Major documents sent to you by post（市役所等から届く主な郵便物）
If you have completed the registration formalities at the City Office and become a registered resident of the city, you will receive important documents (notification of money you have to pay, information, etc.) by post not just from Higashihiroshima City, but also from various bodies, such as the prefecture and the national government. For example, from the City Office, you will receive notification of your resident registration code and payment slips for national health insurance, etc., and from the Japan Pension Service, you will receive your pension handbook.
If you do not have a name plate on your letter box, it may not be possible to deliver these documents, so please ensure that you have your name displayed on your letter box. Also, please fill in a ‘Notice of Change of Address’, and submit it to the Post Office.
If you subsequently change address, for example because you move house within Japan, you need to submit notice of this change to the City Office, and then submit another ‘転居届（Notice of Change of Address）’ to the Post Office. If you do this, for one year you will be able to have your post forwarded to your new address.
For documents, etc., sent to you from the City Office, the envelope will always have the Japanese characters ‘東広島市’ (Higashihiroshima City) or ‘東広島市役所’ (Higashihiroshima City Office) on the outside. Please be sure to remember this. Especially with envelopes containing payment slips or notices of non-payment, if you do not open the envelope and check the contents, you could find yourself in trouble. Please be careful.
The following is a list of documents, etc., sent to you from the City Office and other organizations, etc. If you don’t understand the contents of some post you receive, or you don’t know what you need to do, please ask at the City Office or the foreign residents’ consultation desk (Sunsquare) without delay.
- Contents：Individual Number Notification and application form for individual number card
- Sent When:3-4 weeks after completing the formalities for resident registration
- Sent from: Higashihiroshima City Office
Size: 16cm tall x 12cm wide
- Contents：Notice of Issuance of My Number (Individual Number) Card. Includes the notice of issuance of a My Number Card, and a leaflet with details of how to obtain the card.
- Sent When:About one month after the formalities to apply for a My Number Card
- Sent from: Citizens' Affairs Division
(1F, City Office main building)
Size: 11.9cm tall x 23.3cm wide
- Contents：Notice of Resident Registration Code
- Sent When:About two weeks after the formalities for resident registration
- Sent from: Citizens' Affairs Division
(1F, City Office main building)
The National Pension Scheme / 国民年金
1. Contents: Basic Pension Number Notification (only for those newly joining the National Pension System)
After April 2022, those who join the National Pension System for the first time are issued with a ‘Basic Pension Number Notification’ instead of the old pension handbook. If you already have a pension handbook, you will not be issued a ‘Basic Pension Number Notification’, so please continue to keep your pension handbook.
2. Sent When: About one month after joining the National Pension System
3. Sent From: Japan Pension Service
1. Contents: Payment slip
If you have applied for exemption, please keep the payment slip until you receive the exemption result notification. Discard if the result is ‘full exemption’.
2．Sent When: About one month after completing the enrollment formalities for the national pension scheme. Notification of results will be issued about two to three months after applying for exemption
3. Sent From: Japan Pension Service
The National Health Insurance Scheme / 国民健康保険
Size: 11.9cm tall x 22.6cm wide
- Contents: Notice of payment amount for the national health insurance scheme, and payment slips
- Sent When: The middle of July each year
If you enroll part-way through a financial year, around two to six weeks after completing the enrollment formalities - Sent From: National Health Insurance and Pension Division
(1F, City Office main building)
Size: 11cm tall x 21.8cm wide
- Contents: The health insurance certificate (health insurance card) that can be used from August 1st of the year in question
- Sent When: The middle of July each year
- Sent From: National Health Insurance and Pension Division
(1F, City Office main building)
Size: 11.9cm tall x 22.4cm wide
- Contents: Income declaration form for National Health Insurance
- Sent When: February each year
- Sent From: National Health Insurance and Pension Division(1F,City Office main building)
Municipal and Prefectural Tax (Local Tax) / 市県民税（地方税）
Size: 32.3cm tall x 22.8cm wide
- Contents: Documents Related to the Filing of Municipal and Prefectural Tax
- Sent When: Around the beginning of February each year
- Sent From: Municipal Tax Division
(5F, City Office main building)
Size: 11.9cm tall x 22.3cm wide
- Contents: Notification of tax amount/ tax payment amounts for municipal and prefectural tax, and payment slips
- Sent When: June 1st each year
- Sent From: Municipal Tax Division
(5F, City Office main building)
Category-Based Light Vehicle Tax (Local Tax) / 軽自動車税種別割（地方税）
Size: 12.0cm tall x 19.5cm wide
- Contents: Tax Payment Notice and Payment Slips for Light Vehicle Tax (Based on Classification)
- Sent When: May 1st each year
- Sent From: Municipal Tax Division
(5F, City Office main building)
Size: 11.9cm tall x 22cm wide
- contents：
・Notification of refund of overpaid tax：Issued when a tax payment has been made twice, or when a refund is necessary because of an alteration to the amount of tax payable.
