The most important step in apartment hunting is the property inspection. This guide thoroughly explains the property viewing and application process for rental properties, from key checkpoints to tips for passing screening.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
When searching for rental properties in Japan, seeing property information online only reveals a fraction of what you need to know. Many issues only become apparent through in-person property inspections, and it's no exaggeration to say that the quality of your viewing determines whether you find the right apartment. Here, we explain Japan's rental process step by step, from property inspection to application.
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To schedule a property viewing, you'll first need to contact a real estate agency to book an appointment. In recent years, you can also inquire via email, social media, or chat, making it easier for those less confident in Japanese to get in touch. When making a reservation, simply saying "I'd like to view the property" will be understood. Property viewings are generally free, but depending on the property, the landlord may need advance notice, and the viewing might be scheduled several days later rather than the same day.
Making some preparations before the viewing will make the day go smoothly. Gather documents needed for screening in advance, such as proof of monthly income and a residence card. It's also important to create a checklist beforehand and organize what you need to check during the viewing. Also, make sure your smartphone is charged so you can take photos and videos of areas of concern.
Here are the points that are easy to overlook when viewing a property:
1. Sunlight and Ventilation: Check the direction and number of windows. South-facing properties get good sunlight and can help reduce utility costs throughout the year. It's also important to open the windows and check the air circulation.
2. Condition of Water-Related Facilities: Check the condition and cleanliness of the kitchen, bathroom, and toilet facilities. Also check if the water pressure is adequate and if drainage is smooth. Check for any signs of mold or water leaks.
3. Storage Space: Check the size of closets and storage compartments. Many rental properties in Japan have limited storage, so compare the available space with the amount of belongings you have.
4. Internet and Communication: Check if an internet connection is available or if Wi-Fi is accessible. Properties that already have fiber optic lines (such as Flets Hikari) are convenient as you won't need to install new lines.
5. Noise Levels: Spend some time quietly in the property to assess how much outside noise (from roads, trains, adjacent rooms, etc.) you can hear. Properties near major roads or train lines require special attention.
6. Testing Appliances and Equipment: Test all equipment such as air conditioning, ventilation fans, intercoms, stoves, and light switches to ensure they work properly.
7. Condition of Walls and Floors: Check for scratches, dirt, and signs of mold. Recording any pre-existing damage on the 'as-is inspection report' helps prevent disputes when you move out.
8. Surrounding Area: Walk around the property to check for nearby convenience stores, supermarkets, pharmacies, hospitals, and other essential facilities. It's also good to check the safety at night and whether there are adequate street lights.
9. Condition of Common Areas: For apartments and condominiums, the cleanliness of common areas like entrances, hallways, elevators, and bicycle parking reflects the quality of the property management company. Poor condition of common areas may indicate potential problems after move-in.
10. Mobile Phone Signal: Check if your smartphone gets good signal inside the property. Properties in reinforced concrete buildings or those near basements may have weak signals.
Once you find a property you like during your viewing, you should apply promptly. Popular properties fill up quickly, so it's important to indicate your intent to apply the same day if you're interested.
The main documents required for the application are as follows:
Once you have gathered all documents, submit them to the real estate agency representative. Documents must be filled out in Japanese, though many real estate agencies that work with foreigners provide assistance with completing the forms.
Once you submit your application documents, the landlord's screening process begins. The screening primarily evaluates your 'ability to pay' and 'lifestyle habits.' As a general rule, your monthly income should be at least three times the monthly rent. For example, for a property with ¥70,000 rent, a monthly income of ¥210,000 or more is recommended.
Here are some tips for passing the screening. Fill out the application form carefully and completely, ensuring accuracy. Make sure that employment information and income match your supporting documents. Make sure to inform your emergency contacts in advance so they can respond to phone calls from the screening agency. The guarantor company may conduct phone verification, so it's important to keep the phone number on your application available for quick response.
For foreign nationals, the type of visa status is an important factor in the screening. Those with work visas or permanent resident status tend to pass screening more easily, while those with short-term or tourist visas may face more difficulty. For student visa holders, additional proof of remittance or scholarship may be required.
The typical process timeline is as follows:
The move-in date is decided through prior discussion, but you may be responsible for rent starting before you move in (if the property is vacant). If you need to move in urgently, clearly communicate your desired move-in date when submitting your application.
When viewing a property, keep Japanese business etiquette in mind. Arrive on time, remove your shoes before entering (slippers are usually provided), and be respectful to the property manager. These are the basics. Avoid excessive price negotiations during the viewing (negotiations typically happen after applying).
Viewing multiple properties on the same day ('property hopping') is efficient, but you may spend less time at each property. Take sufficient time to view important properties and don't hesitate to ask the agent any questions. Questions like 'When was this building constructed?', 'Who is the management company?', and 'Has there been any incidents in the past?' are appropriate.
Property viewing is the most important step in finding a home. Take your time, use your checklist, and find the right home for you.
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