🇬🇧 Part 1: Understanding Japan’s Rental Market

🏠 1. Unique Features of the Japanese Rental System

Renting in Japan is not the same as in most Western countries.
While the process can seem complex at first, understanding a few key points makes everything clearer.

• Security Deposit (Shikikin): Usually 1–2 months’ rent, refundable after deductions for cleaning or repairs.
• Key Money (Reikin): A traditional, non-refundable gift to the landlord, often equal to 1 month’s rent.
• Renewal Fee: Charged every 2 years, typically 1 month’s rent.
• Guarantor Requirement: Most landlords require a guarantor (保証人), someone in Japan who will take financial responsibility if you fail to pay.
• Agency Fee: One month’s rent, paid to the real estate agent.

These customs reflect Japan’s emphasis on trust and social responsibility. Many foreign applicants are surprised by the upfront costs, which can total 4–6 months’ rent before moving in.

💡 2. Why Some Landlords Hesitate to Rent to Foreigners

Historically, many landlords have been cautious about renting to foreigners. This hesitation doesn’t always stem from discrimination, but often from practical concerns:

• Communication Barriers: Difficulty contacting tenants who don’t speak Japanese.
• Cultural Differences: Unfamiliarity with Japanese customs (noise rules, garbage separation, etc.).
• Payment Concerns: Fear of unpaid rent or tenants leaving suddenly without notice.
• Repair and Maintenance Issues: Worries about property damage or cleaning standards at move-out.

However, attitudes are changing quickly.
In large cities like Tokyo, Yokohama, and Osaka, property owners have become far more open to foreign tenants — especially if they apply through a guarantee company or a trusted real estate agent.

📈 3. Recent Changes in Japan’s Rental Market

The last few years have brought positive transformations for international renters:

• Widespread Use of Guarantor Companies: These replace the need for a personal guarantor. Foreigners simply pay a small annual fee (usually 30–100% of one month’s rent) for this service.
• Online Contracting and Digital Signatures: Since COVID-19, many agencies allow signing contracts remotely using DocuSign or PDF signatures.
• Flexible Lease Options: More “foreigner-friendly” apartments now offer short-term contracts or furnished options for 3–6 months.
• Multilingual Communication: Larger agencies and new online platforms provide English, Chinese, and Korean support.

In short, Japan’s rental market is becoming more accessible to overseas applicants than ever before.

🇬🇧 Part 2: The Step-by-Step Application Process from Overseas

🗺️ 4. Step 1: Choose Your Preferred Area and Budget

Before starting your search, define where and how you want to live.
Your ideal area depends on your lifestyle, workplace, or school.

• Tokyo: Wide variety, but higher rent.
• Yokohama: More spacious and relaxed, close to Tokyo.
• Osaka/Kyoto: Culturally rich, more affordable.
• Fukuoka/Sapporo: Good for long-term stays and digital nomads.

Typical monthly rents (2025 average):

• Studio / 1K: ¥80,000–¥130,000
• 1LDK–2LDK: ¥150,000–¥250,000
• Luxury apartments (Tokyo central): ¥300,000+

Remember to include initial move-in costs, which may total up to six months of rent.

💻 5. Step 2: Searching and Viewing Properties Online

From abroad, property searches usually start on Japanese real estate websites.
Most have English versions and offer virtual tours or detailed photo galleries.

Once you find an interesting property, the typical process is:

1. Send an Inquiry Form on the agency’s website.
2. Receive Property Details and confirm availability (many listings are “for example” only).
3. Schedule an Online Viewing via Zoom, Google Meet, or recorded video.
4. Ask Questions about move-in dates, maintenance fees, and total initial costs.

Tips:

• Be clear about your move-in date and visa status — these strongly affect your approval chances.
• Always request a breakdown of total upfront costs before proceeding.
• If you have no guarantor, mention that you’ll use a guarantee company (保証会社).

🧾 6. Step 3: Prepare the Required Documents

Once you decide to apply for an apartment, prepare these common documents:

If you are applying before moving to Japan, some documents (like residence card or local ID) can be submitted later after arrival.

In such cases, explain your status (e.g., visa pending, arrival date fixed) to the agent — honesty builds trust and speeds up approval.

📨 7. Step 4: Submitting an Online Application

After gathering your documents, the agent will send you a digital form.
Here’s how the process typically works:

1. Fill out the rental application form (personal info, job, income, visa type).
2. Submit documents by email or upload.
3. Screening process begins: the agency forwards your info to the guarantee company and landlord.
4. Screening results arrive within 2–5 business days.

If approved:

• You will receive a rental contract (lease agreement).
• You will be asked to transfer the initial payment — usually rent + deposit + fees.

If rejected:

• Don’t panic. Try a different property or guarantee company — approval rates differ.

Tip:
👉 Some landlords only accept applicants already living in Japan, but more are now open to overseas contracts if payments and documents are clear.