・Notification of appropriation of overpaid tax：Issued when a refund from overpaid tax has been appropriated to pay an amount (part of an amount) of unpaid tax.
・Application for refund：A form to specify which bank account a refund should be paid into.
※ One of above.
- Sent When: As necessary
- Sent From: Tax Collection Division
(5F, City Office main building)
Size: 12cm tall x 22.7cm wide
- Contents:
- Notice of non-payment:Issued when a tax payment has not been made even after the deadline for payment has passed.
- Notice of bank transfer failure:Issued when a bank transfer payment has not been able to be made.
- Sent When:
- On or after the 20th day of each month
- On or after the 2nd day of each month
- Sent From: Tax Collection Division
(5F, City Office main building)
Size: 11.9cm tall x 21.5cm wide
- Contents:
- Demand for payment: Demand for payment of unpaid (overdue) tax.
- Documents related to seizure of property: Notice of seizure of property, etc.
- Documents related to payment in installments: Pledge of payment, payment slips for payments made in installments, etc.
- Payment slips
※ One of above.
- Sent When: As necessary
- Sent From: Tax Collection Division
(5F, City Office main building)
Size: 11.9cm tall x 21.5cm wide
- Contents:
- Notification documents (various content)
- Payment slips
- Sent When: As necessary
- Sent From: Tax Collection Division
(5F, City Office main building)
‘Genki Sukoyaka‘ Health Checks / 元気すこやか健診
Size: 12cm tall x 23.3cm wide
- contents:
- Health check-up coupons
- Group check-up application postcard
※ If you wish to receive the group check-up, you need to apply using the group check-up application postcard. If you wish to receive your check-up at a medical institution, it is not necessary to apply using the postcard. Please contact your preferred medical institution directly to make an appointment.
- Sent When: At the beginning of June
- Sent From: Medical Treatment and Health Division
(2F, City Office main building)
Child-Raising & Education / 子育て・教育
Size: 11.9cm tall x 23.5cm wide
- Contents: Notification of payment received
If bank transfer of childcare fees was not possible, or the paperwork was not submitted in time, you will need to pay the childcare fees in cash. Once the payment has been confirmed, you will be sent this notification.
- Sent When: As necessary
- Sent From: Child Care Division
(2F, City Office main building)
System of Subsidies for Medical Expenses for Children / 乳幼児医療
Size:16.5cm tall×11.0cm wide
In addition if a child aged between grade 1 and grade 3 of junior high school has to stay in hospital, the amount paid by the parent/guardian is 500 yen per day. Please submit an application for before your child goes into hospital, or while he/she is in hospital.
2. Sent When: within one week of a new application being made.
3. Sent From:
Children and Family Support Division
(2F, City Office main building)
1. Contents:
Certificate of Eligibility for Subsidy of Medical Costs for Infants/Toddlers
(Please detach the two halves of the certificate, and use the left half.)
If a child (aged between 0 years of age and an age equivalent to grade 6 of elementary school) has to go to hospital or stay in hospital, by taking this certificate along with your national health insurance certificate to the hospital, the child can receive an examination, treatment, etc., at a cost to the parent/guardian of 500 yen per day.
When your child is born, of if you and your child move from outside the city into Higashihiroshima City, please apply within 14 days, with any necessary supporting documents. Please send the application form and any necessary supporting documents by post to the Children and Family Support Division, or take the application form and documents to the Children and Family Support Division, or to a branch office or sub-branch office of the city office, personally.
Size:11.9cm tall×23.5cm wide
2. Sent When:
Forms for new applications are sent to those eligible at the beginning of the month in which the child’s birthday falls.
After renewal, the new certificate of eligibility will be sent by the last day of the month in which the child’s birthday falls.
3. Sent From:
Children and Family Support Division
(2F, City Office main building)
- Contents
Application for renewal of Certificate of Eligibility for Subsidy of Medical Costs for Infants/Toddlers
You will be sent a new certificate of eligibility (with a new number) by the end of the month in which the birthday of your child (aged between 0 years of age and an age equivalent to grade 6 of elementary school) falls.
