If something breaks in your Japanese apartment — a leaking pipe, a broken heater, or a faulty lock — it can feel stressful, especially when you're not sure who is responsible or how to explain the problem in Japanese. Understanding apartment repairs and landlord responsibility in Japan will help you act quickly and confidently, without damaging your relationship with your landlord or real estate agency.
Who Is Responsible for Repairs in a Japanese Apartment?
Japanese tenancy law (the Shakuya Hōkoku, or Lease Law) is generally protective of tenants. As a basic rule:
- The landlord (大家さん, ooya-san) is responsible for keeping the apartment in a liveable, safe condition.
- The tenant is responsible for damage caused by their own negligence or misuse.
This distinction matters a lot when it comes to deciding who pays for a repair.
What Landlords Typically Must Fix
- Structural problems (cracks in walls, ceiling leaks from the roof or upstairs units)
- Plumbing issues not caused by the tenant (burst pipes, drainage failures)
- Electrical faults in fixed wiring or fixtures that came with the apartment
- Broken air conditioning units or water heaters that were included in the contract
- Pest infestations caused by structural issues (not by food left out)
- Faulty door locks or security features
What Tenants Are Usually Responsible For
- Damage caused by accidents (e.g., you broke a window, cracked a sink)
- Replacing consumables like light bulbs, batteries in remote controls, or door key batteries
- Minor wear you caused through heavy use or misuse
- Appliances you brought yourself
Japan's Ministry of Land, Infrastructure, Transport and Tourism (MLIT) publishes official guidelines called the 原状回復をめぐるトラブルとガイドライン (Guidelines on Restoring a Property to Its Original State). These are the closest thing to an official rulebook for landlord-tenant disputes, and they clearly outline what is considered normal wear and tear versus tenant damage. Always check the latest version on the official MLIT website.
Step-by-Step: How to Report a Repair Issue
Follow these steps to report a maintenance problem safely and clearly — even with limited Japanese.
Step 1: Identify Who to Contact
In most cases, you should contact your real estate agency (不動産屋, fudosan-ya) rather than the landlord directly. Your lease contract will usually name a management company or agency as your first point of contact. Check the front page of your contract for a phone number or emergency contact.
Step 2: Document the Problem First
Before you call or message anyone, take clear photos or a short video of the issue. This protects you in case there is any dispute later about when the problem started or who caused it.
Step 3: Report It in Writing (Even If You Also Call)
Send a message by email, the agency's app, or LINE (many agencies in Japan use LINE for communication). Writing creates a record. You can use a simple message like:
- "There is a water leak under the kitchen sink. I noticed it today. I have photos. Please advise on next steps."
If your Japanese is limited, it is acceptable to write in English — many agencies in major cities have English support, and translation apps like DeepL can help you write a polite message in Japanese if needed.
Step 4: Follow Up If You Don't Hear Back
For non-urgent issues, give the agency two to three business days to respond. For urgent problems (no hot water in winter, a gas leak, flooding), follow up the same day and make clear it is an emergency.
Step 5: Do Not Arrange Repairs Yourself Without Permission
Even if you find a cheaper repair service, do not hire someone and expect to deduct the cost from your rent — unless your contract specifically allows this. Always get written approval from the agency or landlord before any work is done. Otherwise, you may end up liable for the cost yourself.
Emergency Situations: What to Do Immediately
| Emergency | Immediate Action |
|---|---|
| Gas leak | Open windows, do not touch switches, leave the apartment, call your gas company (number on your meter) |
| Flooding / major pipe burst | Turn off the main water valve (usually in a panel near the front door), then contact the agency |
| No electricity | Check your breaker box first; if it's not the breaker, call your electricity provider |
| Fire | Call 119 immediately |
If Your Landlord Refuses to Make Repairs
This is uncommon, but it does happen. If your landlord or agency refuses to fix something that is clearly their responsibility, you have options:
- Put everything in writing. Send a formal written request by registered mail (内容証明郵便, naiyō shōmei yūbin) if the situation is serious. This creates a legal record.
- Contact your local government's housing consultation service. Most city and ward offices offer free tenant consultation, sometimes in multiple languages.
- Seek help from the Japan Federation of Bar Associations. They offer free or low-cost legal consultations for residents.
- Contact a tenant support group. Organizations such as the Zenkoku Shakuya Shimbunsha (National Tenant News) provide guidance on tenant rights.
As a foreign resident, you have the same legal rights as Japanese tenants. Your nationality does not reduce your protections under Japanese law.
Tips for Preventing Disputes
- Do a thorough move-in inspection and photograph every scratch, mark, and worn area before unpacking. Share these photos with your agency on the day you move in.
- Keep all communication with your landlord or agency in writing.
- Read your lease contract carefully, especially sections on repairs and restoration. If you have a guarantor company (保証会社, hoshō gaisha), they sometimes have their own maintenance hotline.
- Report issues early. Small leaks become big problems. Reporting promptly also shows you are a responsible tenant.
Summary: Know Your Rights and Act Quickly
Navigating apartment repairs and landlord responsibilities in Japan is much easier once you understand the basic rules. Your landlord is legally required to keep your home safe and functional. You are responsible for damage you cause yourself. When something goes wrong, document it, report it in writing, and follow up calmly and clearly.
Living in Japan as a foreign resident comes with a learning curve, but the legal framework here does protect tenants. You don't need to feel powerless — you just need to know the right steps to take. If you ever feel unsure, your local city or ward office is a free, accessible first resource, and many now offer multilingual support.
Take it one step at a time, keep records of everything, and don't hesitate to ask for help. You've got this.