Move-in Day Checklist in Tokyo: Essential Steps for a Smooth Start in Your New Apartment

Moving into a new apartment in Tokyo can be both exciting and overwhelming. Whether you’re a foreign resident or a local moving to a new ward, having a detailed move-in day checklist can make the process smoother and stress-free. From setting up utilities to meeting your landlord, this guide covers everything you need to do before, during, and after your move-in day in Tokyo.

Before Move-in Day

Preparation is key to ensuring a smooth transition into your new Tokyo home. Start preparing at least one to two weeks before the actual move-in date.

Confirm the Move-in Schedule

Contact your real estate agent or landlord to confirm the exact date and time you can access the apartment. Some landlords only allow move-ins during business hours or on weekdays. If you’re using a moving company, coordinate their arrival time accordingly.

Review Your Lease Agreement

Double-check the terms of your lease, including key delivery, rent due date, payment method, and move-in inspection details. Make sure you have the contact number of your landlord or property manager in case you encounter issues during move-in.

Arrange Utilities Setup

You’ll need to set up or transfer essential services before you move in:

  • Electricity: Contact a provider like TEPCO to activate your electricity.

  • Gas: Schedule a visit from your gas company (Tokyo Gas or others). A technician will need to be present to turn on the gas and check safety.

  • Water: Notify the local ward office’s water bureau to start water service.

  • Internet and Phone: Arrange installation ahead of time if possible, as it may take several days for connection.

Plan for Appliance and Furniture Delivery

If you’ve purchased new furniture or appliances, confirm the delivery dates. Tokyo apartments often have narrow hallways and elevators, so measure your furniture to ensure it fits. For renters, remember that many apartments come unfurnished, so essentials like refrigerators, washing machines, and curtains may need to be bought or rented.

Notify Your Ward Office (If Moving from Another Address)

If you are changing your residence within Tokyo or moving from another city, submit a Moving-in Notification (転入届, ten’nyū todoke) at your new ward office within 14 days of your move. Bring your MyNumber card, passport, and residence card.

On Move-in Day

Move-in day in Tokyo can be hectic, but following a step-by-step plan will help you stay organized.

Meet the Landlord or Property Manager

Upon arrival, meet the landlord or management company representative. They will often provide you with keys, explain the apartment rules, and conduct an initial inspection. If you notice any damage or issues, take photos and report them immediately.

Perform a Move-in Inspection

Inspect every area of your apartment before you start unpacking. Pay attention to:

  • Scratches or stains on floors and walls

  • Cracks, leaks, or mold in the bathroom or kitchen

  • Functionality of lights, outlets, air conditioners, and intercoms

  • Gas and water pressure

Report any problems right away. In Japan, tenants are often responsible for minor repairs, but documenting issues at move-in helps avoid disputes when moving out.

Take Meter Readings

Check and record your electricity, gas, and water meters. You’ll need these numbers when activating your utility accounts or confirming your first bills.

Clean the Apartment (If Needed)

Although most Tokyo apartments are cleaned before move-in, you may want to do a quick wipe-down or vacuum, especially for surfaces and window sills.

Receive Appliance Deliveries

If you scheduled delivery of appliances or furniture, supervise the process to ensure nothing is damaged. Japanese delivery companies are punctual and professional, but it’s best to be present.

Connect to Utilities

Ensure all utilities are functioning properly:

  • Turn on lights and test outlets.

  • Check that the gas stove and water heater work.

  • Run water in all faucets to confirm pressure and temperature.

  • If your gas company appointment is scheduled for move-in day, the technician will guide you through using the gas safely.

Dispose of Packing Materials Properly

Tokyo has strict garbage separation rules. Break down cardboard boxes and separate plastic wrap or Styrofoam. Check your ward’s website for collection schedules and sorting categories.

After Move-in Day

Once you’ve settled in, take care of remaining administrative tasks and make your new apartment feel like home.

