Pre-Move-In Apartment Inspection in Japan: What to Check & Document

Using an apartment inspection checklist in Japan before you move in is one of the most important steps you can take as a foreign resident. Many tenants are surprised at move-out time when they are charged for damage they did not cause — damage that was already there when they arrived. A thorough inspection on day one, with clear documentation, is your best protection. This guide walks you through exactly what to check, how to record it, and what paperwork to keep safe.

Why the Pre-Move-In Inspection Matters So Much in Japan

In Japan, landlords typically hold a security deposit (敷金, shikikin) worth one to two months' rent. At move-out, any damage beyond normal wear and tear can be deducted from that deposit. Japan's Ministry of Land, Infrastructure, Transport and Tourism has published guidelines making it clear that pre-existing damage is the landlord's responsibility — but only if you can prove it was there before you arrived. Without documentation, disputes are very difficult to win.

As a foreign resident with limited Japanese, this process can feel daunting. The good news is that it is mostly about looking carefully, taking photos, and filling in a simple form. You do not need to speak perfect Japanese to protect yourself.

When to Do the Inspection

Ideally, conduct your inspection at the key handover — the moment you first receive the keys, before you move any belongings in. Good lighting is essential, so aim for daytime. If the real estate agent or landlord is present, even better: you can point out issues together and have them acknowledged on the spot.

What You Need Before You Start

• Your smartphone (for photos and video)
• A printed or digital checklist (see the section below)
• A small flashlight or your phone's torch
• Sticky notes or small numbered stickers (optional, but helpful for labelling photos)
• The move-in inspection form (入居時確認書) — your agent should provide this; ask for it if they do not

Room-by-Room Apartment Inspection Checklist for Japan

Go through each area methodically. The goal is to find any existing scratches, stains, holes, mould, or broken fixtures — and record all of them before you unpack a single box.

Entrance (Genkan) and Hallway

• Check the front door lock, handle, and doorbell
• Look for scratches or dents on the door surface and frame
• Inspect the floor for chips or stains near the step
• Test any intercom or security camera panel

Walls, Ceilings, and Floors (All Rooms)

• Look for scuffs, scratches, holes (even small nail holes), and discolouration on walls
• Check ceilings for water stains, mould, or peeling — especially in corners
• Inspect flooring for scratches, warping, loose boards, or stains
• Check skirting boards and window sills for damage or mould

Windows and Sliding Doors

• Open and close every window and sliding door — they should move smoothly
• Check window locks and screens (amido) for tears or bent frames
• Look for cracks or chips in the glass

Kitchen

• Turn on every gas or IH burner and check they ignite properly
• Run the tap and check water pressure and drainage
• Inspect the sink, countertop, and cabinet interiors for stains, rust, or mould
• Check the range hood filter and fan (grease stains are common)
• Open and close all cabinet doors and drawers

Bathroom and Toilet

• Check for mould on tiles, grout, and ceiling — this is very common in Japanese bathrooms
• Test the shower, bathtub drainage, and hot water
• Inspect the toilet flush and bidet seat functions
• Look for chips or cracks in the bathtub, basin, or toilet bowl
• Check the ventilation fan — it should run without unusual noise

Air Conditioning Units

• Turn each unit on in both cool and heat mode
• Listen for rattling or unusual smells (a musty smell may indicate mould inside)
• Check the remote control has working batteries and all buttons function

Electricity, Lighting, and Fixtures

• Test every light switch and confirm bulbs are working
• Check all power outlets with a small charger if possible
• Confirm the breaker panel (分電盤) is accessible and labelled

How to Document Everything Properly

Photos and video are your most powerful tools. Here is how to make them count:

• Photograph every room with wide shots first, then close-ups of any damage you find
• Place a coin or pen next to small damage to show scale clearly
• Record a short video walking through each room — this captures context that still photos sometimes miss
• Note the date and time — your phone's camera does this automatically in the file data, but also consider taking one photo of today's newspaper or a handwritten date card for extra proof
• Write every issue on the official inspection form and ask the agent or landlord to sign it. Keep your own copy — a photo of the signed form counts if you cannot get a printed copy

If the agent is not present, email them your photo evidence the same day with a clear message listing what you found. Keep that email thread. This creates a timestamped written record that is very difficult to dispute later.

What to Do If the Landlord Disputes Your Findings

Stay calm and rely on your documented evidence. If a dispute arises at move-out time, Japan has consumer consultation services — the Kokumin Seikatsu Center (National Consumer Affairs Center) offers multilingual support and can advise on tenant rights. Many cities also have free legal consultation services. Your evidence from move-in day is what makes these conversations possible.

A Quick Reference Checklist Table

Summary: Protect Your Deposit From the Very First Day

A careful apartment inspection checklist is the single most effective thing a foreign resident in Japan can do to avoid unexpected deposit deductions. The process does not require advanced Japanese — it requires your eyes, your smartphone, and a methodical approach. Walk every room, photograph every flaw, fill in the inspection form completely, and send your evidence to your agent in writing the same day. Store your photos and emails somewhere safe, like a cloud folder, so they are accessible years later at move-out time.

Moving to a new home in Japan is an exciting step. Starting with a solid inspection gives you peace of mind throughout your tenancy — knowing that when the time comes to leave, you have everything you need to get your full deposit back. You have got this.