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

Last Updated March 23, 2023

When there is change (※) in officer of corporation, prompt report to Yokohama-shi is necessary.

※Changes in officers include "reappointment (reappointment)", "new appointment (appointment)", "resigning (retirement)", "expiration of term", "change of Address or residence", "rename or renaming", "dismisssal" and "death".

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

A. Flow of Procedure

In accordance with the provisions of the Articles of Incorporation, etc. (or occurrence of other reasons for change)
Changes in entry at the Legal Affairs Bureau (only for registered directors) ※In the event of a change, including reappointment, must be changed at the Legal Affairs Bureau (Yokohama Legal Affaires Bureau) within two weeks from the date of occurrence of the change.
Report of change to Yokohama City ※Notification is required for changes in all officers (directors and auditors).

※Yokohama Legal Affaires Bureau homepage (outside site)

B. Documents to be submitted

When there is change of officer (including reappointment by expiration of term.) of officer, please submit the next documents 1 and 2 to Yokohama City.
If you have a newly appointed officer, please submit the documents 3 and 4 together.
Of the submitted documents, it is stipulated that the list of officers should also be provided at the corporate office.

※There is no fixed form for 2 and 3 of the submitted documents. 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 of format)	Example of description
１	Changes in Officers registration form (Form No. 4)	1st copy	Style (word: 18KB)	Example of description (PDF: 395KB)
２	List of Directors after the change	1st copy	Example of format (word: 22KB)	Example of description (PDF: 364KB)
３	A copy of a document that acknowledges that each officer does not fall under any of the items of Article 20 of the Act and does not violate the provisions of Article 21 of the Act, and a copy of the document that approves his appointment.	1st copy	Example of format (word: 22KB)	Example of description (PDF: 350KB)
４	A document certifying the Address or whereabouts of each officer (submitted one 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 My Number (Personal Number), permanent domicile, or head of household. If you have registered as a resident, you can check it on the Basic Resident Register network. If you wish to check with the network, you can omit the submission. (A) A document issued by the Address or a public office authorized to prove whereabouts of officers (if it is written in a foreign language, please attach a translation that clarifies the translator) ※This is intended to confirm the name, address, or whereabouts of each officer. In copy of resident certificate, please omit my number (personal number), permanent domicile and householder.	1st copy	None	None

C. Submission address

Submission by mail

(Destination)

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

City of Yokohama, Civic Affairs Bureau Citizens' Collaboration Promotion Section

Window (posting to the submission box)

(Address)

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

Yokohama City Hall 1st floor Yokohama City Citizen Collaboration Promotion Center

Phone: 045-671-4737
FAX： 045-223-2032

※Submission of the window will be submitted to the submission box.
※Yokohama City Citizen Collaboration Promotion Center Opening (posting) Time: 9:00-20:00 on weekdays, 9:00 to 17:00 on weekends and holidays　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　Excludes city hall closed days and New Year's holidays (December 29 to January 3).
※For questions related to submission, please contact the Hours weekday of the Citizens' Collaboration Promotion Section.

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 (change of directors of non-profit organization, submission of registration form) (outside site)

D. Precautions

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

If more than one-third of the director or auditors is missing, it must be replenished without delay.

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

[Reference] Approach to the Rules of Relatives 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.) are not included.
In addition, if the total number of officers is 6 or more, only one person can enter relatives from a certain officer.

(E) The term of office of officers

The term of office of officers is limited to two years and is set forth in the Articles of Incorporation.

(a) Term of office of officers at the beginning of the establishment

Please refer to the “Supplementary Provisions” at the end of the articles of incorporation of each corporation for the term of office of the officers at the beginning of the establishment.

(b) Term of office of officers for the second and subsequent term

If the term of an officer is stated until June 30, 2019 in the Supplementary Provisions of the Articles of Incorporation, if the term of an officer was made before June 30, 2019, the day following the term of office The second term begins on July 1, 2019.

(c) Term of office of officers who take office during term of office

If the Articles of Incorporation states that "the term of office of an officer who has been appointed for substitute or by increasing the number of employees shall be the remaining term of the term of each predecessor or current officer," the officer will expire at the same time as other officers, regardless of the date they take office.

In order to open PDF files, you may need a separate PDF reader.
If you do not have it, you can download it free of charge from Adobe.
To download Adobe Acrobat Reader DC