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How to Rent an Apartment in Japan

How to Rent an Apartment in Japan

Renting an apartment in Japan can feel complicated, especially for foreign residents. Multiple fees, guarantor requirements, strict screening, and detailed contracts make the process very different from many other countries. This guide explains the main steps, typical costs, and practical tips to protect your money when moving in and moving out.

1) Overview of the Renting Process

The general flow when renting in Japan looks like this:

  • Search for properties (online portals, agencies, corporate contacts).
  • Property viewings (内見 / naiken).
  • Application and screening (申込・審査).
  • Contract signing (契約).
  • Move-in inspection and key handover.

At each stage, you may be asked for documents and payments, so it helps to understand the full cost picture upfront.

2) Typical Upfront Costs (Example: ¥100,000 Monthly Rent)

For an apartment with ¥100,000 monthly rent, a typical initial cost breakdown might look like this:

  • Deposit (敷金): usually 0–1 month’s rent (e.g. ¥0–¥100,000).
  • Key money (礼金): 0–1 month’s rent (e.g. ¥0–¥100,000). This is a non-refundable “thank you” payment.
  • Agency fee (仲介手数料): up to 1 month’s rent + tax (legal maximum is 1 month).
  • First month’s rent: often full month, sometimes prorated.
  • Guarantor company fee (保証会社): typically 30–100% of one month’s rent (plus smaller annual renewal fees).
  • Fire insurance (火災保険): roughly ¥15,000–¥25,000 for 2 years.
  • Lock exchange fee (鍵交換代): often ¥10,000–¥25,000.

In total, you can easily pay the equivalent of 4–6 months of rent upfront. Some newer or foreigner-friendly buildings may reduce or waive deposit and key money.

3) Guarantor and Guarantor Companies

Most landlords in Japan require some kind of guarantor system to protect against unpaid rent:

  • Individual guarantor (連帯保証人): a Japanese resident (often a family member or company) who is legally responsible if you cannot pay.
  • Guarantor company (保証会社): a company that acts as your guarantor for a fee.

Foreign residents often use a guarantor company because they do not have a Japanese relative who can sign as guarantor.

  • Initial guarantor fee: typically 30–100% of one month’s rent.
  • Renewal fee: often around 10,000 yen per year, or a small percentage of monthly rent.
  • Some corporate contracts and UR rentals do not require a guarantor company.

4) Documents You Will Need

When you apply for an apartment, the agency or landlord will usually ask for:

  • Passport.
  • Residence card (在留カード).
  • Proof of income or employment (在職証明書, recent payslips, or employment contract).
  • Emergency contact in Japan (may be a friend or colleague; not always a guarantor).
  • My Number (マイナンバー) for identity verification in some cases.

Prepare scanned copies of these documents to speed up the screening process.

5) Lease Terms, Renewal, and Regular Costs

Most residential leases in Japan follow a similar pattern:

  • Lease term: usually 2 years.
  • Renewal fee (更新料): often 1 month’s rent when extending for another 2 years.
  • Management fee (管理費) or common service fee (共益費): added to rent, sometimes ¥5,000–¥15,000 per month.
  • Fire insurance: required and usually renewed every 2 years.

When comparing properties, always check the total monthly cost (rent + management fee) and not just the headline rent.

6) Practical Tips When Moving In

Small actions at the beginning of your lease can protect your deposit and prevent disputes later.

Take Detailed Photos and Videos

  • On move-in day, photograph and/or film every room, including walls, floors, ceilings, windows, balcony, kitchen, bathroom, and appliances.
  • Capture any scratches, stains, discoloration, mold, cracks, or damage, even if minor.
  • Store the photos in a cloud folder and label them by room and date. These will be your proof at move-out.

Use a Move-In Condition Report (現状確認書)

  • Many landlords provide a pre-printed condition checklist.
  • If it’s not provided, you can still write an email listing pre-existing damage and attach photos.
  • Send this to the agency or landlord within the first few days of moving in and keep a copy.

Check Practical Details During Viewings

  • Test water pressure and hot water.
  • Check mobile signal and internet options (fiber availability, building trunk lines).
  • Open and close doors, windows, and shutters; listen for noise from trains, bars, or roads.
  • Check for signs of humidity, mold, or condensation around windows and in closets.

Be Careful With Key Money and High Initial Fees

  • Key money (礼金) is non-refundable. If possible, choose units with zero key money unless the location or building is exceptional.
  • Initial cleaning fees, lock change fees, and “24-hour support” plans can often be negotiated or removed before signing.

7) Move-Out: What You Should Not Be Charged For

Japan has national guidelines on what landlords can charge when you move out. Many foreign tenants don’t know these rules and lose part or all of their deposit unnecessarily.

