Relocation

Relocation Procedures

 

Select a office relocation service provider

When relocating to new offices, it is necessary to contact and coordinate in advance with various contractors, such as movers, interior construction contractors, communications carriers for telephone and fax service, office equipment service providers, and leasing companies. Contacting and coordinating with all of these contractors can be a lot of work.  There has been an increase recently in businesses that provide services enabling all necessary operations relating to relocation to be performed with just a single procedure. It is important to select a business that has extensive experience with office relocation and that suits the needs of your company.

File notices with government agencies by the deadlines

It is necessary to perform various procedures and file notices with government agencies in conjunction with relocating to a new office. Be sure to complete these procedures by the deadlines.

Government office	Procedure	Where to perform	Submission deadline	Necessary documents
Legal Affairs Bureau (registry)	(1) Relocation of head office (within the same jurisdiction) Application for Registration of Relocation of Head Office	Registry with jurisdiction	Within two weeks from the day of relocation	Board of Directors meeting minutes, General Shareholders Meeting minutes (only if the Articles of Corporation were revised)
	(2) Relocation of head office (to a different jurisdiction) Application for Registration of Relocation of Head Office	Registries with jurisdiction over the old and new office sites	Within two weeks from the day of relocation
	(3) Relocation of branch office Application for Registration of Relocation of Branch Office	Registry with jurisdiction over the old office site	For head office site: Within two weeks from the day of relocation For branch office site: Within three weeks from the day of relocation	Board of Directors meeting minutes
Tax Office	(1) Notice of change to business year, tax area, and other matters	Tax office with jurisdiction over the old and new office sites	Without delay after change	Certified copy of register after completing relocation procedures
	(2) Notice of opening, transfer, or closure of an office that pays salaries	Tax office with jurisdiction over the old and new office sites	Within one month after relocation	Certified copy of register or copies of documents that verify the change
Prefectural tax office	Application for the commencement of business	Previous tax office	Within 10 days after the start of business	Certified copy of register
Social insurance office	Notice of change (revision) of site of applicable office or name	Previous social insurance office	Within five days	Certified copy of register
Public Employment Security Office	Business office: Notices of change	Offices with jurisdiction over the old and new office sites	Within 10 days after the change	Certified copy of register or copy of lease
Labor Standards Inspection Office	(1) Workers’ compensation insurance: Notice of change of name or address	In the case of relocation in the same jurisdiction, the office with jurisdiction over that site In the case of relocation in the same prefecture, the office with jurisdiction over the site of the new office In the case of relocation to a different prefecture, submit a notice of suspension to the office with jurisdiction over the old office site and a notice of establishment to the office with jurisdiction over the new office site	Promptly
	Notice of workers’ compensation insurance calculation, additional calculation, or fixed premiums; Notice of establishment relating to workers’ compensation insurance		Within 10 days from the day after the day of establishment of the insurance relationship following the move; within 60 days from the day of establishment of the insurance relationship
	(2) Report of business subject to the Labor Standards Law (Form No. 23-2), other notices under the regulations on discontinuation (change) of business, notice of agreement concerning overtime work and work on holidays	Submit to the office with jurisdiction over the site of the new office	Without delay after relocation
	(3) Report of selection of general manager relating to the Industrial Safety and Health Law (Form No. 3), Report of selection of sanitation manager (Form No. 4), Report of selection of industrial physician (Document No. 4)	Submit to the office with jurisdiction over the site of the new office	Without delay after relocation
Fire department	Notice of appointment of fire manager	Fire prevention section of the department with jurisdiction over the site of the new office	Without delay
Post office	Notice of change of address	Post office with jurisdiction over the site of the old office	Promptly after relocation
Police department	Parking certificate	Police department with jurisdiction over the site of the new office
NTT	(1) Application for phone line (transfer of existing phone agreement) (2) Application for phone line (new installation) (3) Request for removal of phone from former office * Application for guide to number change	Dial 116	Promptly after deciding to relocate	* Do not forget to contact phone companies other than NTT

For more information, contact the relevant government agencies or Housing Japan