Serviced office in Tokyo is Tensho office Column list How to use serviced offices What are the necessary procedures for moving an office in Japan? Applications to be submitted to public agencies are also explained.
What are the necessary procedures for moving an office in Japan? Applications to be submitted to public agencies are also explained.
Unlike the moving process for individuals, moving an office requires a variety of procedures, such as office cancellation, maintenance of the communication environment, and changes in bank and credit card registrations.
In addition, you must not forget to file notifications with the Legal Affairs Bureau, the tax office, the pension office, and other public agencies after the relocation. It is especially important to take action on procedures that have submission deadlines earlier than the deadline.
This article provides a detailed explanation of the necessary applications and procedures involved in moving offices. Please refer to this article if you are considering moving your office.
Contents
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Necessary procedures for moving offices
When moving an office to a new office location, various relocation procedures are required. The procedures must be carried out step by step, from preparation in advance to after the move. This section describes the specific procedures involved in moving an office.
Please read the following article for more information on the specific process of moving offices.
Office Relocation Schedule in Japan: Work Flow and Keys to Success
Office Termination
When relocating a company, the termination of the current office is the first step in the relocation planning process. The following points should be kept in mind as you proceed.
First, check the termination notice period on the lease agreement and notify the owner or management company of the termination. Usually, 3-6 months’ notice is required. Next, restore the office to its original condition in accordance with the terms of the contract. To avoid any problems regarding the cost burden and scope of the work, check the contract to be sure, and if there are any unclear points, confirm them with the management company or owner.
After the restoration is complete, the security deposit refund procedure will proceed. The amount of refund depends on the contract and the cost of repairs.
Relocation of Internet and telephone lines
A good telecommunications environment is essential for the office environment and business continuity. Before relocating, contact your current provider and telephone company and request that they relocate the lines to your new address. It may take 1-2 months to relocate, so early arrangement is recommended. If a new line contract is required at the new location, it is necessary to select a provider and adjust the construction schedule.
Confirm that communication facilities (LAN wiring, etc.) are in place at the new office, and if there are any shortfalls, request installation work from the contractor.
Change of registered address for credit cards and banks
Do not forget to complete the change of address procedures with your financial institution.
For bank accounts in the name of a corporation, you will be required to submit a certificate of registered matters and a certificate of seal impression. You can complete the procedures at each bank counter or online.
You must also apply for a change of address for corporate credit cards. The method of change differs from credit card company to credit card company, so please check the official website. In addition, lease contracts and insurance policies also require a change of address.
Contacting Business Partners
Notifying business partners of the new address is important to maintain a relationship of trust.
In addition to sending a letter of greeting by mail, it is recommended that major business partners be contacted directly. In order to prevent clients from going to the old address, it is advisable to start informing them several weeks prior to the relocation date.
In addition to contacting suppliers, address information on business cards and websites should be updated promptly.
Application procedures to public agencies required when relocating an office in Japan
When moving an office, notification to various public agencies is required. The main procedures are explained below.
The information in this article is current as of March 20, 2025. Since laws and regulations are subject to change, please be sure to check the official websites or contact points of each public agency for the latest information when actually performing the procedures. In particular, it is important to follow the latest requirements regarding deadlines and necessary documents. In addition, the required procedures may differ depending on the industry and company’s situation. If you have any questions, we recommend that you consult with a specialist or each organization directly.
Regional legal affairs bureau
With the relocation of the office, the competent Legal Affairs Bureau requires an application for registration of changes in the registration of the relocation of the head office.
| Item | Contents |
| Due date | In principle, within 2 weeks after office relocation |
| Required documents | ・Application for registration of relocation of head office of a stock company ・Minutes of shareholders meeting (if the specific location is stated in the articles of incorporation) ・Minutes of board of directors meeting (for companies with a board of directors) ・Receipt for payment of registration tax (with revenue stamp attached) ・Stamp registration form (when changing the seal due to relocation outside the jurisdiction) |
| Where to submit | Registration office with jurisdiction |
| How to apply | ・Application at the Legal Affairs Bureau ・Online application ・Application by mail |
The procedure for registering the transfer of head office differs depending on whether the new location is within or outside the same jurisdiction. If it is within the same jurisdiction, the procedure is relatively simple. However, if it is outside the jurisdiction, the amount of seal registration and registration tax will change, so care must be taken. Online application is also available for more efficient procedures.
(Source: Legal Affairs Bureau, “Corporation (When moving the head office (outside the jurisdiction of the registration office)” / https://houmukyoku.moj.go.jp/homu/content/001252661.pdf)
(Source: Legal Affairs Bureau, “Application Form for Commercial and Corporate Registration” / https://houmukyoku.moj.go.jp/homu/COMMERCE_11-1.html)
Tax office
After the office relocation, notification to the tax office is also required.
| Item | Contents |
| Due date | Notification of change of address promptly after relocation Notification of establishment, transfer, or discontinuance of payroll office, etc. within 1 month after relocation in principle |
| Required documents | ・Notification of change ・Notification of establishment, transfer, or discontinuance of payroll office, etc. ・Copy of articles of incorporation |
| Where to submit | Tax office with jurisdiction over new location |
| How to apply | ・Submit at tax office ・Online application via e-Tax |
A Notification of Change form should be submitted to the new tax office, indicating both the old and new locations. Particular attention should be paid when the payer of withholding income tax or consumption tax changes. The procedure can be easily completed online using e-Tax.