🖋️ 8. Step 5: Signing the Contract and Moving In

When your application is approved, you’ll move on to the final stage — signing the lease.

Electronic Signature

Many agencies now use services like DocuSign or CloudSign, which allow remote signing from abroad.
If the landlord still requires paper signatures:

• They will mail the contract to your country.
• You’ll sign and return it by international courier (FedEx, DHL, etc.).

Payment

Before move-in, you’ll need to wire transfer the initial payment:

• Deposit + Key Money + Agency Fee + First Month’s Rent + Insurance + Guarantee Fee
• International transfer can take 2–5 days, so plan ahead.

Receiving the Keys

Once payment is confirmed, the agent will send:

• A key pick-up appointment, or
• Keys delivered to your temporary address/hotel upon arrival.

Many agencies now offer contactless move-ins, where you can collect keys from a lockbox and move in independently.

🇬🇧 Part 3: Japan’s Unique Rental Rules and What to Watch Out For

🧑‍🤝‍🧑 9. Guarantors and Guarantee Companies

In Japan, every rental contract must have a financial backup in case the tenant can’t pay rent.
Traditionally, this was a Japanese friend or employer.
However, for foreigners, guarantee companies (保証会社) have become the norm.

• They act as your financial guarantor.
• You pay a one-time or annual fee (30–100% of one month’s rent).
• They handle communication with the landlord in case of payment issues.

💡 Tip: Choosing a property that already partners with a known guarantee company makes the process much smoother.

💰 10. Understanding Initial Costs and Payments

Before moving in, expect to pay several fees upfront. A typical example:

Total: Around 4–6 months’ rent before move-in.

If you’re overseas, payment is usually via international bank transfer (SWIFT).
Confirm exchange rates and fees — some agencies accept credit card or Wise transfer to reduce cost.

🪑 11. Choosing Furnished or Short-Term Apartments

If you’re staying for a short period (3–6 months), a furnished apartment or serviced apartment may be better than a standard lease.

Benefits:

• Fully equipped (furniture, Wi-Fi, kitchenware).
• No need for long-term contracts.
• Utility bills often included.

These are popular with digital nomads, corporate workers, or students arriving before finding permanent housing.

However, monthly costs are higher than long-term rentals, so they’re best for transitional stays.

🔑 12. Before Moving In: Final Checklist

Before you receive the keys, double-check the following:

• ✅ All fees have been transferred and confirmed.
• ✅ The contract includes start date, rent amount, and renewal term.
• ✅ Utilities (electricity, water, gas, internet) have been scheduled for activation.
• ✅ You’ve arranged fire insurance if required by the lease.
• ✅ You’ve confirmed where to pick up the keys or access code.

When you first enter the property, take photos of every room.
If there are any damages or dirt, report them immediately — this will protect your security deposit later.

🇬🇧 Part 4: Common Challenges and How to Overcome Them

⚠️ 13. Common Reasons for Application Rejection

Even when everything seems in order, some foreign applicants face rejections.
Understanding why helps you prepare better.

① Missing or Incomplete Documents

If documents (like income proof or visa status) are unclear, landlords hesitate.
👉 Always attach clear scans (not photos) and explain any missing details.

② Short Visa Duration

If your visa is valid for less than 1 year, some landlords may worry about early departure.
👉 Provide an employer letter or admission certificate showing long-term plans.

③ No Guarantor or Guarantee Company

Without a guarantor, your application will almost always be declined.
👉 Always apply through a guarantee company or agency that offers one.

④ Unstable Income or Student Status

If you’re a freelancer or student, agents may doubt rent payment stability.
👉 Offer bank balance proof or prepay several months’ rent in advance.

⑤ Communication Concerns

Some landlords fear communication issues (e.g., language or emergency contact).
👉 Mention if you have a Japanese-speaking friend, employer, or agent to assist.

💡 Pro Tip:
If you’re rejected once, don’t take it personally.
Each landlord has different criteria — another one might accept your application easily.

🧩 14. Language and Communication Barriers

While English-speaking agents are increasing, many property owners still prefer Japanese communication.
Misunderstandings can lead to contract issues or delayed responses.

How to Handle It:

• Use email over phone if Japanese is not your strong point.
• Use translation tools like DeepL for written communication.
• If possible, ask your real estate agent to act as an intermediary between you and the landlord.

Many guarantee companies also offer multilingual hotlines to help resolve issues after move-in.

🧾 15. Signing from Abroad — Legal and Practical Notes

Even though digital contracts are allowed, some landlords still require physical signatures or “inkan” stamps.
Here’s how to deal with both cases:

If you use a proxy, the document must clearly state:

“I authorize [Name] to sign the lease agreement on my behalf for the property located at [Address].”

This is common practice for overseas tenants and legally valid when notarized or witnessed by the agency.