Natural Wear and Tear (経年劣化) Is the Landlord’s Responsibility

According to government guidelines, tenants are not responsible for normal aging and wear from everyday use. Examples include:

  • Faded wallpaper from sunlight.
  • Normal wear on floors, tatami, and carpets.
  • Minor scratches from ordinary furniture placement.
  • Discoloration or deterioration due to age and humidity.
  • Aging or failure of equipment installed by the landlord (e.g. old air conditioners, stoves).

These fall under natural wear and tear and must be paid by the landlord, not deducted from your deposit.

Wallpaper and Flooring: No Full Replacement for Minor Damage

  • If only one section of wallpaper is damaged, the landlord should only charge for that portion and apply depreciation, not replace the whole room at your expense.
  • Flooring and carpets have a legal depreciation life (often 6–10 years). After many years, your share of any replacement cost may be very small or zero.

Cleaning Fees: Check the Contract and Amount

  • Many leases include a fixed “cleaning fee” (クリーニング費用). This should be clearly written in the contract.
  • If a large cleaning fee appears later without prior notice, you can dispute it.
  • For normal use, cleaning fees should be reasonable. Extremely high amounts can be questioned and negotiated.

Air Conditioner Cleaning and Equipment

  • Some contracts specify an AC cleaning fee per unit at move-out.
  • If the AC was already old or dirty at move-in, or it is a built-in fixture, heavy costs for “deep cleaning” may be unreasonable.
  • Excessive dirt, tobacco smoke, or damage caused by you can be charged, but again with depreciation considered.

No Obligation to Restore to “Brand New”

Japanese contracts often mention 原状回復 (restoration to original condition). This does not mean restoring the room to brand new:

  • You are responsible for damage or stains beyond normal use (holes in walls, broken glass, cigarette burns, etc.).
  • You are not responsible for the natural aging of materials or equipment.
  • Landlords must consider the age and original condition of the property when calculating charges.

Ask for Evidence and Breakdown of Costs

  • If the landlord wants to deduct from your deposit, ask for:
    • Photos of claimed damage.
    • Written explanation of each item.
    • Repair quotes or invoices.
    • Depreciation calculations (especially for flooring and wallpaper).
  • If they cannot provide this, you are in a stronger position to negotiate.

Negotiation Tips at Move-Out

  • Attend the move-out inspection (立会い) in person if possible.
  • Bring your move-in photos and any condition report you submitted.
  • If you are leaving earlier than expected and the landlord quickly finds a new tenant, you can sometimes negotiate:
    • Lower or waived early-termination penalties.
    • Reduced cleaning or restoration fees.

8) What You Can Negotiate When Moving In and Out

Although many parts of the Japanese rental process feel rigid, some items are negotiable—especially in a soft market or older buildings.

At Move-In

  • Key money (礼金): ask if it can be reduced or waived.
  • Agency fee: legally capped at 1 month; you can ask for a discount, especially if the agent represents both landlord and tenant.
  • Cleaning fee and lock change fee: ask for details and negotiate high or unclear amounts.
  • Renewal fee (更新料): sometimes negotiable in modern or corporate-focused buildings.

At Move-Out

  • Charges clearly related to natural wear or aging → push back and refer to government guidelines.
  • High lump-sum cleaning fees → request an itemized breakdown and challenge unreasonable items.
  • Early termination fees → ask to reduce if the landlord finds a new tenant quickly.

9) Foreigner-Friendly Rental Options

If the standard system feels too complex, consider options designed to be easier for foreign residents:

  • UR Housing (Urban Renaissance Agency):
    • No key money.
    • No agency fee.
    • No guarantor required (in many cases).
    • Transparent initial costs and rules.
  • Serviced apartments / monthly mansions: Higher monthly costs but lower initial fees and flexible terms.
  • Foreigner-focused agencies: Some real estate companies specialize in English support and simplified contracts.

10) Official Reference and Legal Notes

For those who read Japanese or want to check the legal framework, the following official resources are useful:

  • Ministry of Land, Infrastructure, Transport and Tourism (MLIT) – Housing and rental information (Japanese).
  • MLIT guidelines on restoration and cleaning at move-out (原状回復): explains how costs should be shared between landlord and tenant.
  • Note: under Japanese law, agency fees cannot exceed one month’s rent (plus tax) for each side.

If you face a serious dispute, local consumer centers (消費生活センター) and legal consultation offices can sometimes provide advice.

11) Related Reading

Leaving Japan? Essential Checklist Before You Go (2025 Update)
Health Insurance in Japan (2025 Guide)
How the Japanese Pension System Works for Foreign Residents (2025 Guide)

Notes: Rental conditions and tenant rights can vary by landlord, region, and contract type. Always read your individual contract carefully and, when in doubt, confirm details with your agent, landlord, or a qualified professional before signing.

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