Complete Guide to Rental Application Documents—How to Obtain Income Proof, Employment Certification, and Resident Registration

Preparing Rental Application Documents—Why Is It Important?

Renting an apartment is often a matter of "first come, first served." Popular properties frequently receive multiple applications at once, and document deficiencies or late submissions can result in rejection or losing the property to another applicant. This article outlines the full scope of documents needed for an application and how to obtain each one.

Documents Required for a Rental Application

Documents required for occupancy screening vary by property and management company, but generally include the following:

Details and How to Obtain Each Document

ID (Identification Document)

Required Items

• •Driver's license, My Number Card, passport, or other photo ID
• •Prepare copies of both front and back

Important Notes

• •Use a document that is still valid
• •After a change of address, the back of your driver's license must be updated (in the address change field)
• •Foreign nationals need copies of both sides of their residence card

Income Proof Documents

Income proof documents vary depending on employment type.

Salaried Employees (Company Employees, Part-time Workers, etc.)

The withholding tax certificate is the most commonly used income proof document. It is distributed by employers after year-end tax settlement (around December–January), but if you resigned mid-year, you can request it at the time of resignation. If you are changing jobs or recently hired, you may not have a withholding tax certificate, in which case you can substitute an offer letter or employment contract.

Self-Employed and Freelancers

You can obtain a copy of your tax return from the National Tax Agency's Tax Return Preparation Corner. If you use electronic filing (e-Tax), print the receipt notification from the message box.

How to Obtain a Tax Certificate (Income Certificate)

• •Apply at the municipal office (Resident Services Section, Citizen Services Section, etc.)
• •If you have a My Number Card, you can obtain it at a convenience store multifunction copier (in participating municipalities only)
• •More municipalities are now accepting online applications via the My Number Portal
• •Issuance fee: approximately ¥200–300

Employment Certification

A document issued by your employer certifying your employment and status. If a management company asks for employment certification, request it from your employer's HR or general affairs department.

Points to Keep in Mind When Requesting

• •It may take several days to a week to issue, so request it early
• •The format varies by company, but typically includes name, employer name, date of hire, employment type, annual or monthly salary, date of issuance, and company seal
• •If you are a temporary worker, request it from your staffing agency

Resident Registration

A resident registration certificate is proof of your current address and is often required at the time of contract signing.

How to Obtain

• •Municipal office counter (Resident Services Section)
• •Convenience store multifunction copier (My Number Card required)
• •Online application via the My Number Portal (some municipalities)
• •Issuance fee: approximately ¥200–300

Checking the Details

• •Do not include the My Number (personal identification number) on the resident registration (obtain it without the number)
• •Check with the application recipient whether you need the entire household or just yourself before applying
• •Verify that your current address matches the address on the application form

Seal Certificate

A seal certificate is often required when signing the final rental contract. While not usually needed at the time of application, preparing it in advance will make the contract process smoother.

Prerequisite: Registering Your Official Seal (Seal Registration)

• •Register your seal at the municipal office (if you haven't already)
• •The seal that can be registered is typically one that has your name engraved on it
• •While you can register a mass-produced stamp, it is not ideal for use as an official seal

How to Obtain a Seal Certificate

• •Municipal office counter or convenience store (My Number Card required)
• •Issuance fee: approximately ¥200–300
• •Validity: within 3 months of issuance (in most cases)

Document Preparation Checklist

Confirm the following before submitting your application:

• •[ ] ID (verify expiration date and current address)
• •[ ] Income proof documents (withholding tax certificate or tax return or tax certificate)
• •[ ] Employment certification (if requested by management company)
• •[ ] Resident registration (verify it was issued within 3 months)
• •[ ] Seal certificate (for contract; verify seal is registered)
• •[ ] Bank account information (bank book copy, etc.)

Common Document Issues and Solutions

I Don't Have My Withholding Tax Certificate → Request a reissue from your employer's HR or accounting department. Even if lost, reissue is available.

I Just Changed Jobs and Only Have a Certificate From My New Employer → Submit a combination of your offer letter, employment contract, and salary statements. Including your previous employer's withholding tax certificate as supporting documentation will increase credibility.

My Resident Registration Shows a Different Address Than My Current One → Update your resident registration address (change of residence notification) before obtaining the certificate. If you apply using your previous address, explain the situation to the management company.

I'm a Foreign National and Can't Obtain All Documents → Combine your residence card, passport, and income proof from your home country (with Japanese translation) and consult with the management company in advance. For guidance on choosing an English-speaking real estate agent, see How to Choose an English-Speaking Real Estate Agent for Foreigners and Key Points for Rental Contracts.

Summary

The key to preparing rental application documents is "early, accurate, and complete." Income proof documents in particular can take time to obtain, so we strongly recommend starting the preparation process in parallel with your apartment search. If your application has incomplete documents, the screening process will be delayed, giving other applicants a chance to secure the property first. Use the checklist in this article to ensure a smooth application process.

An explanation of the legal rules and tenant rights regarding the handling of personal information submitted when applying for a rental property as of 2026. Comprehensive coverage of how much disclosure is necessary and how to handle improper information collection.