Register for Resident Services

After filing your moving-in notification, you can also register for:

  • National Health Insurance (国民健康保険)

  • Pension (年金)

  • MyNumber updates if your address has changed

Ward offices usually have multilingual support desks to assist foreign residents.

Update Your Address

Update your address with relevant institutions:

  • Bank accounts

  • Mobile phone carrier

  • Internet provider

  • Employer or school

  • Amazon or online shopping platforms

Failing to update your address can cause missed mail or payment issues.

Learn Local Rules and Schedules

Check the building’s notice board or booklet for local regulations:

  • Garbage collection schedule and sorting rules

  • Noise curfew hours

  • Shared facility usage (bicycle parking, elevators, mailboxes)

  • Emergency evacuation routes

Respecting these rules helps maintain good relationships with neighbors and your landlord.

Set Up Home Essentials

Purchase everyday necessities such as cleaning supplies, curtains, and lighting fixtures. Many apartments in Tokyo don’t come with ceiling lights, so you may need to install them yourself. Consider getting a fire extinguisher and smoke detector for safety.

Explore Your Neighborhood

Walk around your new area to locate:

  • The nearest convenience store and supermarket

  • Post office and bank

  • Train station exits and routes

  • Local clinics and pharmacies

  • Parks, restaurants, and cafes

Knowing your surroundings early on makes daily life more comfortable.

Schedule Maintenance and Inspections

If you are required to have periodic inspections (e.g., air conditioner cleaning or building maintenance), note the dates. Also, keep your landlord’s or management company’s emergency contact information handy for urgent issues like water leaks or lock problems.

Tips for a Stress-Free Move-in

  • Label boxes clearly: Write the room name and contents in both English and Japanese if movers are Japanese.

  • Carry valuables yourself: Keep passports, cash, and electronics with you.

  • Have yen on hand: Some utility or delivery technicians may request cash payments for activation fees.

  • Take photos: Document meter readings, room conditions, and appliance setups for future reference.

  • Stay flexible: Building elevators may be busy if other tenants are also moving in on the same day.

Final Thoughts

A move-in day in Tokyo involves more steps than you might expect, but with proper preparation, it can be a seamless experience. Organizing your utilities, confirming appointments, and familiarizing yourself with your new neighborhood will help you settle in quickly. Tokyo’s housing system emphasizes communication, documentation, and punctuality—so following this checklist ensures a smooth start to your new life in Japan’s bustling capital.

Whether it’s your first apartment in Tokyo or your fifth, careful planning will help you transition smoothly into your new home and fully enjoy what the city has to offer.

FAQs

What documents do I need ready for move-in day in Tokyo?

Have your signed lease, key receipt, identification (passport and residence card), emergency contacts, and landlord/agent phone numbers. If you are activating utilities, keep your customer numbers, meter photos, and any appointment confirmations handy. International residents should also bring their MyNumber card if they recently changed address and expect to update records soon after moving in.

When should I submit my Moving-in Notification (ten’nyū todoke)?

Submit your Moving-in Notification within 14 days of establishing residence at your new address. You file it at the ward or city office that oversees your new neighborhood. Bring your residence card, passport, and MyNumber card (if you have one). If your entire household is moving, bring the documents for each member. Missing the deadline can complicate enrollment in health insurance and other public services.

What utilities must be set up before I arrive, and what can wait?

Electricity and water can often be activated remotely and should be started before moving day. Gas typically requires an on-site technician appointment for safety checks—schedule this in advance and make sure an adult is present. Internet installation can take days or weeks depending on building infrastructure, so order it early. Mobile service and pocket Wi-Fi can fill the gap temporarily.

How do I read and record my meters on move-in day?

Locate electric, gas, and water meters (often in hallways or near the entrance). Photograph each meter showing the current reading and time/date. Save these images in a cloud folder labeled by utility. Provide the readings when activating accounts and keep them for reference to dispute any incorrect first bills.

