When an air conditioner in a rental property breaks down, who should you contact and who bears the repair costs? This guide thoroughly explains the decision criteria: the distinction between built-in equipment and left-behind appliances, the cause of failure (wear and tear vs. user error), and special contract provisions. Real estate experts cover contact flowcharts, cost-sharing boundaries, and common dispute cases.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
Your satisfaction with rental living depends greatly on your relationship with your landlord and property management company. A real estate professional explains the tips for communicating and making requests to ensure complaints and repair requests are handled smoothly.
The key to a stress-free rental life is building trust with your landlord or property manager. This article explains how to prevent problems before they start and navigate equipment repairs and lease renewal negotiations smoothly.
When someone recuperating from illness or living with a disability receives home medical care or visiting nurse services in a rental apartment, there are important points to confirm with the property management company beforehand regarding medical staff visits and equipment installation. This article explains the practical steps for starting home care smoothly.
When an air conditioner breaks down in the height of summer or depths of winter, it directly impacts daily life. However, determining "who pays for repairs" is surprisingly complicated. Two key distinctions are critical to this decision:
Once you understand these two factors, it becomes clear who to contact and who bears the cost.
A built-in air conditioner is one listed in the "Equipment" section of your rental lease. It is owned by the landlord, and while you have the right to use it during your tenancy, ownership remains with the landlord. According to Civil Code Article 606, the landlord bears the duty to maintain it, and repair costs are the landlord's responsibility in principle.
A left-behind appliance is an air conditioner left by the previous tenant that the current tenant is permitted to use under the condition that "repairs are not the landlord's responsibility if it breaks." It is listed in the "Left-Behind Items" or "Non-Equipment" section of the contract. If it fails, the landlord has no repair obligation, and removal or repair is the tenant's responsibility at their own expense.
First, review your rental lease and check where the air conditioner is listed: under "Equipment," "Left-Behind Items," or "Included Fixtures." If it's not listed or the designation is unclear, confirm in writing with the management company. This is crucial for determining cost responsibility in case of failure.
When you contact the management company to report the failure, the following process begins:
You as the tenant must select and arrange a repair contractor. You bear all costs. Replacement is often cheaper than repair (repairs on units used 10+ years often exceed ¥50,000), so consider removal and new installation instead.
These are covered under Civil Code Article 606 as "repairs necessary for the use and benefit of the rental property" and are the landlord's responsibility.
The Ministry of Land, Infrastructure, Transport and Tourism's "Restoration Guidelines" classify damage resulting from breach of a tenant's duty of care as the tenant's responsibility.
Failure Due to Neglected Filter Cleaning
Regular filter cleaning is considered part of normal tenant maintenance. If you neglect to clean it at least once yearly, you may be liable for failure costs. However, if you have evidence of monthly cleaning (photos, etc.), you can claim the landlord's responsibility.
Abnormal Noise Present Before Move-in
If the move-in inspection report documents "air conditioner making abnormal noise," the landlord's responsibility is nearly certain. Without this record, the tenant bears the burden of proof, making move-in documentation critical.
If your air conditioner displays letters like "U," "F," or "H" with numbers, try the following:
| Error Code (Examples) | Likely Cause | Self-Help Steps |
|---|---|---|
| U0 / E0 | Remote signal error | Replace batteries / Reset unit |
| F0 / 04 | Outdoor unit communication error | Reset circuit breaker |
| H0 / 01 | Indoor sensor error | Request repair |
| F8 / 06 | Refrigerant leak / low refrigerant | Request repair |
For details, check the error code list on manufacturer websites (Daikin, Panasonic, Mitsubishi, Hitachi).
An air conditioner fails on a sweltering August day, and the management company takes over a week to arrange repairs—in such cases, tenants sometimes buy temporary alternatives (fans, portable coolers) at their own expense. To avoid disputes over these temporary solution costs, first request written confirmation of when repairs can be completed, then negotiate who covers emergency cooling expenses.
The lease doesn't note "left-behind item," and you were told at move-in that it's "included," but on failure you're told "that's your responsibility." If it's not documented in the contract, it should be treated as built-in equipment. If you have written evidence (email, contract language) showing it was presented as part of the rental, you can claim the landlord's responsibility.
After 10+ years without filter cleaning, mold built up inside the indoor unit and it failed—in this case, you likely bear responsibility for breach of your duty of care. Cleaning the filter monthly prevents this.
| Repair Type | Typical Cost |
|---|---|
| Refrigerant top-up | ¥15,000–¥30,000 |
| Compressor replacement | ¥50,000–¥100,000 |
| Circuit board replacement | ¥20,000–¥50,000 |
| Fan motor replacement | ¥10,000–¥30,000 |
| Sensor replacement | ¥10,000–¥20,000 |
| Cleaning (mold/dirt) | ¥15,000–¥30,000 |
For units used 10+ years, replacement (new unit ¥60,000–¥150,000 + installation ¥20,000–¥30,000) is often more economical than repair. For built-in equipment, the landlord decides on repair vs. replacement, but you can request replacement if it's clearly end-of-life. If you're considering adding a unit instead of replacing, see also How to Get Permission for Air Conditioner Installation/Addition in a Rental.
Handle air conditioner failures using two key factors: whether it's built-in equipment or a left-behind item, and whether the failure is from wear and tear or user error. As a rule, wear-and-tear failures of built-in units are the landlord's responsibility, while left-behind items and failures from tenant error are the tenant's. Confirm your unit's status in the lease at move-in and record its condition on the move-in checklist to prevent future disputes over costs. Document with photos and communicate in writing with the management company—following this process through the company is the best way to prevent problems.
不動産ネットワーク
投資物件・賃貸住宅・テナント・運営会社をつなぐ不動産4サイト連携。
The orientation conducted by your property management company on the day you receive your keys contains essential information for starting your rental life. To avoid later troubles like "I didn't know about that rule," here's a summary of what you should definitely confirm and what questions to ask.
床スラブ厚と上階の足音問題——賃貸で「ドン」という衝撃音が響く構造的な理由と物件選びのポイント
前橋・群馬の賃貸エリアガイド【2026年版】——主要エリア別家賃相場と住みやすさを徹底比較
Making the Most of Protruding Beams and Columns in Rental Apartments — Smart Furniture Placement Strategies
Mito & Ibaraki Rental Area Guide [2026] — Comprehensive Explanation of Rental Rates and Livability by Major Area
Uncovering Property Issues by Asking Previous Tenants About Their Departure—Questions to Ask During Viewings and How to Interpret Answers
