Moving Day Complete Checklist—What to Do Before, During, and After Move-In
Once your new apartment is confirmed, it's time to prepare for the move. This guide compiles everything you need to do in chronological order, from setting up utilities to filing your change of address.
Once your new apartment lease is finalized, it's time to start planning your move. Moving in Japan involves more tasks than you might imagine—administrative procedures, setting up utilities (electricity, gas, and water), change of address notifications, and more. Especially for foreigners, unfamiliar procedures conducted in Japanese can be overwhelming. This guide outlines everything you need to do, from before move-in to after, in chronological order. Use this checklist to ensure a smooth transition to your new life.
What to Do 2–3 Weeks Before Moving In
Start by arranging a moving company. Japan offers a wide range of options, from budget-friendly "single-person packs" for individuals to full-service plans for families. Costs vary based on the volume of your belongings and moving distance, but during peak season (March to early April), prices can be 1.5 to 2 times higher than the off-season. If moving during peak season, it's wise to book at least a month in advance. Comparing multiple companies using an aggregate quotation site is recommended. If you have few belongings, shipping large packages via courier service or a self-move using a rental car are also options.
Next, arrange to have utilities set up. Electricity can be ordered through your power company's website or by phone. Since the 2016 liberalization of Japan's electricity market, you can choose your power company, but if you're unsure, selecting the major regional provider is a safe choice. To set up water service, contact your municipal water bureau by phone or online. For both, simply provide your move-in date, new address, and name as the account holder, and the setup is complete. Gas, however, requires your presence at activation, so schedule this to coincide with your move-in date. Since contact information differs between city gas and propane, confirm your building's gas type in advance. For detailed procedures, see Setting Up Electricity, Gas, and Water Services & Cost-Saving Tips.
Arranging internet service early is also important. Fiber optic installation can take 2–4 weeks, and delays are common during peak season. If you need internet on move-in day, consider using a home router (a plug-in Wi-Fi device requiring no installation work) or renting a mobile Wi-Fi hotspot until the installation is complete. Some buildings have fiber already installed building-wide, so check with the real estate agency or building management company.
If you're moving to a different municipality, you must submit a "notice of moving out" at your current municipal office and receive a "certificate of moving out." This certificate is required when filing your change of address at your new address. You can submit the notice of moving out up to 14 days before your planned move date. If you're moving within the same municipality, you only need to file a "notice of change of residence" and don't need the moving out notice.
What to Do on Move-In Day
Start move-in day by picking up the keys. Since you must collect them during the real estate agency's business hours, confirm the pickup location and time in advance. Also verify how many keys you'll receive and whether spare keys are included. Some buildings require management company approval before making duplicate keys.
Before bringing any belongings inside, thoroughly inspect and document the room's condition. This is critical to preventing disputes over restoration to original condition when you move out. Photograph and video any wall or floor damage, stains, and the condition of appliances and equipment on your phone, with dates clearly visible. If you notice anything concerning, contact the real estate agency that same day so it can be recorded. If the building provides a move-in checklist, be sure to complete and submit it. It's also helpful to familiarize yourself with Restoration to Original Condition and Security Deposit Returns in advance.
It's best to complete the gas activation on move-in day. At the scheduled time, a gas company technician will visit to open the gas meter, conduct a gas leak inspection, and verify the safety of your stove and water heater. The process typically takes 15–30 minutes.
In Japan, there's a custom of greeting your neighbors (next door and above/below) when moving in. While not mandatory, a simple introduction like "I'm moving in next door; I look forward to being neighbors" goes a long way in establishing a smooth relationship. Bringing a small gift, such as a towel or snacks, makes a good impression. For tips on maintaining good neighbor relations, see Preventing and Handling Noise Disputes.
What to Do Within 14 Days After Move-In (Administrative Procedures)
File your change of address notification at your new municipal or ward office. The deadline is within 14 days of your move. If you're a foreigner, bring your residence card and file the change of residence address. Your residence card's address section will be updated on the spot. If you have a My Number card, also complete the address change procedure at the same time.
If you're not enrolled in your company's social health insurance, sign up for the National Health Insurance. Also update your address for the National Pension system and, if you have children, complete school transfer procedures. Handle these matters as soon as possible after moving.
File a postal forwarding request early as well. You can apply through Japan Post's website or at a convenience store terminal, and mail sent to your old address will be forwarded to your new one for one year.
Procedures Often Forgotten After Move-In
One of the most commonly forgotten tasks after moving is updating your address with various organizations. You'll need to notify your bank, credit card companies, employer, telecommunications provider, insurance companies, and other services of your address change separately—these are not handled by the municipal office procedures.
While administrative and service procedures in Japan are increasingly moving online, many still require mailed documents. For a while after moving, take advantage of the postal forwarding service to your old address while steadily completing your address changes.
Use this checklist to ensure you complete all necessary procedures and start your new life comfortably.
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