip. The card simply acts as a secure key to access this information from protected government servers, authenticated by your PINs. If your card is lost or stolen, you can suspend all its functions 24/7 by calling a toll-free hotline. The multilingual support line is 0120-0178-27.
Frequently Asked Questions
Is getting a My Number Card mandatory? No, applying for the card is not legally mandatory. However, it has become highly practical and almost essential. Since new physical health insurance cards are no longer being issued as of December 2, 2024, the My Number Card is the primary way to verify your insurance. Without it, you will need to rely on an Eligibility Certificate. Given its convenience for taxes and other services, having the card is strongly recommended.
Can I still use the card after I leave Japan? Your 12-digit number is assigned to you for life. As a foreign national, your physical card will be invalidated at city hall when you officially move out of Japan. If you return to Japan in the future and re-register as a resident, your same number will be reactivated, and you can apply for a new card.
Where can I get help in English? The official My Number Card Call Center offers support in English and other languages. For general inquiries, system questions, or to report a lost or stolen card, you can call their multilingual line at 0120-0178-27.
Conclusion
For any SSW worker in Japan, the My Number Card is an indispensable tool that simplifies many of the complexities of daily administrative life. It streamlines tax procedures, saves you valuable time by avoiding trips to government offices, and provides secure access to your essential health and pension information online.
With the recent integration of health insurance and driver’s license functions, the card is now more central to life in Japan than ever before. By taking the time to apply, learning how to use your two main PINs (one alphanumeric for taxes, one 4-digit for everything else), and keeping your card’s information updated when your residency status changes, you will save yourself significant time and potential frustration. It’s a small step that makes a big difference in managing your life and work in Japan effectively.
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