Visa & Administration in Tokyo: Essential Guide for Expats in 2025

FAQs

What are the basic steps to rent an apartment in Tokyo?

The typical flow is: shortlist neighborhoods and budget, contact an agent (fudōsan), view properties, submit an application with documents, pass guarantor screening, sign the lease, pay initial costs, receive keys, and complete move-in inspection. From first viewing to key handover usually takes 1–2 weeks, but popular listings can move faster.

Which documents do I need for the application?

Commonly requested items include: residence card (if applicable), passport, proof of income (recent payslips or tax statement), employment letter or student enrollment letter, emergency contact in Japan, and bank info. Some landlords may ask for a hanko (personal seal), though signatures are increasingly accepted.

How much money should I prepare upfront?

Expect roughly 4–6 months’ worth of rent when adding first month’s rent, security deposit (shikikin), key money (reikin, if charged), agency fee, guarantor company fee, lock change, and fire insurance. Foreigner-friendly listings sometimes reduce or remove key money and lower deposits.

What are “reikin” and “shikikin”?

Reikin is non-refundable “key money” paid to the landlord as a gratuity; not all units require it. Shikikin is a refundable security deposit used for unpaid rent or damages beyond normal wear. Any remaining balance is returned after move-out settlement.

Do I need a guarantor, and what if I don’t have one?

Most leases require a guarantor. If you don’t have a qualified individual in Japan, you’ll likely use a guarantor company (hōshō gaisha). The fee is commonly 50–100% of one month’s rent at contract start, with small annual renewals. This option is standard and widely accepted for international renters.

Can non-Japanese speakers rent easily?

Yes. Many agencies offer English service, and some landlords target international tenants. Where English support is limited, your agent can translate key terms and explain important clauses. If you sign a Japanese contract, ensure you receive an English summary and ask questions before signing.

What are “mansion” and “apāto” in listings?

A mansion (マンション) is typically a reinforced concrete apartment building with better sound insulation, elevators, and security features. An apāto (アパート) is usually a smaller, wood or light-steel building with simpler facilities and lower rent.

How are monthly costs structured beyond base rent?

You’ll often see a separate management fee (kanri-hi), plus utilities (electricity, gas, water) paid to providers. Internet may be included or tenant-arranged. Budget for renter’s fire insurance (commonly required) and any building association fees if specified in the lease.

How big are Tokyo apartments compared to Western cities?

Many studios range from 15–25 m² and 1BRs from 25–45 m² in the city core. Efficient layouts (lofts, built-ins, balcony washers) help maximize space. If you need more room, consider suburbs along major rail lines—commute times rise, but rent per square meter drops.

What lease length and renewal terms should I expect?

Standard leases are two years. If you renew, a renewal fee—often one month’s rent—may apply, along with admin costs and insurance renewal. Some corporate or furnished apartments use fixed-term contracts; check whether early termination is permitted and on what conditions.

How much notice is required to move out?

Thirty days is common, but some contracts require 45–60 days. Notice must be in writing per the contract method. Moving out earlier than the minimum notice typically still obligates you to pay rent through the notice period.

What happens during the move-out inspection?

The agent or management inspects for damage beyond normal wear. Typical tenant charges include deep cleaning, deodorizing, and minor repairs if caused by negligence. Normal aging (sun-faded wallpaper, minor scuffs) shouldn’t be fully billed to the tenant. Keep photos from move-in to compare conditions.

Can I negotiate rent or fees?

Modest negotiation is possible, especially on key money, minor repairs, or small rent reductions for longer stays or quick move-in dates. Highly competitive units in central wards leave less room to negotiate. Have your documents ready to strengthen your position.

Are pets allowed?

Only if the listing is pet-friendly. Pet-ok units may require additional deposit (often 1–2 months) and cleaning fees. Be transparent about the type and size of your pet to avoid contract violations.

What is the typical income requirement?

As a broad rule, monthly rent should not exceed 30–40% of your gross monthly income. Guarantor companies assess stability using payslips, contract type, and length of employment. Students may provide scholarship proof, parental support letters, or higher deposits.

How do I pick a neighborhood?

Balance commute time, budget, and lifestyle. Proximity to your train line matters more than straight-line distance. Central wards (Minato, Shibuya) offer convenience at a premium; outer wards (Adachi, Katsushika) are more affordable. Visit at different times to gauge noise, safety, and amenities.

Is furnished housing common?

Most long-term rentals are unfurnished (no bed, sometimes no lighting). Serviced apartments and short-term furnished rentals exist and charge higher monthly rates but save on setup costs and offer flexible terms. Share houses include furniture and utilities and minimize upfront expenses.

How do utilities and internet setup work?

For standard leases, you contract utilities yourself. Electricity and gas activation can be done online; water is arranged with the ward provider. Internet may require fiber installation if the building isn’t pre-wired. Start applications early to avoid gaps after move-in.

What fees go to the real estate agency?

Agency fees are commonly one month’s rent plus tax for successful placement. Some agencies offer discounted fees on certain listings. Confirm whether the agent represents you, the landlord, or both, and ask for a fee breakdown before signing.

What should I check during a viewing?

Test water pressure and hot water, check storage, look for signs of humidity or mold, assess natural light, confirm cellphone reception, and note street or train noise. Ask about trash collection rules, bicycle parking, and any building quiet hours.

Are there red flags or scams to avoid?

Be cautious of listings that demand large “reservation” cash deposits before screening, pressure you to sign immediately without documents, or refuse receipts. Use reputable agencies, get all terms in writing, and avoid cash-only arrangements for major payments.

Can I sublet or list the apartment on short-stay platforms?

Most leases strictly prohibit subletting and short-stay hosting. Violations can lead to immediate termination, fines, or forfeiture of deposit. If you anticipate long absences, discuss legal options (e.g., fixed-term corporate housing) with your agent in advance.

What is included in “management rules” (kanri kisoku)?

Typical rules cover quiet hours, waste separation schedules, pet policies, smoking, bicycle/vehicle parking, hallway item storage, and delivery box use. Breaches can trigger warnings or penalties; read these rules alongside your lease before committing.

How important is the move-in condition report?

Very. Document every blemish with time-stamped photos on key handover day, including floors, walls, appliances, and balcony. Share a copy with the agent if your contract requires it. Good documentation reduces disputes at move-out.

What insurance is required?

Renter’s fire insurance is standard and inexpensive, typically packaged through the agency (two-year policy). It covers fire/water damage liabilities and often includes limited personal property coverage. Read the policy summary and keep the certificate handy.

What if my visa status changes during the lease?

Notify your landlord/agent promptly and keep your residence card up to date. If employment or visa lapses, the guarantor company may reassess risk. Communicating early helps avoid misunderstandings and protects your tenancy.

How can I strengthen my application?

Prepare a complete document set, show stable income, propose a reasonable move-in date, and be flexible on minor conditions. Offering a slightly longer contract term, accepting existing fixtures “as is,” or agreeing to small repairs post-move can also help.

What’s different about fixed-term leases?

Fixed-term leases end automatically on the end date and may not allow standard renewals. Early termination can be restricted or come with penalties. Confirm extension options and notice requirements before you sign.

Any tips for first-time renters in Tokyo?

Start early, shortlist two or three train lines that work for your routine, set a realistic budget including fees, and keep communication quick. Trust your agent for process steps, but read every clause—especially fees, notice periods, and prohibited uses—before you commit.