7-(2) Notification of changes in officers, etc.

Last Updated March 23, 2023

If there is a change (*) in the officers of the corporation, a prompt notification to Yokohama City is required.

※Changes in directors include “reappointment”, “new appointment”, “resignation (retirement)”, “expiration of term”, “change of Address or residence”, “rename or rename”, “dismissal”, “death” and “death”.

Please submit by mail, at the counter (posting to the submission box), or by electronic application / notification system.
In addition, since directors (only directors with representative rights) are registered, it is necessary to change their registration at the Legal Affairs Bureau when making changes, including reappointment.

A. Flow of Procedures

Based on the provisions of the Articles of Incorporation, a general meeting, etc. shall decide on the change of officers (or occurrence of other reasons for change)
Change of registration at the Legal Affairs Bureau (only registered directors) ※In the event of a change, including reappointment, the registration must be changed at the Legal Affairs Bureau (Yokohama Legal Affaires Bureau) within two weeks from the date of the event.
Notification of change to Yokohama City ※Notification of changes in all officers (directors / auditors) is required.

※Yokohama Legal Affaires Bureau homepage (outside site)

B. Documents to be submitted

If there is a change in officers (including reappointment due to expiration of term), please submit the following documents 1 and 2 to Yokohama City.
If there are any newly appointed officers, please submit documents 3 and 4.
Of the submitted documents, the list of officers is required to be provided at corporate offices.

※There is no fixed format for submission documents 2 and 3. Here is an example of the format for your reference.

List of documents to be submitted
Number	Documents to be submitted	Number of copies submitted	Style (Example format)	Example of description
１	Change of Directors registration form (Form No.4)	Part 1	Style (word: 18KB)	Example of description (PDF: 395KB)
２	List of Directors	Part 1	Example of format (word: 22KB)	Example of description (PDF: 364KB)
３	A copy of a document that each officer has pledged that it does not fall under any items of Article 20 of the Act and does not violate the provisions of Article 21 of the Act, and has accepted his appointment.	Part 1	Example of format (word: 22KB)	Example of description (PDF: 350KB)
４	Documents certifying the Address or whereabouts of each officer (submit any of the following) ※Limited to those created within 6 months from the date of application. A copy of resident certificate ※Please prepare a copy of resident certificate without your My Number, permanent domicile or head of household. If you are registered as a resident, you can check it on the Basic Resident Register network. If you wish to confirm by the network, you can omit the submission. A document issued by an executive Address or a public office authorized to prove whereabouts (if it is written in a foreign language, please attach a translation that clarifies the translator) ※This is to confirm the name and address or residence of each officer. Please omit my number (personal number), permanent domicile, head of household, etc. in copies of resident certificate.	Part 1	None	None

C. Submission destination

Submission by mail

(Destination)

〒231-0005
6-50-10, Honcho, Naka-ku, Yokohama-shi

City of Yokohama, Civic Affairs Bureau Citizen Collaboration Promotion Section

Window (posting to the submission box)

(Address)

〒231-0005
6-50-10, Honcho, Naka-ku, Yokohama-shi

Yokohama City Hall 1F Submission box in Yokohama City Citizen Collaboration Promotion Center

Telephone: 045-671-4737
FAX： 045-223-2032

※Submission of the window will be posted to the submission box.
※Yokohama City Citizens' Collaboration Promotion Center Opening (posting) Time: From 9:00 to 20:00 on weekdays, from 9:00 to 17:00 on weekends and holidays　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　Excludes city hall closed days and New Year's holidays (December 29-January 3).
※Questions related to submission are available until 17:15 on weekdays in Hours of the Citizens' Collaboration Promotion Division.

Submission by electronic application and notification system

Please see the following page for electronic application and notification procedures.

Yokohama City Electronic Application and Notification System (submission of registration form, such as changes in officers of non-profit corporations) (outside site)

D. Notes

The appointment and dismissal of officers must be carried out in accordance with the procedures stipulated in the Articles of Incorporation, such as resolutions at the General Meeting.

If more than one-third of the fixed number of directors or auditors is missing, they must be supplemented without delay.

Please note that the prohibition of concurrent positions of auditors (Article 19 of the Act), reasons for disqualification of officers (Article 20 of the Act), exclusion of relatives of officers (Article 21 of the Act), etc. are stipulated.

[Reference] Approach of Relative Rules of Officers

If the total number of officers is 5 or less, spouses or relatives within the third degree (hereinafter referred to as relatives, etc.) will not be included.
In addition, when the total number of officers is 6 or more, only one person can enter relatives, etc. from the viewpoint of a certain officer.

(E) The term of office of officers

The term of office of officers is stipulated in the Articles of Incorporation with a term of no more than two years.

(a) The term of office of directors at the beginning of establishment

Please confirm the term of office of officers at the beginning of the establishment in the "Supplementary Provisions" at the end of the articles of incorporation of each corporation.

(b) Term of office of officers after the second term

If the term of office of officers is stated in the “Supplemental Provisions” of the Articles of Incorporation to “June 30, 2019”, and even if the appointment of officers was made before June 30, the day following the term of office The second term begins on July 1, 2019.

(c) Term of office of officers appointed in the middle of their term

If the Articles of Incorporation states that "the term of an officer appointed for a substitute or by increasing the number of employees shall be the remaining term of the respective predecessors or incumbents," the officer shall expire at the same time as other officers, regardless of the date on which he took office.

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