What should I inspect in the apartment before unpacking?

Check floors, walls, doors, windows, and screens for scratches or cracks; look for mold or leaks in the bathroom and kitchen; test lights, outlets, air conditioners, intercom, and stovetops; run taps and flush toilets to confirm water pressure and drainage; and verify fire alarms. Document issues with photos and a brief description, then send them to your landlord/agent the same day.

How do I document pre-existing damages to avoid end-of-lease disputes?

Create a timestamped folder with room-by-room photos and short videos. Include wide shots and close-ups with a measuring tape or coin for scale. Label files with location and issue (e.g., “Bedroom_wall_scuff_east”). Email a summary list and a shared link to your landlord or management company on move-in day and request written acknowledgment.

What if my gas activation appointment conflicts with my movers’ schedule?

Ask your gas provider for the earliest possible time window and coordinate movers around it. If time is tight, prioritize having someone present for gas activation while movers handle bulk delivery. Many companies allow you to choose morning/afternoon windows; pick one that reduces overlap. Remember: without gas, your water heater and cooking may not work.

Which cleaning tasks should I do immediately, even if the unit was “cleaned”?

Wipe kitchen counters, cabinet interiors, and bathroom surfaces; sanitize door handles and switches; vacuum or mop high-traffic areas; and clean A/C filters if dusty. Install new toilet paper, trash bags, and sink strainers. Quick, targeted cleaning ensures hygiene and helps you detect hidden issues (like slow drains) early.

How should I plan deliveries for furniture and appliances?

Book delivery slots after your keys are in hand and elevator reservations (if required) are confirmed. Measure doorways, hallways, and stairs beforehand. Ask vendors for packaging removal service and confirm whether they can install washers/fridges. Stagger deliveries so you can inspect each item without chaos and avoid blocking common areas.

What’s the correct way to dispose of packing materials in Tokyo?

Break down cardboard into flat bundles, remove plastic tape where required by your ward, and separate plastic film, styrofoam, and paper per local rules. Consult the building notice board or ward website for pickup days and labels. If you have a large volume, contact a paid bulk-waste service or request a special pickup to avoid fines.

How do I handle immediate safety checks on day one?

Test smoke alarms and, if provided, carbon monoxide detectors. Locate the breaker panel and learn how to shut off gas and water. Identify fire extinguishers and evacuation routes posted in common areas. Save emergency numbers (management company, after-hours repair, and building security) in your phone and place a printed list near the entry.

What address updates should I make right after moving in?

Update your address with your employer, bank, credit cards, mobile carrier, delivery apps, online shopping platforms, insurance providers, and any subscription services. Redirect important mail if needed. If you own a vehicle, update parking permits and registration data per local regulations.

Do Tokyo apartments typically include lighting and curtains?

Not always. Many units are unfurnished and may lack ceiling lights and window coverings. Budget for LED ceiling fixtures (often a simple twist-lock mount), curtains or blinds, shower rods/curtains, and basic storage solutions. These small additions dramatically improve comfort from day one.

How can I make the first night comfortable without full setup?

Prepare a “first-night kit” with bedding, towels, toiletries, a change of clothes, multi-outlet power strip, snacks, water, basic cookware, and phone chargers. Keep a flashlight and basic toolkit (screwdriver, box cutter, tape measure, spare batteries). A portable hotspot or pocket Wi-Fi will keep you connected until fiber is live.

What etiquette should I observe with neighbors and building staff?

Minimize noise, especially early morning and late night. Keep hallways clear of boxes, and avoid blocking the elevator. Introduce yourself briefly to immediate neighbors if you meet them in passing. Follow posted rules for bike parking, parcel lockers, and recycling. Polite, proactive behavior builds goodwill that can be invaluable later.

How do I schedule and track post-move tasks without getting overwhelmed?

Create a simple checklist with due dates: utilities confirmations, ward office filings, address changes, internet installation, and any pending repairs. Use calendar reminders for pickup days and technician visits. Group tasks by location (ward office, bank, building office) to minimize back-and-forth travel.

