Moving out of an apartment in Japan can feel stressful, especially when you receive an inspection report — called a checkshin (チェックシン) or taishitsu tachiai — filled with Japanese terms you don't fully understand. For many foreign residents, this moment comes with a real fear: "Will I lose my entire deposit over things that aren't my fault?" The good news is that Japanese law is actually on your side in many situations. This guide walks you through exactly what an apartment inspection report in Japan means, what landlords can and cannot charge you for, and how to dispute unfair claims confidently.
What Is an Apartment Inspection Report in Japan?
When you move out of a rental property in Japan, the landlord or property management company will carry out a move-out inspection. The results are recorded in a document sometimes called a 退去立会確認書 (taishitsu tachiai kakuninsho) or simply a move-out checklist. This report lists the condition of each room, notes any damage or wear, and forms the basis for deciding how much of your security deposit (shikikin) is returned to you.
As a foreign resident, you may be handed this document on the spot and asked to sign it. Do not sign immediately if you are unsure about any item. You have the right to review it carefully first.
What the Law Says: Normal Wear vs. Tenant Damage
Japan's Ministry of Land, Infrastructure, Transport and Tourism (MLIT) publishes official guidelines — commonly called the Guidelines for the Restoration of Rental Housing — that clearly define what tenants are responsible for and what landlords must cover themselves. This is the most important document protecting your deposit.
What landlords must cover (not your responsibility)
- Minor scuffs and scratches on walls from everyday living
- Fading or discolouration of walls and floors caused by sunlight
- Small nail holes from hanging pictures (one or two per room is generally acceptable)
- Natural deterioration of flooring, wallpaper, or fixtures over time
- Mould or staining caused by poor ventilation in the building's structure (not your negligence)
What you may be responsible for
- Large holes in walls (e.g., from furniture hitting them)
- Burns or deep scratches on floors, counters, or fixtures
- Stains caused by pet damage or smoking indoors (if prohibited in your contract)
- Broken fittings, windows, or doors caused by misuse
- Excessive mould caused by lack of ventilation on your part
Even when you are responsible, costs are typically calculated on a pro-rated basis based on the item's useful life and how long you lived there. For example, wallpaper has a standard useful life of about six years under the guidelines — so if you lived there for three years, you would generally only owe around half the replacement cost. Always ask how any charge is calculated.
Step-by-Step: What to Do at the Inspection
- Attend the inspection in person. Do not skip this. Being present lets you point out pre-existing damage and question items on the spot.
- Bring your move-in checklist. When you moved in, you should have received (or submitted) a condition report noting pre-existing issues. This is your most powerful evidence.
- Take photos and video. Document every room, especially areas the inspector is flagging. Date-stamped photos are very useful if there is a dispute later.
- Do not sign on the spot if you are unsure. Politely ask for time to review the document. You can say: "Can I take this home to read carefully before signing?" Most legitimate companies will agree.
- Ask for an itemised breakdown. Any charge must be clearly listed with the item, reason, and cost. Vague totals are a warning sign.
How to Dispute Unfair Damage Claims
If you receive a final bill that you believe is unfair, you do not have to simply accept it. Here is how to push back in a structured, calm way.
Step 1: Compare the claim against the MLIT guidelines
Download or search for the English summary of the MLIT Guidelines for Restoration of Rental Housing. Check each claimed item against what is officially considered tenant responsibility. Many landlords count on tenants not knowing these rules.
Step 2: Send a written response
Reply in writing (email is fine) listing each disputed item and explaining why you believe it falls under normal wear and tear, or why the cost calculation seems incorrect. Keep your tone polite and factual. Referencing the official guidelines by name shows you are informed.
Step 3: Consult a free advisory service
Japan has several free resources for tenants in disputes:
- Legal Affairs Bureau (Houmukyoku): Offers free consultation in some areas — check the Ministry of Justice website for your nearest office.
- National Consumer Affairs Center of Japan (Shouhishacenter): Handles complaints about rental disputes and can mediate.
- Your local city or ward office: Many have a housing consultation desk that can connect you with a lawyer or mediator.
- Japan Tenant Union (Zenkoku Shakuya Renmai): Provides tenant support and advice.
Step 4: Consider small claims procedures
If the landlord refuses to engage and the amount is significant, a small claims court (Kantan Saibansho) process in Japan is relatively accessible and does not always require a lawyer. Seek advice from one of the services above before taking this step.
Useful Comparison: Normal Wear vs. Tenant Responsibility
| Situation | Landlord's Cost | Tenant's Cost |
|---|---|---|
| Faded wallpaper from sunlight | ✔ | |
| Small nail holes (1–2 per room) | ✔ | |
| Large holes from shelving anchors | ✔ (pro-rated) | |
| Cigarette burns on flooring | ✔ | |
| Natural wear on tatami over years | ✔ | |
| Pet scratches on doors or floors | ✔ | |
| Mould from building's poor ventilation | ✔ |
This table is a general guide based on MLIT guidelines. Always confirm specific cases with an official advisor.
Practical Tips for Foreign Residents
- Keep all paperwork from move-in day, including photos, your original checklist, and your lease agreement.
- If you used a service like GTN or a relocation agency that helped you sign your lease, ask them if they can assist with move-out disputes — some do offer support.
- If you have a guarantor company (hoshougaisha), note that disputes about the deposit are generally between you and the landlord directly.
- Never pay a charge you dispute in full immediately, as this can be treated as acceptance. Ask for a breakdown in writing first.
Summary: You Have More Protection Than You Think
Navigating an apartment inspection report in Japan as a foreign resident can feel overwhelming, but Japan's tenant protection guidelines are clear and genuinely fair. Normal wear and tear is the landlord's responsibility — not yours. If you receive an inspection report with charges that seem excessive or unexplained, you have every right to ask questions, request itemised breakdowns, and formally dispute anything that does not match the official guidelines.
Attend your inspection prepared, document everything, and do not sign until you understand what you are agreeing to. If things escalate, free advisory services exist specifically to help people in your situation. Moving out of your apartment does not have to mean losing your deposit unfairly — and with the right information, you can protect what is yours.