(Source: IRS “A2-7 Notification of Establishment, Relocation, or Discontinuance of Payroll Office, etc.”/ https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/gensen/annai/1648_11.htm）)
(Source: IRS “C1-8 Notification of Changes in Matters” / https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/hojin/annai/1554_5.htm）
Prefectural tax office
The prefectural tax office must also be notified of the office relocation.
| Item | Contents |
| Due date | Generally within 2 weeks from the date of transfer, although it varies by prefecture |
| Required documents | ・Declaration of change of incorporation, establishment, etc. ・Copy of certificate of registered matters ・Copy of articles of incorporation, articles of endowment, rules, etc. |
| Where to submit | Prefectural tax office either before or after transfer, although it varies by prefecture |
| How to apply | ・Submit at prefectural tax office ・Online application (if supported) Online application (if available) |
Since each prefecture has different reporting forms and submission procedures, please check the official website of the prefectural tax office of your new location for details. Please note that you may also need to submit a notification to the prefectural tax office of your old location.
(Source: “Corporate Enterprise Tax and Corporate Citizens’ Tax” of the Main Taxation Bureau/ https://www.tax.metro.tokyo.lg.jp/shitsumon/work/a1）
Pension office
Do not forget to notify the pension office.
| Item | Contents |
| Due date | Within 5 days after relocation |
| Required documents | ・Health Insurance ・Change (correction) of name / location of applicable business office for Employees’ Pension Insurance ・Copy of certificate of registered matters |
| Where to submit | Pension office with jurisdiction over new location |
| How to apply | ・Submitted at the counter of pension office ・Electronic application |
Prompt action is required, especially if you have a large number of employees. In addition, the Japan Pension Service’s electronic application system can be used to streamline the process.
(Source: Japan Pension Service, “Procedures for Changing the Name and Location of the Applicable Place of Business (if outside the Jurisdiction) / https://www.nenkin.go.jp/service/kounen/tekiyo/jigyosho/20141205.html）
Labor standards bureau
If you employ employees, you are required to report to the Labor Standards Inspection Office.
| Item | Contents |
| Due date | Within 10 days after relocation |
| Required documents | ・Notification of change in labor insurance name, location, etc. ・Notification of various changes in employment insurance business owners’ offices |
| Where to submit | Labor Standards Inspection Office or Public Employment Security Office with jurisdiction over new location Public Employment Security Office with jurisdiction over business location |
| How to apply | ・Submit at Labor Standards Inspection Office ・Electronic application |
Notification to the Labor Standards Inspection Office is intended to protect workers, and any deficiencies may be subject to guidance. It is also recommended that the safety and health management system be re-established at the new location.
(Source: Tokyo Hello Work “Q&A on Applicable Establishments”/ https://jsite.mhlw.go.jp/tokyo-hellowork/kakushu_jouhou/koyouhoken/koyouhoken/QA/tekiyoujigyousyo_qa.html）
Public Employment Security Offices (Hello Work)
If you are enrolled in unemployment insurance, you must also notify Hello Work.
| Item | Contents |
| Due date | Within 10 days after relocation |
| Required documents | ・Notification of various changes to the place of business of the employment insurance employer ・Notification of changes to the location of the labor insurance name, etc. (copy of the one submitted to the Labor Standards Inspection Office) ・Copy of the certificate of registered matters |
| Where to submit | Hello Work with jurisdiction over the new location |
| How to apply | ・Submit at the Hello Work office ・Electronic application |
When notifying Hello Work, you may be required to contact both the old and new jurisdictional Hello Work offices. Please be especially careful when the place of payment of employment insurance premiums changes.
(Source: Hello Work Internet Service, “Notification of Various Changes at Employment Insurance Employers’ Offices”/ https://hoken.hellowork.mhlw.go.jp/assist/001000.do?screenId=001000&action=koyohoJigyoChangeLink）
Police station
If you are operating a business under a license or permit, you may be required to submit a notification to the police department. You may also be required to submit a notification of commencement of use of fire-preventive objects.
| Item | Contents |
| Due date | Varies with each permit |
| Required documents | Varies with each permit |
| Where to submit | Police station with jurisdiction over the new location |
| How to apply | Submitted at the police station |
Notification to the police station varies greatly depending on the nature of the license or permit. For example, in the case of an adult entertainment business license, it is necessary to undergo another examination at the new location. Be sure to check with the police station with jurisdiction for details.
(Source: Metropolitan Police Department, “Various Procedures”/ https://www.keishicho.metro.tokyo.lg.jp/tetsuzuki/index.html）
Post office
You can forward mail addressed to your old address to your new address by completing the mail forwarding procedure.
| Item | Contents |
| Due date | Two weeks prior to the desired transfer start date is recommended |
| Required documents | ・Moving ・Transfer notification ・Identification documents (in the case of a corporation, identification documents of the representative and the representative’s seal) |
| Where to submit | Post office |
| How to apply | ・Application at the post office ・Application via internet (e-transfer) |
The post office forwarding service is free of charge for one year. However, if you wish to continue using the service after that, a new procedure is required. We recommend that you take action as soon as possible to avoid missing mail sent by your business partners.
(Source: Post Office, “Please tell me about the procedures in the case of moving, opening, or closing of a company, organization, etc.”/ https://www.post.japanpost.jp/question/103.html)
【Tokyo】Search for inexpensive private
serviced offices
Registration available, close to station,
free internet, free meeting rooms,
office furniture available
Summary
Relocating an office involves many office relocation tasks. It is important to contact banks and business partners as well as cancel the office and improve the communication environment. In addition, after the relocation, you will need to complete procedures with public agencies, such as changing the registration at the Legal Affairs Bureau, notifying the tax office and pension office, and so on. Since deadlines are set for these procedures, you should make a schedule for when to submit them and proceed with the relocation in a systematic manner.
In particular, any omission of procedures related to public institutions can have a major negative impact on business operations. With the recent shift to electronic filing, many procedures can be easily applied for using a computer, so it is important to complete them as soon as possible.
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