Application Checklist for Renting in Tokyo: Step by Step

Overview

Renting an apartment in Tokyo involves more paperwork and formal procedures than many expats expect. Understanding what to prepare before applying will save time, reduce stress, and increase your chances of getting approved. This checklist outlines every step—from preparing documents to signing the lease—so you can move smoothly into your new Tokyo home.

Step 1: Gather Identification Documents

Before viewing apartments, prepare the basic identification materials. Japanese landlords and real estate agencies require proof of identity and legal residence status.

Passport – Used to verify your identity and nationality.
Residence Card (在留カード) – Confirms your visa status, period of stay, and address (if applicable).
My Number Card (マイナンバーカード) – Sometimes requested for tax-related verification.

If you are new to Japan and have not yet received your residence card, you can provide your Certificate of Eligibility (COE) temporarily, but the residence card is mandatory before move-in.

Step 2: Prepare Proof of Income or Employment

Landlords want assurance that you can pay rent consistently. Typically, you’ll need one or more of the following:

Certificate of Employment (在職証明書) – Issued by your employer showing your position and contact info.
Recent Pay Slips – Usually from the last three months.
Tax Withholding Slip (源泉徴収票) – Shows your annual income in Japan.
Bank Statement – Useful if you’re self-employed or newly arrived.
Employment Contract or Offer Letter – Accepted if your job has not yet started.

Students should prepare a Certificate of Enrollment and proof of financial support such as a guarantor or scholarship letter.

Step 3: Choose a Guarantor Option

In Japan, most landlords require a guarantor (保証人) to secure rental payments. You have two main options:

Personal Guarantor – A Japanese citizen or permanent resident, often a relative or employer.
Guarantor Company – A professional service that acts as your guarantor for a fee (30–100% of one month’s rent).

Most foreign renters use guarantor companies since personal guarantors can be difficult to arrange.

Step 4: Prepare Contact Information and Emergency Contact

You’ll need to provide:

Your current address (in Japan or abroad)
Phone number and email
Emergency contact person in Japan – Usually a friend, coworker, or school staff member

This contact person won’t be financially responsible; they’re just a communication point for emergencies.

Step 5: Check Your Financial Readiness

Before applying, confirm that you can cover the initial move-in costs. These are typically equivalent to four to six months of rent in total:

First month’s rent
Security deposit (敷金): 1–2 months’ rent
Key money (礼金): 0–2 months (non-refundable)
Agency fee: Around one month’s rent
Guarantor company fee: 30–100% of one month’s rent
Fire insurance: ¥15,000–¥25,000

Make sure your Japanese bank account has enough funds or that you can transfer from overseas quickly.

Step 6: Fill Out the Application Form

Once you’ve selected an apartment, the agent will give you an application form (申込書, moushikomi-sho). You’ll need to provide:

Full name (as written on passport/residence card)
Date of birth and nationality
Visa type and expiration date
Employer details and annual income
Guarantor or guarantor company details
Emergency contact

Fill out all fields accurately. The agency will forward your application to the property management company for screening.

Step 7: Wait for the Tenant Screening (審査)

The screening process usually takes 2–7 days. Landlords and management companies assess:

Visa type and duration of stay
Employment stability and income
Rent-to-income ratio (should not exceed 30–40%)
Guarantor reliability
Communication skills (sometimes judged during agent interactions)

You or your employer might receive a confirmation call, so keep your phone available.

Step 8: Review the Contract Documents

Once approved, you’ll receive a rental contract and related documents. Typically, these include:

Lease Agreement (賃貸借契約書)
Important Explanation of Terms (重要事項説明書) – Legally explained by a licensed agent
Guarantor Agreement (if applicable)
Fire Insurance Application
Automatic Payment Form for rent transfers

Read every clause carefully. Ask your agent to clarify renewal fees, cancellation policies, and maintenance responsibilities.

Step 9: Pay Initial Fees and Sign the Contract

You’ll need to transfer the initial fees before signing. Some agencies may require payment within 2–3 business days after approval.

When signing:

Bring your residence card, passport, and personal seal (hanko) if required.
Check that the rent, deposit, and move-in date match what was agreed upon.
Keep a copy of all signed documents and payment receipts.

Some contracts now allow digital signatures and online transfers, especially with larger real estate firms.

Step 10: Receive the Keys and Move In

After payment and signing, you’ll receive your keys on the agreed move-in date. Don’t forget to:

Inspect the apartment and note any existing damage.
Record meter readings for water, gas, and electricity.
Submit your move-in report if requested.
Register your new address at the city office within 14 days.

This registration updates your residence card and is mandatory for all residents.

