Moving into a new apartment in Japan is exciting — but it can also feel overwhelming, especially when forms are in Japanese and you're not sure what to do first. This apartment move-in checklist for foreigners in Japan walks you through every step, from the documents you need on signing day to setting up your gas, water, and electricity. Take it one step at a time, and you'll be settled in faster than you think.
Before You Move In: Documents to Have Ready
Japanese landlords and real estate agencies typically require a specific set of documents. Missing even one can delay your contract, so prepare these in advance.
- Residence Card (在留カード, Zairyu Card): Your most important ID as a foreign resident. Make sure it is current and your address is updated.
- Passport: Usually required alongside your Residence Card.
- Proof of income or employment: A pay slip, employment certificate (在職証明書), or an offer letter from your employer. Self-employed residents may need tax returns.
- Guarantor documents or guarantee company approval: Most landlords require a rent guarantee company (保証会社) instead of a personal guarantor. Your agency will guide you, but be ready to provide your details for their screening.
- Bank account details: For setting up automatic rent payments. If you do not yet have a Japanese bank account, opening one early — such as at Japan Post Bank (Yucho) — is strongly recommended.
- Inkan (seal) or signature: Some contracts accept a signature from foreigners, but check with your agency beforehand.
Keep photocopies of everything. Agencies often keep originals of some documents, so clarify what you will get back.
Signing Day: What to Check Before You Sign
The contract signing (重要事項説明, jūyō jikō setsumei) is a legal explanation of your rental agreement. A licensed agent must explain key terms to you. Do not feel rushed — this is your right.
- Confirm the monthly rent, management fee, and any other regular charges.
- Check the contract period and renewal fees.
- Understand the move-out rules: notice period required, cleaning fees, and restoration-to-original-condition (原状回復) responsibilities.
- Ask about rules on pets, musical instruments, and guests staying overnight.
- Confirm whether the apartment is a fixed-term lease (定期借家) or a standard lease — fixed-term leases cannot be renewed in the same way.
If your Japanese is limited, bring a bilingual friend or ask your company's HR department for help. Some agencies specialising in foreign residents — such as Sakura House, Leo Palace, or agencies using the SUUMO or Homes portals — offer English-speaking staff.
Move-In Day Checklist: Room Inspection First
Before unpacking a single box, walk through the apartment carefully and document its condition. This protects your security deposit when you move out.
- Photograph every wall, floor, ceiling, window, and door — including close-ups of any scratches, stains, or marks already there.
- Test all light switches, taps, the stove, air conditioner, and any built-in appliances.
- Check that all locks, including the front door and any secondary locks, work properly.
- Look under sinks and around window frames for signs of moisture or mould.
- Fill in the room inspection checklist (チェックリスト) your agency provides and return it within the deadline — usually within one to two weeks of moving in.
Send your photos to yourself by email or cloud storage so they are time-stamped. This simple step can save you significant money later.
Setting Up Utilities: Electricity, Gas & Water
In Japan, utilities are not usually set up by the landlord — you register them yourself. Here is a general guide; confirm the latest procedures on each provider's official website as processes can change.
| Utility | How to Apply | Timing | What You Need |
|---|---|---|---|
| Electricity | Online, by phone, or via the provider's app. Your area's main provider is listed on the breaker box. | Apply 1–3 days before move-in. You may be able to switch on the breaker yourself. | New address, move-in date, customer number (on the meter or from the agency). |
| Gas | Call the gas company to book a technician visit. Someone must be home. | Apply as early as possible — slots fill up. Book at least one week ahead. | New address, move-in date, and a time slot when you can be present. |
| Water | In many cases water is already connected. Check with your agency. If not, contact the local municipal waterworks office. | Before or on move-in day. | New address and move-in date. |
Many utility providers now have English-language options on their websites or phone lines. If you are unsure which company serves your area, ask your real estate agency — they deal with this regularly and can point you in the right direction.
Internet & Phone: Getting Connected Quickly
Home internet (光回線, hikari fibre) can take two to four weeks to set up because a technician visit is usually required. Apply as soon as you have your new address. In the meantime, a pocket Wi-Fi device or a SIM card with a generous data plan will keep you connected. Providers such as GTN Mobile offer SIM plans designed for foreign residents in Japan, with English support and no long-term commitment required — useful while you wait for home broadband.
Administrative Tasks: Do These Within Two Weeks
- Update your address on your Residence Card: Visit your local ward or city office (区役所 / 市役所) within 14 days of moving in. This is a legal requirement.
- Register with the local municipal office: You will receive your My Number card notifications and health insurance documents at your registered address.
- Notify your bank, employer, and any subscriptions of your new address.
- Check your National Health Insurance (国民健康保険) situation: If you are not enrolled through an employer, register at the municipal office.
Sending Money Home After Your Move
Moving is expensive, and many foreign residents need to send money to family abroad once they are settled. Once your Japanese bank account is active and your address is registered, international transfer services such as Wise or Remitly can be a cost-effective option for regular remittances. Fees and exchange rates vary and change frequently, so always compare rates on the official sites before transferring.
Summary: Your Move-In Checklist at a Glance
Moving into an apartment in Japan as a foreign resident involves more steps than in many other countries, but every step is manageable when you know what to expect. To recap:
- Gather your documents — Residence Card, passport, proof of income — before contract day.
- Read and confirm every clause of your lease before signing.
- Photograph the entire apartment on move-in day and submit your inspection sheet promptly.
- Set up electricity, gas, and water early — gas especially requires a booked appointment.
- Apply for home internet immediately and use a SIM or pocket Wi-Fi in the meantime.
- Update your address at the ward office within 14 days — it is legally required and unlocks many other services.
Being thorough now protects you financially when you move out and helps you feel at home faster. Japan's systems can feel strict, but they are consistent — once you understand the rules, everything becomes much easier. Good luck with your new home!