Repair costs for a rental property's ventilation fan or range hood that stops working or makes noise are generally the landlord's responsibility if caused by normal wear and tear or natural failure; the tenant is responsible if the failure results from neglecting cleaning. This article explains the breakdown of responsibility by the cause of noise (such as loud or high-pitched sounds), location-specific checks for toilet, bathroom, and kitchen, lifespan and replacement costs, and procedures for rent reduction and self-repairs when the management company won't fix it—all based on Japan's Ministry of Land, Infrastructure, Transport and Tourism guidelines.
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Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
Ventilation fans and kitchen range hoods are among the rental property equipment most prone to disputes over repair cost responsibility. The reason is that the boundary between "wear and tear from normal use" and "damage or failure due to the tenant's inadequate maintenance" is often unclear.
This article clarifies the criteria for determining who is responsible for repair costs from the perspective of the Ministry of Land, Infrastructure, Transport and Tourism guidelines and civil law.
Article 606 of the Civil Code states that "the lessor is obligated to perform repairs necessary for the lessee's use and enjoyment of the property." In other words, repairs needed when equipment stops functioning are, in principle, the landlord's responsibility.
However, the same article also states that this does not apply "when repairs become necessary due to a cause attributable to the lessee." If the tenant intentionally or negligently damages equipment, the tenant bears the cost.
As a general principle of cost responsibility, normal wear and tear resulting from age-related deterioration and normal use is borne by the landlord. Conversely, the tenant bears the cost of failures resulting from improper use or inadequate maintenance, as well as damage caused by the tenant's intentional or negligent acts.
Ventilation fans and range hoods require regular cleaning and filter replacement. The Ministry of Land, Infrastructure, Transport and Tourism's "Guideline on Restoration to Original Condition and Related Disputes" makes the following distinctions:
Examples of costs borne by the landlord (age-related deterioration and natural wear) include malfunction of the motor or fan due to age-related deterioration, filter degradation commensurate with the building's age, and age-related failure of the electrical system.
Examples of costs borne by the tenant (inadequate maintenance or negligence) include significant accumulation of grease buildup from prolonged neglect of cleaning, motor damage caused by clogged filters, and damage from rough operation or unauthorized modifications.
Particular attention should be paid to "cascade failure from filter clogging." Regular filter cleaning is considered the tenant's responsibility, and when motor burnout results from neglecting this, it is often determined to be the tenant's responsibility.
Unusual noises often appear before the fan stops working altogether. The type of sound can help identify the cause to some extent, and the cost responsibility varies accordingly.
| Sound Type | Main Cause | Cost Responsibility |
|---|---|---|
| High-pitched whine or hum | Motor shaft or bearing wear (age-related deterioration) | Generally landlord's responsibility |
| Rattling or clicking | Fan imbalance or misalignment from dirt accumulation | Clean first; no cost if resolved |
| Loud wind-cutting sound | Clogged filter or duct | Typically resolved by tenant cleaning |
| Buzzing or vibrating sound | Loose mounting of main unit or cover; part degradation | Generally landlord's responsibility if age-related |
The order of response is straightforward. First, clean the filter and fan. If the noise continues, record it with your smartphone and report it to the management company. Providing details like "when it started," "what kind of sound," and "how frequently," speeds up their decision to arrange a technician.
Note that ignoring unusual noises can lead to motor burnout, which often becomes a point of contention over responsibility. The record of reporting the noise at the unusual-sound stage (e.g., email) itself serves as evidence that the tenant was managing the equipment properly.
| Location | Common Issues | What to Do |
|---|---|---|
| Toilet | Fan won't run or dust clog | Clean dust from the cover. Turning off 24-hour ventilation can cause odor and mold problems |
| Bathroom | Motor deterioration or noise from humidity | Usually ceiling-mounted duct type; do not disassemble yourself (contact management company if broken) |
| Kitchen | Range hood grease buildup or reduced suction | Filter cleaning is the tenant's responsibility; aim for once a month |
Many toilet and bathroom ventilation fans are designed to run 24 hours a day. Turning them off to save electricity can lead to separate restoration issues from mold and condensation. Even running continuously, the electricity cost is only tens to about a hundred yen per month.
Rental properties typically have several types of ventilation fans. The cleaning method and frequency vary by type.