Step 11: Set Up Utilities and Internet

Arrange these before your move-in date if possible:

Electricity: Tokyo Electric Power Company (TEPCO)
Gas: Tokyo Gas or other local supplier
Water: Contact your ward office or local water bureau
Internet: Either sign a new contract (which can take 1–3 weeks) or use existing building Wi-Fi

Some apartments provide free Wi-Fi, but check the speed and reliability before relying on it for work or study.

Step 12: Prepare Furniture and Appliances

Most Tokyo apartments are unfurnished. You may need to purchase or rent:

Refrigerator, washing machine, and microwave
Curtains, lighting fixtures, and air conditioner (sometimes included)
Basic furniture such as bed, sofa, and table

Secondhand stores like Hard Off and online marketplaces like Mercari are popular options for affordable furnishings.

Step 13: Understand Renewal and Move-Out Procedures

Most rental contracts in Tokyo are for two years. Before the end of this term:

You may need to pay a renewal fee (around one month’s rent).
If you plan to move out, notify your landlord at least one month in advance.
On move-out day, an inspection will determine deductions from your deposit for cleaning or repairs.

Proper communication and documentation will help you recover as much of your deposit as possible.

Common Mistakes to Avoid

Not preparing enough funds for initial costs.
Missing calls from guarantor companies during screening.
Failing to register your address after moving in.
Ignoring renewal or cancellation fees.
Assuming all apartments accept foreigners—always confirm beforehand.

Conclusion

Renting in Tokyo can seem complicated, but with the right preparation, it becomes a manageable and transparent process. Having all required documents ready—identification, proof of income, guarantor information, and financial resources—will help you move faster and increase your approval chances.

By following this step-by-step application checklist, you’ll show landlords and agencies that you’re reliable, organized, and serious about your new home. Once the paperwork is done, you can focus on enjoying life in one of the most exciting cities in the world.

FAQs

What documents do I need to apply for an apartment in Tokyo?

Prepare a passport, residence card (在留カード), and proof of legal stay. For income verification, gather a certificate of employment, the last three months of pay slips, and—if available—your tax withholding slip (源泉徴収票). Freelancers and new arrivals can use recent bank statements or signed contracts to demonstrate funds. Students should provide a certificate of enrollment and proof of financial support. Having digital scans ready speeds up agent review and screening.

I just arrived and don’t have a residence card yet. Can I still apply?

Yes—some agencies will accept a Certificate of Eligibility (COE) or visa approval letter at the application stage. However, you must present your residence card before key handover and move-in. If timing is tight, tell your agent your arrival date and immigration appointment. Keep your passport, entry stamp, and address for temporary contact. Without the card at contract time, most landlords will not release keys.

How much income do I need to be approved?

Many management companies use a rent-to-income guideline of roughly 30–40%. For example, if monthly rent is ¥120,000, target monthly net income of ¥300,000–¥400,000. This is not a hard rule, but being outside the range raises risk of denial or requests for a stronger guarantor. If your salary is irregular, provide longer account history, retainers, or client contracts to demonstrate stable cash flow.

Do I need a guarantor, and what are my options?

Most leases require a guarantor (保証人). You typically choose between a personal guarantor—often a Japan-based relative or employer—and a guarantor company. Personal guarantors must meet income and residency criteria and are legally responsible for unpaid rent. Guarantor companies charge a one-time fee (commonly 30–100% of one month’s rent) and an annual renewal of several thousand yen. Foreign renters commonly use guarantor companies for predictability.

What if I don’t have a personal guarantor?

Use a guarantor company. Many landlords prefer them because collection and communication are standardized. Strengthen your application with extra documentation: longer work contract terms, higher savings balance, or a letter from HR. If your profile is borderline—short visa length, probationary employment—consider prepaying several months of rent or increasing the deposit, where allowed, to reduce perceived risk.

How long does tenant screening (審査) take?

Typical screening takes two to seven days. The property manager or guarantor company may call you, your employer, and your emergency contact to verify details. Keep your phone reachable and inform HR so they expect the call. Complex cases—nonstandard income, newly formed companies, or visa renewals in progress—can take longer. If you have a strict move-in date, tell your agent early and provide all documents at once.

What initial costs should I budget for?

Expect roughly four to six months of rent upfront. Common items include first month’s rent, deposit (敷金, 1–2 months), key money (礼金, 0–2 months, nonrefundable), agency fee (often 1 month + tax), guarantor company fee (30–100% of 1 month), and fire/tenant insurance (¥15,000–¥25,000). Some listings reduce key money or agency fees during promotions, but you should still have a cash buffer for moving, furniture, and utility setup.

Can I pay move-in costs from an overseas bank?

Often yes, but international transfers can be slow and incur fees. Confirm the beneficiary name, SWIFT code, and payment deadline with your agency. Ask if they accept credit card or online payment platforms; some large firms do, often with processing fees. To avoid delays at signing, many renters open a Japanese bank account early or use a local friend’s assistance, then reimburse them once your own account is active.