💳 16. Payments and International Transfers

One of the trickiest parts for overseas applicants is paying rent and fees internationally.

Typical Payment Methods:

1. SWIFT Bank Transfer: Traditional but slow (2–5 days) and costly (¥3,000–¥6,000).
2. Wise (TransferWise): Fast and low-fee option that many agents now accept.
3. Credit Card: Rare, but some agencies (especially furnished ones) allow it.
4. PayPal / Stripe: For short-term rentals or serviced apartments only.

💡 Tip: Ask your agent if they accept Wise transfers — it’s the easiest way for foreign tenants to pay initial costs.

After moving in, rent is usually paid monthly by Japanese bank transfer (furikomi).
If you don’t have a Japanese bank account yet, arrange to pay 3–6 months in advance until your account is set up.

🧹 17. After Moving In — Tenant Responsibilities

Japanese rental culture emphasizes responsibility and respect for the property and neighbors.

What to Expect:

• Garbage Separation: Follow strict local schedules (burnable, non-burnable, recyclables).
• Noise Rules: Keep quiet during nighttime (10 p.m.–7 a.m.).
• No Modifications: You cannot drill holes or repaint without written permission.
• Fire Insurance: Usually required — renew annually.

Before you leave Japan or terminate the lease:

• Inform your agent at least one month in advance.
• Clean the apartment and remove all belongings.
• The deposit will be refunded after inspection and deductions.

💡 Pro Tip:
When moving out, always attend the inspection yourself (or via video call).
It ensures the landlord doesn’t overcharge cleaning or repair costs.

🏘️ 18. Finding “Foreigner-Friendly” Landlords

Not all properties are open to foreigners, but more are becoming so.
Here’s how to identify the right ones:

Large cities like Tokyo, Osaka, and Fukuoka have dedicated agencies specializing in such listings.
If you’re searching independently, include keywords like “foreigner-friendly,” “no guarantor,” or “short-term OK.”

📞 19. Troubleshooting During the Lease

Even with good preparation, small issues can arise — like malfunctioning appliances or misunderstanding of payments.

What to Do:

1. Contact your agent first. They’ll coordinate with the landlord or maintenance company.
2. If it’s urgent (water leak, fire, etc.), call your building’s emergency hotline — often listed on your contract.
3. Document all communication in writing. This avoids confusion later.
4. For language support, use Google Translate or bilingual friends if needed.

Many guarantee companies now include 24-hour multilingual assistance, so don’t hesitate to use it.

🇬🇧 Part 5: Final Advice and Long-Term Considerations

🌏 20. Can You Apply Without Visiting Japan?

Yes — 100%.
Applying for an apartment from overseas is now entirely possible, thanks to digital contracts and remote screenings.

However, keep these things in mind:

• Some landlords still prefer meeting tenants in person.
• Always confirm the move-in date and key delivery method early.
• Keep your communication prompt and polite — responsiveness builds trust.
• Using an English-speaking agent will save you weeks of stress.

🧭 21. Long-Term Lease vs. Short-Term Options

Depending on your visa type and plans, consider which lease type fits best:

If you’re unsure about your future plans, start with a monthly or serviced apartment first, then move to a long-term lease after arrival.

🏦 22. Setting Up Utilities and Internet

Most apartments require you to set up utilities yourself after moving in.

💡 Tip: If your Japanese isn’t fluent, ask the real estate agent to apply on your behalf — most are happy to help.

🏙️ 23. Renewals, Moving Out, and Deposit Refunds

When your 2-year contract ends:

• Renewal fee: Usually 1 month’s rent.
• If you move out instead, notify your agent 30 days before leaving.
• Cleaning fees (退去清掃費) are automatically deducted from your deposit.

To maximize your deposit refund:

• Avoid wall damage or stains.
• Clean thoroughly before inspection.
• Return all keys on time.

If you leave Japan permanently, provide a foreign bank account for deposit refunds — some agencies can transfer overseas (for a small fee).

🧠 24. Summary — Renting in Japan from Abroad

Applying for an apartment from overseas might seem intimidating,
but with the right preparation, it’s now easier than ever.

Remember these key points:

• Prepare all documents before you start.
• Always use a guarantee company if you have no guarantor.
• Confirm total initial costs before signing.
• Be polite, prompt, and clear in communication.
• Choose an agent experienced with international clients.

With these steps, you can confidently secure your new home in Japan —
even before your plane lands at Narita or Haneda Airport.

🌸 25. Final Thoughts

Japan’s rental market is evolving.
From Tokyo to Fukuoka, more landlords are realizing the value of welcoming international tenants.
Digital contracts, online viewings, and global payments have removed most of the barriers that once made renting difficult.

If you stay informed, patient, and well-prepared, you’ll find that renting in Japan — even from overseas — can be a smooth and rewarding experience.

“Your key to Japan starts before you even arrive.” 🗝️🇯🇵