At the time when the certificate is due to be renewed, if your income for the previous year cannot be checked, you will be sent a renewal application form. Please send the application form and any necessary supporting documents by post to the Children and Family Support Division, or take the application form and documents to the Children and Family Support Division, or to a branch office or sub-branch office of the city office, personally.
Size: 31.2cm tall × 22.8cm wide
2. Sent When: each year at the end of July
3. Sent From:
Children and Family Support Division
(2F, City Office main building)
1.Contents:
Notification of Current Situation for Child-Raising Allowance
Sent to those who are receiving Child-Raising Allowance. Please take the application form and any necessary supporting documents to the Children and Family Support Division or to a branch office of the city office personally, between the first and last day of August. (Applications and documents cannot be submitted by post, or to a sub-branch of the city office.)
If you fail to submit the Notification of Current Situation, please be aware that you will not receive Child-Raising Allowance payments from the November payment of that year (the regular January payment).
Size:16.5cm tall ×11.0cm wide
2. Sent When: by the end of July every year
3. Sent From:
Children and Family Support Division
(2F, City Office main building)
1. Contents
Certificate of Eligibility for Subsidies for Medical Costs of Single-parent Families, etc
The father or mother in a single-parent family with a child of up to age 18, where the household is exempt from income tax, is eligible to receive this certificate.
The certificate of eligibility is renewed (with a different color) every August.
1. Contents :
Certificate of Eligibility to Receive Medical Exprense for the Severely Disabled
This is a system that subsidizes medical expenses for medical treatment covered by insurance at medical institutions, for people with severe disabilities. Those who are enrolled in health insurance and fall under any of the following are eligible: (1) Physical Disability Handbook 1st, 2nd, or 3rd grade holders; (2) Rehabilitation Handbook Maru A, A, Maru B holders;. (3) Holders of a Level 1 Health and Welfare Handbook for Persons with Mental Disabilities who are outpatients and recipients of independent support medical care (outpatient mental health services).
The color of the recipient certificate changes every August.
2. Sent When: Renewed certificates of eligibility are sent by the end of July every year
3. Sent From: Disabled Persons Welfare Division (1F, City Office Main Building)
1. Contents : Special Child-Raising Allowance Certificate
This is for those who are caring for and raising children (who require a certain amount of assistance in their daily lives due to physical, intellectual or mental disabilities) under the age of 20. Certification is based on a medical certificate, and there is an income limit for payment.
2. Sent When: Sent in the month before the expiration date (February, June, or October, depending on the validity period at the time of certification), or in early August every year when submission of income status notification is required.
3. Sent From: Disabled Persons Welfare Division (1F, City Office Main Building)
1. Contents : Special Disability Allowance, Disabled Child Welfare Allowance
This allowance is provided to people aged 20 and over who are in a state of needing special nursing care in their daily lives due to their extremely severe mental or physical disabilities. Certification is based on a medical certificate, and there is an income limit for payment.
(Sometimes mail is sent in such envelopes.)
2. Sent When: Sent in the month before the expiration date (either March, June, September, or December, depending on the validity period at the time of certification), or in early August every year when submission of income status notification is required.
3. Sent From: Disabled Persons Welfare Division (1F, City Office Main Building)
1. Contents : Water bill payment slip, notification of start of use of water and sewage systems, notification of meter reading, notification of inadequate account transfer, etc.
(Postcard size)
This contains postcard-sized notifications related to water charges.
2. Sent When: As necessary.
3. Sent From: Water and Sewage Customer Center
1. Contents :Water bill notification payment slip
(Postcard size)
Sent to users who do not respond to the demand for water charges (postcards are sent around the 20th day of even-numbered months).
2. Sent When: Mainly around the 10th day of odd-numbered months.
3. Sent From: Water and Sewage Customer Center
1. Contents :Bank transfer request form, refund/appropriation notification, exemption decision notification, etc.
(120x235mm)
Notifications related to water charges, etc., which are too big to fit in a postcard size envelope.
2. Sent When: As necessary.
3. Sent From: Water and Sewage Customer Center
Inquiries
International Exchange Section, Civic Affairs Division (Shimin-seikatsu-ka, Kokusai-koryu-kakari,市民生活課 国際交流係) : 082-420-0922
Location: 1F North building
- Please let us know your opinions.
-
Caution:
Please note that we will not respond to the contents entered in this questionnaire.
For inquiries to the International Exchange Section of the Civic Affairs Division, please click here.
更新日：2024年05月01日