Moving out of a Japanese apartment can be stressful enough without the added worry of losing part of your deposit. Understanding deposit refund deductions in Japan before you hand back the keys can save you a significant amount of money — and a lot of frustration. This guide explains what landlords are legally allowed to charge you for, what they are not, and exactly what to do if you think you have been charged unfairly.
What Is the Deposit ("Shikikin") in Japan?
When you rented your apartment, you almost certainly paid a shikikin (security deposit). This is money held by the landlord to cover any damage you cause or unpaid rent. At the end of your tenancy, the landlord deducts any legitimate costs and returns the rest to you — usually within one to two months of moving out, though the exact timeline should be stated in your contract.
What Deductions Are Actually Legal?
Japan's Ministry of Land, Infrastructure, Transport and Tourism (MLIT) publishes guidelines that clearly separate what tenants must pay for from what landlords must cover themselves. While these are guidelines rather than strict law, courts and dispute centres consistently follow them.
Tenant's Responsibility (You May Be Charged)
- Holes or stains on walls caused by careless use (beyond a single small nail hole for a picture frame)
- Burns or deep scratches on floors or fixtures you caused
- Damage from water leaks you did not report in time
- Broken fittings (doors, locks, screens) due to misuse
- Excessive dirt or staining that goes beyond normal use
- Costs to remove items you left behind after moving out
Landlord's Responsibility (You Should NOT Be Charged)
- General cleaning of the whole apartment (unless you left it in an unusually poor condition)
- Repainting walls that have faded or yellowed naturally over time
- Worn carpets or flooring from everyday walking
- Small screw holes or marks from hanging pictures in a normal way
- Fading or deterioration caused by sunlight
- Replacing equipment that has simply reached the end of its natural lifespan
The key principle is "normal wear and tear" — the gradual deterioration of an apartment through everyday living. This is considered the landlord's responsibility to restore, not yours.
Common Deductions That Are Often Unfair
Foreign residents in particular sometimes receive inflated move-out bills. Here are charges that are frequently disputed and often reduced or cancelled:
| Charge | Often Legitimate? | Notes |
|---|---|---|
| Full apartment cleaning fee | Rarely | Only valid if the apartment was left in genuinely poor condition |
| Full wall repainting | Rarely | Natural yellowing over time is the landlord's cost |
| Replacing entire flooring | Sometimes | Only the damaged section should be charged; depreciation applies |
| Air conditioner cleaning | Rarely | Routine cleaning is typically the landlord's responsibility |
| Key replacement | Only if lost | Normal key wear is not the tenant's responsibility |
Step-by-Step: How to Dispute an Unfair Deduction
If you receive a move-out statement that deducts more than you think is fair, do not simply accept it. Here is what to do:
Step 1 — Ask for an Itemised Breakdown in Writing
Contact your landlord or real estate agency and request a detailed written explanation of every charge. You have the right to see exactly what you are being billed for. If there is a language barrier, you may want to ask a Japanese-speaking friend to help, or use a translation app to communicate in writing.
Step 2 — Compare Against the Move-In Inspection Report
Did you fill in an apartment condition checklist when you moved in? Dig it out. If any damage listed in the move-out bill was already present when you arrived, you should not be charged for it. This is one of the most important documents you can have.
Step 3 — Review the MLIT Guidelines
The MLIT guidelines on security deposits are publicly available online. Print or save the relevant sections and refer to them when you respond to your landlord. Showing that you know your rights often resolves disputes quickly.
Step 4 — Respond in Writing, Calmly and Clearly
Write a polite but firm response (email is fine) explaining which charges you are disputing and why, referencing the guidelines. Keep a copy of everything you send and receive.
Step 5 — Contact a Housing Dispute Centre
If the landlord does not respond reasonably, you can contact a housing consultation service. Options include:
- Your local ward or city office (shi-ku-cho-son) — most have a free housing consultation desk, sometimes with multilingual support
- The Japan Housing Finance Agency consultation service
- The National Consumer Affairs Center of Japan (Shouhishacenter) — they handle rental deposit disputes and offer telephone advice
- Legal Aid (Houterasu / Japan Legal Support Center) — provides free legal consultations for people on lower incomes
Practical Tips to Protect Yourself From the Start
If you are still in your apartment or about to move into a new one, these steps make disputes much easier to win later:
- Take date-stamped photos and video of every room, every wall, and every fixture on the day you move in and again on the day you move out
- Complete the move-in condition checklist carefully and keep your copy
- Report any maintenance issues to your landlord in writing (text or email) as soon as they appear
- Read your contract carefully — some contracts include special clauses (called tokuyaku) that can assign certain restoration costs to you, and these may be legally enforceable
A Note on the Deposit Refund Timeline
Japanese law does not set a single national deadline for returning deposits, but most contracts specify one to two months. If your landlord is taking much longer without explanation, follow up in writing. If you still get no response, the consultation centres listed above can help.
Summary: You Have More Rights Than You May Think
Dealing with deposit refund deductions in a Japanese apartment can feel overwhelming, especially if your Japanese is limited and you are not sure what the rules are. The good news is that Japan's guidelines are actually quite clear and tenant-friendly when it comes to normal wear and tear. Most disputes can be resolved by staying calm, asking for everything in writing, and referencing the official guidelines. If the problem goes further, free support is genuinely available — you do not have to face it alone. Keep your photos, keep your documents, and do not hesitate to ask for what you are fairly owed.