Security deposit settlement disputes are common. Learn the correct procedures when moving out, how to request your deposit back, and resolve disputes—complete guide with real-world examples.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
Learn how to record initial meter readings for electricity, gas, and water on move-in day, and photograph any marks or dirt in your apartment. A rental property expert explains in detail the documentation methods you should perform right after moving in to prevent unfair charges when you move out.
A pre-move-in checklist is the most critical document for preventing security deposit disputes at move-out. This guide explains detailed examples for documenting walls, floors, and equipment, along with photo tips and how to submit to your management company.
Security deposit disputes commonly arise when moving out of rental housing. By understanding the legal nature of security deposits and the proper scope of restoration to original condition, and by learning about evidence preservation and claim procedures, you can protect your rights against unfair charges.
Most security deposit troubles at move-out can be prevented through proper knowledge and advance planning. Understanding the tenant and landlord responsibility breakdown according to Ministry of Land, Infrastructure, Transport and Tourism guidelines, and taking appropriate action from move-in through move-out, is the key to recovering your security deposit.
When moving out of a rental apartment, many tenants worry about one thing: "How much of my security deposit will I get back?" At the heart of this anxiety lies a misunderstanding of the concept of restoration to original condition.
Restoration to original condition is defined by Article 621 of the Japanese Civil Code and the "Guidelines for Disputes Over Restoration to Original Condition" established by Japan's Ministry of Land, Infrastructure, Transport and Tourism. In essence, it means "restoring damage caused by the tenant's intentional or negligent acts, breach of duty to maintain reasonable care, or damage resulting from use beyond normal wear and tear."
The key point is that restoration does not mean returning the apartment to its pre-move-in state. For example, if you live somewhere for many years, wallpaper will naturally yellow and hardwood floors will develop minor scratches—this is unavoidable. Such natural aging and wear are excluded from restoration obligations, and you should not bear the cost. Understanding this distinction is your first line of defense against move-out disputes.
Two concepts are essential to understanding restoration to original condition: "normal wear and tear" and "age-related deterioration."
Normal wear and tear refers to the inevitable wear and damage that occurs through ordinary living. Examples include floor indentations caused by furniture or refrigerators, discoloration of tatami or hardwood flooring due to sunlight, and small nail holes in walls (that do not penetrate the backing board). These are costs the landlord should bear, and cannot legally be deducted from your security deposit.
Costs the tenant may be responsible for include:
While Japan's Ministry of Land, Infrastructure, Transport and Tourism guidelines are not legally binding, they are widely used as the standard in court decisions and by most property management companies. Remember: when disputes arise, you can use these guidelines as the basis for negotiation.
The single most effective way to prevent move-out disputes is thorough documentation. By recording the apartment's condition from move-in through move-out, you can clearly counter any unreasonable claims.
About 1–2 months before moving out, check the following items:
| Area | What to Check |
|---|---|
| Walls & Ceiling | Holes, cracks, cigarette smoke stains |
| Floors & Hardwood | Scratches, discoloration, peeling |
| Wet Areas (Bath, Toilet, Kitchen) | Mold, mineral deposits, clogged drains |
| Windows & Frames | Rot from condensation, broken locks |
| Doors & Sliding Doors | Misalignment, holes |
| Appliances (AC, Ventilation Fan) | Working condition, filter cleanliness |
Take photos again of the same areas before the move-out inspection appointment. Multiple timestamped photos are powerful evidence in any future dispute.
From the moment you notify them of your move-out until the security deposit settlement, communicate with your property management company in writing or by email as much as possible. Verbal discussions leave no record and often devolve into "he said, she said" arguments.
During the move-out inspection, management company staff and contractors will inspect each room and document damage. Be aware of these important points:
Once you receive the security deposit settlement statement or repair cost estimate, always examine the itemization carefully. Be cautious of items like "full wallpaper replacement" or "full floor refinishing"—repairs should be limited to the damaged areas only. Even if full replacement is necessary, only the cost exceeding normal aging can be charged to you.
A non-smoker is told the wallpaper has cigarette stains and charged a high replacement fee. In this situation, show your move-in photos and state in writing that "the staining either existed before I moved in" or "I am a non-smoker." If the management company cannot provide evidence, you can demand they withdraw the charge.
A security deposit of ¥100,000 but faced with a ¥300,000 repair bill afterward—this is not uncommon. Request a detailed written explanation of each item and compare it against the guidelines to determine if costs should be your responsibility. You can refuse payment by written notice for any unreasonable charges.
Under normal use, AC internal cleaning is the landlord's responsibility. However, if filter maintenance was neglected and the interior is severely dirty, the tenant may share the cost. Regular filter cleaning and photographic documentation of this maintenance is an effective preventive measure.
If negotiations stall or unreasonable charges persist, you have these options:
To formally demand your security deposit back from the management company or landlord, use certified mail with delivery confirmation (内容証明郵便). This provides legal proof of what was sent and its contents, making it powerful evidence in negotiation. Include the amount you're requesting, the legal basis (e.g., Article 622-2 of the Civil Code), and a response deadline.
If your security deposit return request is ¥600,000 or less, you can file a small claims lawsuit. This process is simpler than regular court proceedings and results in a judgment after one hearing, typically without needing an attorney. This is a practical way to recover unlawfully withheld deposits.
Move-out disputes can be greatly reduced through proper knowledge and advance preparation. Don't simply accept charges—instead, arm yourself with guidelines and evidence, and negotiate firmly. Building a record from the moment you move in is your strongest defense in protecting yourself when you move out.
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