What if I find a maintenance issue after the first day?

Document it with photos and a brief description, then notify the landlord/management company in writing. Reference your move-in date and any earlier inspection notes. For urgent problems (water leaks, electrical faults, gas smell), call immediately and follow up with an email. Keep all correspondence organized for future reference.

How can I verify building safety and emergency procedures?

Review the building’s emergency guide, typically provided in your move-in packet or posted near elevators. Identify evacuation routes, assembly points, and locations of fire hoses and extinguishers. If you are unsure, ask the management office for an English guide or a quick walkthrough of key procedures.

What are common mistakes to avoid on move-in day?

Forgetting to photograph meter readings and pre-existing damage, missing the gas activation window, stacking trash incorrectly, blocking elevators during peak times, and unpacking before a thorough inspection are common pitfalls. Address these points early to prevent billing disputes, fines, or strained relations with neighbors.

How do I stay within house rules when movers are involved?

Check if your building requires elevator reservations or protective mats. Inform movers about loading zones and time restrictions. Share the garbage separation rules with them if they remove packaging. Ensure they don’t prop open fire doors or leave debris in common areas. Compliance protects you from complaints and penalties.

What should I keep accessible instead of packing deeply?

Keep keys, IDs, lease, utility details, phone, chargers, basic tools, cleaning wipes, toilet paper, light bulbs, and first-night kit in a clearly labeled bag or box you carry yourself. This prevents frustrating searches when you’re tired and pressed for time.

Can I postpone internet installation and rely on mobile data?

Yes, many residents bridge the gap with mobile hotspots or pocket Wi-Fi. If you work remotely or stream frequently, confirm data caps and throttling policies. When ordering fiber, ask about required building permissions, ONU/ONT placement, and whether inside wiring already exists to avoid second visits.

How can I quickly learn my new neighborhood essentials?

Take a short walk to map the nearest convenience store, supermarket, pharmacy, clinic, post office, bank ATMs, parks, and the fastest route to the train station. Note late-night options and weekend hours. Bookmark these on your map app for rapid access during the first weeks.

What financial preparations help on day one?

Carry some cash for delivery tips where appropriate, coin laundry, or small activation fees (rare but possible). Confirm rent payment method (bank transfer, auto-debit) and the first due date. Track move-in expenses in a simple spreadsheet for reimbursement or budgeting.

When should I report noise, pests, or building rule violations?

For one-off minor issues, wait and observe. For persistent problems—recurring noise at prohibited hours, pests, or rule violations—document times, take photos if relevant, and report calmly to the management office. Avoid direct confrontation; management channels are usually more effective and maintain harmony.

What’s the best way to prioritize unpacking?

Unpack by zones: bedroom (sleep), bathroom (hygiene), kitchen (basic cooking), and workspace (power and internet). Label boxes by room and priority. Clear pathways first to reduce trip hazards and stress. Aim to set up lighting early—well-lit rooms speed up everything else.

How do I protect floors and walls during the move?

Lay down temporary floor protection or flattened boxes in high-traffic areas. Use felt pads on furniture legs immediately. Ask movers to use corner guards for tight hallway turns. Preventing scuffs now saves time, deposits, and headaches later.

What should I do if keys or access cards don’t work?

Contact your agent or management company immediately. Provide your unit number, lock type, and photos if possible. Do not force locks. If after-hours, use the building’s emergency contact. Request a written record of the incident to ensure any locksmith fees are correctly assigned.

How do I know I’m “done” with move-in day tasks?

Confirm utilities are active and safe, send the inspection report with photos, dispose of or schedule pickup for packing waste, secure doors and windows, and set calendar reminders for remaining filings and installations. When your first-night kit is unpacked and your bed is made, you’ve crossed the key threshold—rest and tackle the remaining tasks systematically over the next few days.

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