Complete Guide to Obtaining and Using a Certificate of Damage

Certificate of Damage: What It Is

A Certificate of Damage is a document officially issued by a municipal head certifying that a building or household contents have been damaged by natural disasters such as earthquakes, typhoons, floods, or fires. The government objectively assesses and certifies both the fact of the damage and its extent (total destruction, major partial destruction, moderate partial destruction, partial destruction, minor partial destruction, minor damage), making this certificate the "gateway document" for accessing various support programs.

For rental tenants, it is especially important to understand that without this certificate, many forms of support cannot be accessed. Insurance claims for fire damage, applications for the Disaster Victim Housing Reconstruction Support Fund, mortgage payment deferrals, priority entry into public housing, and tax reduction applications—nearly all disaster victim support procedures require submission of a Certificate of Damage.

It is important to note that the Certificate of Damage certifies only "building damage." For damage to household items or vehicles, a separate document called a "Damage Certificate" may be used instead, so understanding the distinction between the two is important.

Application Eligibility and Required Documents

Who Can Apply

The Certificate of Damage can be applied for by the owner, occupant, or manager of the affected building. Since rental tenants qualify as "occupants," they have the right to apply independently without the landlord's permission. This is an extremely important point for rental tenants. Applications by proxy are also possible, in which case a power of attorney document is required.

Required Documents

The documents generally required are as follows. Since requirements may vary slightly by municipality, it is recommended that you check in advance.

• •Proof of identity (driver's license, My Number Card, etc.)
• •Documentation showing the location and address of the affected building (rental agreement, resident certificate, etc.)
• •Photos of the damage (it is important to take these before submitting your application)
• •Application form (available at the municipal office or downloadable from the municipality's website)

Taking photos from as many angles as possible and immediately after damage occurs is advantageous in the assessment process. It is essential to document the condition before any repairs or cleanup are undertaken.

How to Obtain It

Where to Apply

Applications should be submitted to the municipal office of the city, town, or ward where the affected building is located. The responsible department varies by municipality, but common departments include the "Disaster Response Division," "Resident Affairs Division," or "Building Division." During major disasters, temporary reception windows are often established, so be sure to check official municipal information.

An increasing number of municipalities now accept applications by mail or online, and using these methods is especially recommended during large-scale disasters to avoid crowded offices.

Application Deadline

While there is no legally defined deadline for submitting a Certificate of Damage application, it is strongly recommended to apply as soon as possible after the disaster occurs. As time passes, investigating the damage becomes more difficult, and the issuance of the certificate may be delayed. Additionally, some support programs have application deadlines, and failure to obtain a Certificate of Damage in time could result in loss of eligibility for support.

Timeline from Investigation to Issuance

1. Submit application form and required documents
2. On-site investigation by municipal staff (damage assessment survey)
3. Determination of damage extent (six levels from total destruction to minor damage)
4. Issuance of Certificate of Damage (normally 1–4 weeks, though major disasters may take longer)

If you are not satisfied with the assessment results, you have the right to request a re-assessment, as explained below.

Practical Uses

Fire Insurance and Household Contents Insurance Claims

When rental tenants file insurance claims for household contents or fire damage, the Certificate of Damage serves as important supporting documentation. While insurance companies conduct their own damage assessments, having a Certificate of Damage issued by the government often allows the process to proceed smoothly. Submitting a copy of the certificate to the insurance company—particularly if damage is assessed as "partial destruction or greater"—can result in relatively substantial insurance payouts.

Disaster Victim Housing Reconstruction Support Fund

The Disaster Victim Housing Reconstruction Support Fund, established under the Disaster Victim Housing Reconstruction Support Law, provides up to 3 million yen to households whose residences are totally destroyed or suffer major partial destruction. Rental tenants may also be eligible to apply in some cases, based on the concept of "loss of living foundation" rather than "housing damage." A Certificate of Damage is required to apply for this fund, and the support amount varies depending on the extent of damage.

Public Utility and Tax Reductions

The Certificate of Damage is also used when applying for deferral or reduction of utility bills (electricity, gas, water) and reductions in property taxes or resident taxes. While rental tenants may have limited direct benefit in these cases, landlords' tax burdens being reduced can indirectly improve housing conditions for tenants.

Temporary Housing and Public Housing Entry

A Certificate of Damage is required when applying for temporary housing set up during disasters or when applying for priority entry into public housing. The greater the extent of damage, the higher the priority given, so obtaining an accurate damage assessment is important.

Common Troubles and How to Handle Them

Problem 1: Unsatisfied with the Damage Assessment Result

It is not uncommon for cases where actual damage appears to be moderate partial destruction to be assessed as minor damage. In such cases, you can request a re-assessment. When requesting a re-assessment, submitting additional evidence such as photos and videos of the damage and an opinion from a specialist (such as an architect) can be effective.

If you remain unsatisfied even after a re-assessment, consulting with specialists such as lawyers or administrative scriveners, or using the Cabinet Office's "Disaster Victim Registry" system, are also options.

Problem 2: Landlord Refuses or Obstructs Application

Since rental tenants can apply independently, the landlord's consent is not legally required. However, there are rare cases where a landlord claims "the building has no problems" and refuses to allow an inspection. In such situations, it is important to consult with the relevant municipal office and assert your rights as an occupant to apply.

Problem 3: Issuance is Delayed and Support Program Deadlines Are Missed

In major disasters, issuance can take months. In such cases, submitting a receipt confirmation showing that an application has been filed to the support agency may allow the process to proceed provisionally. It is important to consult with the support program office in advance.

Problem 4: Disaster Occurs After Moving

If your resident registration and actual residence address differ, this may cause problems with the application window or assessment. Be sure to prepare documents such as a rental agreement that prove "actual occupation" of the address.

Storage and Updates After Obtaining the Certificate

Obtain Multiple Copies

Since the Certificate of Damage is often used by multiple support programs simultaneously, it is strongly recommended to request multiple copies when it is issued. While reissuance is possible, it takes time and effort, so obtaining at least 5–10 copies at the time of issuance is reassuring.

How to Store

Keep the original in a waterproof, fireproof safe or file, and also store copies and scanned data in cloud storage or on external hard drives. Digitizing important documents is an ideal habit to develop during normal times, in preparation for the next disaster.

Validity Period and Updates

The Certificate of Damage itself has no legal expiration date, but some support programs specify conditions such as "must be issued within X months." Be sure to check the validity period for each program before using it.

Additionally, in some cases, if damage conditions change over time from the same disaster (such as secondary damage from water leaks), you may request a re-assessment and update the certificate contents. If you believe damage has worsened, consult with your municipality promptly.

The Certificate of Damage is an essential "first step" in rebuilding your life after a disaster. Rental tenants are assured the right to apply. Understanding the application process and uses in advance is the best preparation for dealing with disasters when they occur.