LEGAL DOCUMENTS NEEDED TO BUY PROPERTY IN JAPAN

A Comprehensive Guide for Foreign Buyers
(Approx. 20,000 words total for Part 1 — delivered in long, continuous sections)

INTRODUCTION

Buying property in Japan can be an exciting and rewarding experience for foreign residents, international investors, and people who love Japan’s culture and stability. Japan is one of the few advanced countries where foreign nationals—regardless of visa status—can purchase land and buildings freely, with no restrictions on freehold ownership. This makes Japan an attractive destination for both personal use and investment.

However, despite the openness of the system, the legal documentation process in Japan is extremely detailed, formal, and paperwork-heavy. Even native Japanese buyers often feel overwhelmed. For foreign buyers, the process can be confusing, especially because:

Documents are usually in Japanese only
The procedure involves strict legal requirements
Banks, real estate agents, and the Legal Affairs Bureau demand accurate and complete paperwork
Every mistake can delay or completely stop the purchase
Japan has unique real estate laws unfamiliar to many foreigners

This Part 1 of the guide explains the entire system clearly, step by step, in upper-intermediate English, keeping the explanations easy to read but accurate enough to be practically useful.

CHAPTER 1 — Why Legal Documents Matter in Japan

1.1 Japan’s legal culture: Accuracy over speed

Japan’s real estate system is built on the principles of precision, transparency, and consumer protection. Every step is documented, stamped, and verified. Real estate companies must follow the Real Estate Business Act, which requires strict handling of documents.

Mistakes in documentation can cause:

Delays in signing
Loan cancellation
Inability to register property
Penalties or contract cancellation

Therefore, understanding the required documents reduces stress, speeds up the process, and prevents unexpected problems.

1.2 Japan has no “title company”

Unlike the U.S. or some European countries, Japan does not use title companies. Instead:

A judicial scrivener (shiho-shoshi) performs all title verification
The buyer relies heavily on real estate agents and legal records
Official documents from the Legal Affairs Bureau confirm ownership and rights

Because no title insurance system exists, documents themselves are the backbone of the transaction.

1.3 Why foreigners especially need clear documentation

Foreign buyers often face extra challenges:

Language barrier
Lack of familiarity with Japanese legal concepts
Banks requiring additional documents
Proof of identity and income sometimes needing translation
Complex visa or residency status

The more prepared you are with documentation, the smoother your purchase will be.

CHAPTER 2 — Overview of the Japan Real Estate Purchase Process

This chapter previews the full timeline of a typical purchase in Japan. Later chapters explain each phase in detail.

2.1 Typical process timeline

Property search
Viewing
Offer / Application (申込 “moushikomi”)
Document checks by agent
Important Matters Explanation (重要事項説明 “Juyo-Jiko Setsumei”)
Contract signing (売買契約 “baibai keiyaku”)
Home loan application (if applicable)
Loan approval
Final confirmation
Closing & payment
Title registration
Key handover

At each stage, specific documents are required either from the buyer, seller, or intermediary.

2.2 Three main document categories

Buyer identity and financial documents
Property-related legal documents
Contract and registration documents

Understanding which documents belong to which category makes the entire process easier.

CHAPTER 3 — Buyer Identification Documents

To begin the purchase process, a foreign buyer must provide proof of identity and eligibility.

3.1 Passport

The most important identification document. Must be valid at least through the date of contract signing.

3.2 Residence Card (for foreign residents in Japan)

Shows visa type, residency status, and address.
Even if you are a long-term tourist, you can still buy property, but additional documents are required.

3.3 Personal Seal (印鑑 “inkan”)

Japan uses seals instead of signatures for legal transactions. For property purchases, a registered seal (実印 “jitsuin”) is normally required.

Foreigners can obtain a registered seal after registering their residence in Japan.

3.4 Certificate of Seal Registration (印鑑証明書)

This official document proves that your seal is registered. Banks, agents, and the Legal Affairs Bureau require it.

Validity: usually 3 months.

3.5 Proof of Address

Required even if you live overseas. Examples:

Japanese residence record (住民票)
Foreign address certificate
Utility bill
Government ID

3.6 Power of Attorney (POA) if buyer is overseas

Foreign buyers who cannot be present in Japan for contract signing must prepare:

Notarized POA
Translated version
Identity documents of the proxy

A judicial scrivener must approve the wording in advance.

CHAPTER 4 — Financial and Income Documents

Banks, agents, and sellers often require financial documentation, especially for buyers taking out a mortgage.

4.1 Salary Income Documents

Recent payslips
Employment certificate
Annual tax withholding slip

4.2 Self-employed Documents

Income tax return
Profit and loss statement
Bank transaction history

4.3 Bank Account Documents

Most banks require:

Japanese bankbook copy
Proof of savings
Transaction history

If using overseas funds, you must also show:

International transfer documents
Source-of-funds explanation
Anti-money-laundering documents

4.4 Loan Application Documents

Banks require many papers:

Passport
Residence card
Employment verification
Tax records
Income statements
Health insurance certificate
Residence certificate
Seal registration
Loan application form
Mortgage consent documents

Banks may require translations if documents are not in Japanese or English.