Will the landlord accept foreign tenants?

Many do, but not all. Agencies usually know which landlords are foreigner-friendly and which require Japanese fluency or specific employment types. A clean, complete application with stable income, responsive communication, and a reputable guarantor company improves acceptance. If language is a concern, ask for English-language support during the Important Matters Explanation (重要事項説明) or bring a bilingual friend to avoid misunderstandings.

What is an emergency contact and why is it required?

An emergency contact is a Japan-based person—friend, colleague, school representative—who can be reached if the landlord cannot contact you. They are not responsible for rent. Provide accurate phone and email details and let them know to expect a verification call. For new arrivals without local contacts, ask your employer or school if they can serve in this role temporarily.

When do I register my new address and set up utilities?

By law, register your new address at the city office within 14 days of moving. For utilities, schedule electricity (TEPCO), gas (Tokyo Gas or equivalent), and water activation before move-in; gas may require an in-person appointment. Internet installation can take one to three weeks, so start early. If the building offers free Wi-Fi, verify speed and reliability if you work from home or attend video calls.

Are Tokyo apartments furnished? What should I prepare?

Most rentals are unfurnished. You may need a refrigerator, washer, microwave, curtains, and light fixtures. Air conditioners are common but not guaranteed. Measure doorways, elevator size, and room layouts before buying large items. To save money, consider secondhand stores (e.g., Hard Off), rental packages, or marketplace apps. Arrange delivery and disposal of packaging in line with local waste separation rules (burnable, plastics, large items).

What is key money (礼金) and deposit (敷金)?

Key money is a nonrefundable gratuity paid to the landlord, common in traditional contracts but often reduced in newer listings. The deposit is refundable and covers cleaning and damage beyond normal wear. At move-out, the manager inspects the unit and deducts charges as specified in the contract. Document the apartment’s condition with timestamped photos at move-in to minimize disputes later.

How do renewal fees and notice periods work?

Leases are typically two years with a renewal fee around one month’s rent. If you plan to move out, give written notice—usually one month in advance, but check your agreement. Leaving early can trigger penalties or forfeiture of partial rent depending on the timing clause. If staying long-term, ask about loyalty discounts, optional repainting, or equipment upgrades during renewal negotiations.

Can I terminate the lease early if my job changes?

Yes, but read the cancellation clause. Most contracts require at least one month’s notice, and you remain responsible for rent through the notice period. Some leases include an “early termination fee” if you leave within the first year. Keep your agent informed as soon as plans change; with proper notice and clean handover, you’ll speed deposit reconciliation and avoid extra charges.

What if I’m self-employed or a freelancer?

Provide multiple forms of proof: tax returns, business registration, retainers, invoices, and a longer bank history showing consistent cash flow. Consider a more conservative rent-to-income ratio and a reputable guarantor company. If your business is new, a larger deposit or several months’ prepaid rent—if acceptable to the landlord—can improve your approval odds without relying solely on a young revenue stream.

Do I need tenant insurance?

Yes, fire/tenant liability insurance is standard and typically required at signing. It covers damage you cause (e.g., water leaks) and may include personal property coverage. Policies usually cost ¥15,000–¥25,000 for two years, renewing with the lease. Keep your policy number and insurer contact handy. If you work remotely with pricey equipment, consider adding higher property limits for peace of mind.

What happens during the Important Matters Explanation (重要事項説明)?

A licensed agent reviews building rules, contract terms, fees, and risk disclosures before you sign. This is your moment to ask about renewal costs, subletting restrictions, pet policies, musical instruments, and renovation rules. Request an English explanation or a written summary if you’re not confident in Japanese. Do not sign until you understand payment schedules, penalties, and maintenance responsibilities.

How does the key handover and move-in inspection work?

After fees clear and documents are signed, you receive keys on the agreed date. Inspect the unit immediately: walls, floors, fixtures, appliances, and meter readings. Record issues with photos and submit any check-in form the manager provides. Keep copies of everything. Clear documentation at move-in is your best protection against excessive cleaning or repair charges at move-out.

What timeline should I expect from viewing to move-in?

A common timeline is: property search (1–2 weeks), application and screening (2–7 days), invoice and payment (2–3 business days), signing and Important Matters Explanation (same day or next), and key handover (on or after the contract start). If you need internet installation or gas appointments, add one to two weeks of lead time. Start early during peak seasons (March–April and September).

Can I negotiate any of the initial costs?

Sometimes. Key money and agency fees are the most negotiable, particularly on units that have been vacant for a while. Strong profiles—long visa duration, stable income, quick move-in—help your case. You can also ask for small upgrades (new stove, curtain rails) or a professional cleaning credit. Your agent will know the landlord’s flexibility; be polite and realistic to avoid weakening your application.

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