The blade is directly visible. Relatively easy to clean; remove the outer cover, take out the blade, and wash with neutral detergent. Clean approximately once every 2–3 months.
Characterized by fine cylindrical blades, these accumulate grease easily. Both the filter and internal fan need cleaning. Aim for monthly filter cleaning and internal cleaning about once every six months.
Many of these have easy-to-remove filters. Cleaning frequency is similar to above. Some types have filters that can be washed in a dishwasher.
For all types, keeping cleaning records (dates and photos) helps you prepare for potential move-out issues.
Disputes involving ventilation fans are frequent during move-out cost settlements.
Cases often charged to the tenant include when grease buildup inside the fan has reached a level that cannot be removed by normal cleaning, or when disposable filters have become blackened with stubborn residue and the tenant has neglected to replace them.
Cases often charged to the landlord include standard dirt or discoloration on filters (within normal use range), or discoloration and material degradation of the fan and main unit from age-related deterioration.
Tokyo's ordinance (Tokyo Dispute Prevention Ordinance and Cost Responsibility Rules) explicitly states regarding ventilation fan cleaning: "If the lessee neglects normal cleaning, the lessee bears the cost." Having cleaning records from approximately once a month provides grounds for rebuttal at move-out.
First, check whether the problem might be caused by a dirty or clogged filter. If cleaning or replacing the filter does not improve the situation, check for a tripped circuit breaker (electrical system issue). If the problem persists, you can conclude the equipment itself is faulty.
Do not report verbally; use email, LINE, or another method that leaves a text record. Tell them specifically, "The ventilation fan stopped working around [month/date]; the problem persists even after cleaning the filter," attach photos, and request repairs.
If the landlord is responsible, the landlord or management company will arrange for a technician to perform repairs. If the tenant hires a technician independently, you may not be able to recover costs, so always wait for the management company's instructions before taking action.
If the landlord fails to perform repairs, you can request a rent reduction based on Article 611 of the Civil Code (reduction of rent due to partial loss of leased property, etc.). In cases of prolonged abandonment, the tenant may repair it themselves and seek reimbursement from the landlord (Civil Code Article 607-2). In this case too, it is important to first issue a written notice to the landlord and wait a certain period (approximately two weeks) before proceeding with self-repair.
To prevent disputes, record the condition of the ventilation fan and range hood on a move-in checklist.
I recommend confirming these items, taking photos, and sending them via email to the management company. Recording the condition before move-in makes it possible to claim at move-out that "the problem existed before I moved in," helping you prevent unjustified restoration cost charges.
It depends on the cause. Bearing wear and fan warping from age-related deterioration are generally the landlord's responsibility. However, if the cause is excessive motor load from a clogged filter, it could be the tenant's responsibility. Clean the fan first, then report the issue to the management company.
If it happens immediately after move-in, it is likely the landlord's responsibility, as the equipment was probably broken before you moved in. However, having a record (such as email) showing you "confirmed it right after move-in" is important. Contact the management company promptly.
In principle, you are prohibited from replacing or modifying equipment without the landlord's permission (it violates your duty to maintain proper use of the rental property). If you replace it on your own, you risk being charged "restoration costs" at move-out. Always consult with the management company before taking action.
The lifespan of ventilation fans and range hoods is generally 10–15 years. Equipment failure and replacement due to reaching the end of lifespan constitute normal wear and tear, so replacement costs are generally the landlord's responsibility. The tenant is responsible only if cleaning neglect or excessive use has significantly shortened the lifespan.
The tenant's "normal cleaning" includes filter cleaning and replacement, and cleaning the cover and blades within reach. Disassembling the internal ducts or cleaning the inside of the duct is not the tenant's responsibility. Forcibly disassembling it may result in the tenant bearing the cost if it breaks, so have the management company handle internal problems.
The responsibility for ventilation fan and range hood repair costs depends on "why the equipment failed." Equipment failure from age-related deterioration or natural causes is the landlord's responsibility, while failure from inadequate cleaning is generally the tenant's responsibility. Cleaning and documenting the problem at the noise stage makes it easier to avoid disputes if the problem escalates to failure. Developing a habit of regular cleaning during your stay (about once a month) and promptly notifying the management company in writing if repairs are needed are key to preventing problems. Keeping records before move-in and at move-out is your strongest defense against unjust cost charges.
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