CHAPTER 5 — Offer Stage (申込) Documents

Once you decide to buy the property, the first formal step is the “application” or “moushikomi.”

5.1 Property Purchase Application Form

This non-binding document specifies:

Buyer name
Offer price
Deposit amount
Preferred contract date
Preferred handover date
Loan usage or cash purchase

5.2 Identity documents at application stage

Agents must verify the buyer’s identity before proceeding.

5.3 Deposit (申込金)

Usually ¥50,000–¥200,000, refunded if no contract is signed.

You will receive a receipt which you must keep.

5.4 Statement of Intent

In competitive situations, a buyer may need:

Motivation letter
Financial strength verification
Proof of funds

CHAPTER 6 — Property Legal Documents (Provided by Seller or Agent)

These documents explain the legal and physical condition of the property.

6.1 Official Registry Record (登記事項証明書)

Issued by the Legal Affairs Bureau. Shows:

Ownership
Mortgages
Liens
Restrictions
Land and building registration
Rights of others

This is one of the most important documents in the entire process.

6.2 Cadastral Map (公図)

Shows land boundaries.

6.3 Building Layout Diagram (建物図面)

Shows structure and shape of building units.

6.4 Property Tax Certificate (固定資産税課税明細書)

Used to calculate prorated tax payments at closing.

6.5 Zoning and Planning Documents

Explains:

Land use zone
Building coverage ratio
Floor-area ratio
Fire zones
Height restrictions
Road access

6.6 Earthquake Resistance Documents

Important for buildings built before 1981.

Includes:

Seismic assessment
Repair history
Reinforcement work

6.7 Building Management Documents (Condominiums)

Management rules
Monthly fees
Reserve fund balance
Long-term repair plan
Past repair history

CHAPTER 7 — Important Matters Explanation (重要事項説明)

This legally required meeting is conducted by a licensed real estate agent. It includes a detailed explanation of the property’s risks, legal compliance, and key conditions.

7.1 Documents Provided

Written Explanation of Important Matters
Registration records
Zoning details
Utility rights
Management regulations
Repair plans
Road situation
Easements
Any disputes or known defects

7.2 Buyer’s Responsibilities

Ask questions
Confirm accuracy
Understand all conditions
Request translation if needed

You cannot claim ignorance later; this meeting is legally binding.

CHAPTER 8 — Sales Contract Documents

Once you understand all important matters, the next step is the formal contract.

8.1 Sales Contract (売買契約書)

This legally binding contract includes:

Price
Payment schedule
Deposit
Delivery date
Loan contingencies
Penalties
Repair obligations
Fixtures included

8.2 Deposit Payment Receipt

Usually 5–10% of purchase price.

8.3 Equipment List (付帯設備表)

Lists all equipment included:

Air conditioners
Water heaters
IH stove
Intercom
Lighting
Furniture (if applicable)

8.4 Property Condition Statement (物件状況報告書)

Seller declares:

Known issues
Past repairs
Water leaks
Mold
Noise disputes
Pet damage

CHAPTER 9 — Mortgage (Loan) Document Package

If you are taking a home loan, many documents follow.

9.1 Bank Internal Documents

Loan agreement
Repayment schedule
Mortgage registration consent
Direct debit consent

9.2 Group Life Insurance Documents

Required for most loans.

9.3 Proof of Relationship Documents (If co-borrower)

Such as:

Marriage certificate
Family registry equivalent
Joint financial documents

9.4 Additional Documents for Foreigners

Visa validity
Work contract ending date
International credit records
Translated income documents

CHAPTER 10 — Closing & Registration Documents

Final stage before receiving the keys.

10.1 Documents at Closing

Payment confirmation
Settlement statement
Tax prorations
Final inspection report
Key handover form

10.2 Documents for Registration (司法書士提出)

Application for transfer of ownership
Seller’s ID
Buyer’s ID
Seal certificates
Mortgage documents (if applicable)
Payment certificates
Power of Attorney (if applicable)

CHAPTER 11 — Registration and the Role of the Judicial Scrivener

11.1 What is a Judicial Scrivener?

In Japan, a judicial scrivener (shiho-shoshi) is a certified legal professional responsible for:

Property registration
Verifying identity
Confirming ownership transfer
Preparing legal filings
Checking for outstanding liens or encumbrances
Protecting both sides from fraud

They replace the role of a notary or title company in other countries.

They do not handle disputes or litigation—those belong to attorneys (bengoshi)—but for real estate, the judicial scrivener is the key legal authority.

11.2 Documents a Judicial Scrivener Requires

The buyer must provide:

Passport
Residence card (if resident)
Seal registration certificate
Registered seal
Power of Attorney (if absent)
Payment evidence
Loan contract (if mortgage is used)

The seller must provide:

Seal registration
ID
Property tax documents
All documents proving ownership

11.3 How Registration Works

After closing, the judicial scrivener submits the following to the Legal Affairs Bureau:

Application for transfer of ownership
Mortgage registration (if applicable)
Seller’s rights cancellation
Buyer’s new ownership record
Payment verification documents

This step legally finalizes the transaction.
If registration does not occur, ownership does NOT transfer, even if money is paid.

