Renting your first apartment in Japan as a foreigner can feel overwhelming — unfamiliar paperwork, language barriers, and a process quite different from back home. This complete checklist and timeline will walk you through every stage, so you know exactly what to prepare, when to do it, and what to expect. Whether you have two months or two weeks before your move-in date, this guide has you covered.
How the Japanese Rental Process Works (Quick Overview)
Japan's rental system has a few features that surprise many newcomers. Most apartments require a guarantor (連帯保証人), upfront fees that can equal several months' rent, and a formal application screening process. Landlords and agencies also check your residency status carefully. Understanding this early saves you from stressful surprises later.
Your Renting Checklist: Stage by Stage
Stage 1 — Two to Three Months Before Moving In
- Clarify your budget. A common rule of thumb is to keep rent at or below one-third of your monthly income. Remember to factor in monthly fees (管理費, building management fees) on top of the base rent.
- Check your visa status. Most landlords require a valid residence card (在留カード). Make sure yours is current and that your remaining visa period is long enough — many landlords prefer at least one year remaining.
- Research foreigner-friendly agencies. Not every real estate agency works with foreign residents. Look for agencies that advertise support in English or use services specialising in international tenants (such as Sakura House, Leopalace21, or agencies connected to guarantor companies like Orico or Casio Guarantor).
- Start gathering documents early. See the full document list below — some items take time to obtain.
Stage 2 — Four to Six Weeks Before Moving In
- Search for apartments. Use platforms such as Suumo, Homes, or At Home. Filter by your target area, budget, and move-in date. Many listings show whether foreigners are accepted (外国人可).
- Visit properties in person. Photos can be misleading. If possible, visit shortlisted apartments before applying — pay attention to sunlight, noise, and proximity to your station.
- Understand the upfront costs. Japanese rentals typically require several upfront payments. These are a guide only — confirm exact amounts with each agency:
- Deposit (敷金): Usually one to two months' rent, refundable minus any damages.
- Key money (礼金): A non-refundable "gift" to the landlord, often one to two months' rent. Not all properties require it.
- Agency fee (仲介手数料): Usually one month's rent plus tax.
- First month's rent and any prorated amounts.
- Guarantor company fee: If you use a professional guarantor service, expect an initial fee (often around half a month's rent) and an annual renewal fee.
- Arrange a guarantor. If you do not have a Japanese guarantor, most agencies can connect you with a rental guarantor company (家賃保証会社). This is now the standard route for most foreign residents.
Stage 3 — Two to Four Weeks Before Moving In
- Submit your application. Complete the application form (申込書) through your agency. Be honest on all fields — false information is grounds for contract cancellation.
- Pass the screening. The landlord and/or guarantor company will review your documents. Screening typically takes two to five business days. You may be asked for additional documents.
- Sign the contract. Read the key contract terms carefully — or ask for an English summary. Note the contract length (usually two years), renewal fee, and notice period required if you leave early.
- Pay upfront fees. These are usually due at contract signing. Prepare a bank transfer or certified funds — cash payments are rare for large amounts.
Stage 4 — One Week Before Moving In
- Set up utilities. Contact electricity, gas, and water providers to register in your name from your move-in date. Many providers have online forms with English support.
- Arrange internet. Japan has fast, affordable fiber broadband. Providers like NTT, SoftBank Hikari, or NURO offer English support. Allow time for installation — it can take a few weeks.
- Get a Japanese SIM or mobile plan. You will need a working phone number for your contract and daily life. Foreigner-friendly options include GTN Mobile, IIJmio, and Rakuten Mobile, which offer flexible plans and English support. Confirm current plans and prices on the official sites.
- Update your address on your residence card. Within 14 days of moving, visit your local municipal office (市区町村役場) to update your registered address. This is a legal requirement.
Stage 5 — On Moving Day
- Do a move-in inspection. Before unpacking, walk through the apartment and photograph any existing damage (scratches, stains, marks). Share these with your agency in writing so you are not charged for pre-existing issues when you leave.
- Receive and test all keys. Confirm how many keys you receive and check that all locks work.
- Confirm garbage rules. Each area in Japan has strict garbage separation and collection schedules. Ask your building manager or check the local government website for the rules in your neighbourhood.
Documents You Will Typically Need
| Document | Notes |
|---|---|
| Residence card (在留カード) | Both sides. Must be valid. |
| Passport | For identity verification. |
| Proof of income | Recent payslips, employment contract, or tax certificate (源泉徴収票). |
| Certificate of employment (在職証明書) | Ask your employer's HR department. |
| My Number card or notification letter | Required by some guarantor companies. |
| Seal (印鑑) or signature | A simple personal seal or handwritten signature is usually accepted for foreigners. |
| Japanese bank account details | For rent payment by direct debit. Yucho Bank and most major banks are accepted. |
| Emergency contact information | A Japan-based contact is preferred by most landlords. |
Requirements vary by landlord and agency. Always confirm the exact list with your agency early in the process.
Common Pitfalls for Foreign Renters — and How to Avoid Them
- Underestimating upfront costs: Budget for at least three to five months' rent equivalent in initial fees. Always ask for a full written breakdown before signing.
- Signing without understanding the contract: Ask your agency for a plain-language explanation of key clauses. Some agencies provide English summaries — always ask.
- Missing the address registration deadline: Failing to update your residence card address within 14 days is a legal violation. Put it on your calendar the moment you move in.
- Ignoring the notice period: Most contracts require one to two months' written notice before leaving. Breaking this can result in fees.
Summary: Your Action Plan for Renting Your First Apartment in Japan
Renting your first apartment in Japan as a foreigner is absolutely achievable — thousands of international residents do it every year. The key is to start early, gather your documents in advance, work with a foreigner-friendly agency, and read every part of your contract before signing.
To recap your checklist:
- Two to three months out: Set your budget, check your visa, choose a foreigner-friendly agency.
- Four to six weeks out: Search and view properties, understand upfront costs, arrange a guarantor.
- Two to four weeks out: Apply, pass screening, sign the contract, pay fees.
- One week out: Set up utilities, internet, and your SIM card.
- Moving day: Inspect the apartment, photograph everything, register your new address within 14 days.
Take it one step at a time, keep copies of all documents, and do not hesitate to ask your agency to explain anything you are unsure about. You've got this — welcome to your new home in Japan.