Once your new apartment contract is finalized, begin preparations for moving in. Moving in Japan involves many procedures including administrative paperwork, utility setup (electricity, gas, water), and address changes—more tasks than you might expect. For foreigners in particular, navigating unfamiliar procedures in Japanese can be daunting. Here we present a timeline checklist organized from before moving in through the time after, to help you prepare without missing anything. Use this checklist to ensure a smooth start to your new life.
What to Do 2-3 Weeks Before Moving In
Your first task should be arranging a moving company. Japan has many moving companies of various sizes, offering diverse options from "single-person packs" for those moving alone to full-service plans for families. Costs vary depending on the amount of belongings and distance, but during peak season (March-April), prices can be 1.5 to 2 times higher than usual. If moving during peak season, reserve at least one month in advance. Using a bulk quote website to compare estimates from multiple companies is recommended. If you have minimal luggage, using parcel delivery services for large items or renting a car for self-directed moving are also options.
Next, proceed with utility setup. Electricity can be applied for through the power company's website or by phone. Since the 2016 electricity liberalization, you can choose your own power company, but if you're unsure, selecting the major regional power company is fine. For water, contact your municipal water bureau by phone or online. For both, you simply provide your move-in date, new address, and account holder name. Gas is different—you must be present when the meter is opened, so make a reservation matching your move-in date. The contact details differ between city gas and LP gas, so confirm your property's gas type in advance.
Apply for internet service early. Fiber-optic line installation can take 2-4 weeks, and may be delayed further during peak seasons. If you need internet immediately upon moving in, consider using a home router (Wi-Fi device that just plugs in) or renting mobile Wi-Fi until the installation is completed. Some buildings have fiber already installed building-wide, so check with your real estate agent or management company.
If moving to a different municipality, you must submit a "moving notice" (tenshutsutodoke) at your current municipality office and obtain a "moving notice certificate" (tenshutsushoumei). This document is required when submitting your address change at your new location. Moving notices can be submitted from 14 days before your intended move date. If moving within the same municipality, a moving notice is not necessary—only a relocation notice is required.
What to Do on Move-in Day
Begin by receiving your keys from the real estate agent. Since you need to receive them during business hours, confirm the pickup location and time in advance. Verify the number of keys and whether spares are included. Note that some properties require management company permission to make additional copies.
Before moving any belongings inside, thoroughly check and document the room's condition. This step is extremely important in preventing restoration disputes at move-out. Use your smartphone to take photos and videos of walls, floors, damage, stains, and equipment condition, making sure dates are visible. If you notice anything concerning, contact the real estate agent that same day to have it recorded. Complete any move-in checklist provided by your property and submit it.
Arrange gas meter opening on your move-in day if possible. The gas company technician will arrive at your reserved time to open the meter, perform gas leak tests, and check safety on appliances. This typically takes 15-30 minutes.
Japan has a custom of greeting neighbors and adjacent residents when moving in. While not mandatory, a simple introduction goes a long way toward smooth future relations. Small gifts such as towels or snacks make a good impression.
What to Do Within 14 Days After Moving In (Administrative Procedures)
Within 14 days of moving, submit an "address change notice" (tenyūkodoke) at your new municipality office. You'll need your moving notice certificate, residence card, and passport. Once your address change is processed, your residence registration updates and your residence card will be noted with your new address on the back. This procedure is legally required—failure to file can result in fines up to ¥50,000. Most municipal offices are open weekdays only, though some have Saturday hours. Many municipalities now have multilingual windows for foreigners, so check their website in advance.
Several procedures can be handled simultaneously with your address change. If you have a My Number Card, you can update your address at the same time. If you're not covered by company-provided health insurance, apply for national health insurance. If you have children, handle school transfers. Handling these together saves you multiple trips to the office.
What to Do Within One Month After Moving In
Progressively update your address on all necessary registrations. Most banks and credit card companies allow online address changes through apps or internet banking. Don't forget to update your cell phone contract address, notify your employer, and if applicable, update your driver's license at the nearest police station.
Always confirm garbage disposal rules for your new area. Japan has specific garbage sorting methods and collection days that vary by location. Categories typically include burnable waste, non-burnable waste, recyclables (bottles, cans, plastic, paper), and bulk waste. Some areas require specific garbage bags. Improperly sorted garbage won't be collected and will be left behind, creating neighborhood problems. Most municipalities provide sorting guides on their websites and apps, with many offering multilingual versions.
Safety Measures and Living Environment Confirmation
Japan experiences frequent earthquakes. After moving in, identify your building's evacuation routes and emergency exit locations. Learn the nearest evacuation site (usually a school or park) and check your municipality's hazard map for flood and landslide risks. Preparing an emergency kit (water, food, flashlight, mobile charger, etc.) is wise. If your community holds disaster prevention drills, participation is highly recommended.
Moving involves many overlapping tasks and can feel overwhelming, but working through this checklist one step at a time ensures nothing is overlooked. If you have questions, don't hesitate to consult your real estate agent or municipal office. Most municipalities have established comprehensive consultation windows for foreign residents offering multilingual support.