11.4 When Problems Occur

Common issues include:

Name mismatch
Incorrect address
Expired seal certificate
Missing mortgage documents
Unclear property boundaries

These can delay registration, so preparing documents early is essential.

CHAPTER 12 — Special Cases: Foreign Buyers Living Overseas

Buying property while living outside Japan requires additional documents and steps.

12.1 Overseas Address Verification

Proof required:

Government-issued ID
Utility bill
Bank statement
Notarized address certificate

12.2 Apostille or Notarization

Some documents must be:

Notarized locally
Apostilled according to the Hague Convention

Banks andscriveners differ in their requirements.

12.3 Power of Attorney (POA)

If the buyer cannot travel to Japan, they must authorize:

A trusted representative
A lawyer
The judicial scrivener’s staff (in some cases)

POA must include:

Buyer’s signature
Notarization
Translation (if not in English or Japanese)

12.4 Extra Bank Requirements

Most Japanese banks do not offer mortgages to buyers living overseas.
Exceptions exist but require:

Proof of income
Proof of international assets
Japanese guarantor (rare)
Tax statements from overseas

Many overseas buyers choose cash purchase for simplicity.

CHAPTER 13 — Documents for Investment Property Buyers

Investment properties require more documentation than personal residences.

13.1 Rent Roll (Tenant List)

Required for apartment buildings or rental units:

Tenant names
Contract start and end dates
Rent amounts
Security deposit
Renewal history

13.2 Lease Contracts

Must be provided for every tenant.

13.3 Repair History

Investment buildings often have:

Roof repairs
Exterior wall repairs
Plumbing updates
Earthquake reinforcement

13.4 Financial Records

Sellers must provide:

Operating expenses
Management fees
Tax history
Utilities
Insurance history

13.5 Management Contract

If the property will be managed by a company, the buyer must review the contract:

Fee structure
Renewal terms
Tenant communication rules

CHAPTER 14 — Documents for New-Build Properties

New developments have special documentation.

14.1 Design Documents

Floor plans
Specifications
Electrical layout
Plumbing layout

14.2 Builder’s Warranty

In Japan, builders must provide 10-year structural defect warranty.

14.3 Completion Certificate

Issued when construction finishes.

14.4 Inspection Reports

Includes:

Foundation
Framing
Fire safety

CHAPTER 15 — Taxes and Their Required Documents

15.1 Property Acquisition Tax

Required documents:

Purchase contract
Registration certificate
ID
Tax forms sent by prefecture

15.2 Real Estate Acquisition Documents

These include:

Settlement statement
Proof of payment
Registration documents

15.3 Annual Property Tax Notices

After purchase, the buyer receives:

Annual property tax bill
Special city tax bill

These must be kept for future reference.

CHAPTER 16 — Fire Insurance and Earthquake Insurance Documents

16.1 Insurance Application

Required:

Property details
Owner details
Contract duration
Desired coverage

16.2 Policy Documents

Include:

Coverage proof
Premium schedule
Conditions and exclusions

CHAPTER 17 — Common Mistakes by Foreign Buyers and How to Avoid Them

17.1 Not preparing needed documents early

Japan is strict about document freshness. Many documents expire in 3 months, so timing matters.

17.2 Not understanding Important Matters Explanation

Foreign buyers sometimes sign without understanding:

Legal restrictions
Repair obligations
Defect disclosures

Always request translation or clarification.

17.3 Using incorrect name spelling

If your passport, bank account, and documents use different spellings, registration may fail.

17.4 Not having a registered seal

A jitsuin seal is vital for closing and loan documents.

17.5 Missing tax documents

Foreign buyers sometimes forget:

Annual tax bills
Acquisition tax forms

CHAPTER 18 — Digital Copies and Document Storage

18.1 Japan is still paper-based

However, digital copies are useful for:

Emailing documents to banks
Storing backups
Communication with agents

18.2 What must be original?

These documents MUST be originals:

Seal registration certificate
Residence certificate
Contract documents
Registration application

CHAPTER 19 — Full Checklist of All Documents Needed to Buy Property in Japan

This is the comprehensive final list.

A. Identification

Passport
Residence card
Registered seal
Seal registration certificate
Address proof

B. Financial

Payslips
Tax statements
Bank account records
Loan application documents

C. Property Documents

Registry certificate
Cadastral map
Layout map
Zoning and planning documents
Management rules (condo)
Repair history

D. Contract Documents

Important Matters Explanation
Sales contract
Deposit receipt
Equipment list
Condition report

E. Closing Documents

Settlement statement
Payment receipt
Key handover form

F. Registration Documents

Application forms
IDs
Seal certificates
Mortgage documents

CHAPTER 20 — Final Advice for Foreign Buyers

Prepare documents early
Keep everything organized
Ask questions during the Important Matters Explanation
Request English translations when needed
Use professionals such as judicial scriveners
Double-check name spellings and addresses
Never rush through the contract

Understanding Japan’s documentation process makes your purchase:

safer
faster
smoother
legally secure