Your move-in day is packed with critical tasks that help prevent future problems. From receiving keys to verifying appliances and documenting damage, we comprehensively explain what professionals recommend you do on move-in day. Use this article as a guide to start your new life smoothly and with confidence.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
The first step on your move-in day is receiving your keys accurately. When picking up your keys at the property management company or real estate office, be sure to check the following.
Points to Confirm When Receiving Your Keys
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Test the key on-site by inserting and turning it to verify it opens and closes smoothly. If you notice any problems—such as the key being stiff or getting stuck—report it to the management company immediately. Also check that the entrance door closes properly and the latch engages fully.
If the property has an auto-lock or keypad entry door, make sure you understand the operation procedure on the same day.
The most critical task on move-in day is "documenting the current condition and gathering evidence." Most disputes over restoration to original condition costs arise from disagreements about who is responsible for pre-existing damage or stains. Skipping this step puts you at risk of being charged for repairs you didn't cause.
Areas and Items to Document
| Area | Inspection Points |
|---|---|
| Walls & ceiling | Scratches, stains, discoloration, peeling wallpaper |
| Floor | Scratches, dents, faded flooring |
| Doors & trim | Scratches on doors and sliding doors, alignment issues |
| Wet areas | Mold, water stains, rust, caulking condition |
| Windows & frames | Scratches, stains, torn screens |
Photography Tips
Attach your photos to the move-in checklist (move-in confirmation sheet) or email them to the management company and request written confirmation. This is highly effective for preventing future disputes. If the property doesn't provide a checklist, create your own written notes and submit them to the management company to establish a record.
If you discover appliance problems immediately after move-in, the management company or landlord will likely cover repairs. The longer you wait, the greater the risk they'll assume you caused the damage. Test all appliances on move-in day.
Water Supply
Gas
Electricity
Air Conditioning
Water Heater
Intercom & Other Features
If you discover any problems after the inspection, contact the management company on the same day—this is essential.
How to Report Problems
Obtain Emergency Contact Information Be sure to get the "emergency contact number" for after-hours issues on move-in day. Water leaks, gas leaks, and key problems can happen at any time, including late at night.
Save these numbers to your phone or post them prominently in your home for easy access.
Here are administrative and household tasks to handle within a few days of move-in.
Mail Forwarding You can arrange mail forwarding from your old to new address at your local post office or through the online service "e-tenkyō." The forwarding period is valid for one year from the date of application and can be extended. Complete this within a few days of move-in.
Change of Residence Registration You are required to submit a change of residence notification at your local municipal office within 14 days of moving (a transfer certificate from your previous address is required). Once complete, you can update your driver's license and My Number card address.
Other Address Updates
Move-in day is hectic with furniture and boxes, so it's easy to skip details. However, your move-in day documentation directly affects whether you'll face disputes when moving out. Print and use the checklist below.
To start your new life without problems, thorough documentation on move-in day—though time-consuming—is the most efficient approach in the long run. Don't hesitate to contact the management company with questions, and make keeping written records a habit.
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