Complete Guide to Filling Out a Rental Application Form—Sample Entries and Tips for Passing Screening

What Is a Rental Application Form—The Submission Process and Its Role

After viewing a property and deciding "I want to live here," the first thing you need to do is submit a rental application form. The application form is the official document through which the real estate agency informs the landlord (owner or management company) that "this person wishes to rent," and it marks the starting point of the screening process.

Submitting the application form does not mean the contract is finalized at this point. The official rental agreement will be signed and stamped only after you pass screening. However, canceling after applying deprives other applicants of the opportunity, so it's good etiquette to apply only for properties you're serious about renting.

Main Items on the Application Form

While the format of application forms varies by real estate agency, typically the following information is required.

Applicant's Personal Information

• •Name (with kana reading) · Date of birth · Gender
• •Current address · Phone number · Email address
• •Occupation (employee, self-employed, student, etc.) · Employer name · Employer address · Employer phone number
• •Length of employment · Annual income (before tax)
• •Residence card status (for foreign nationals) · Visa status · Visa expiration date

Joint Guarantor's Information

• •Name · Relationship · Date of birth
• •Current address · Phone number
• •Occupation · Employer · Annual income

In recent years, using a guarantor company has become the standard, and many cases no longer require a joint guarantor. However, those who may have difficulty passing screening—such as seniors or foreign nationals—may still be asked to provide a joint guarantor.

Emergency Contact

• •Name · Relationship · Phone number (whether you live with the applicant will also be verified)

Important Points When Filling Out the Form

1. Provide Accurate Information Falsifying income or length of employment may be discovered during verification checks. For information you cannot immediately confirm, you can note "pending verification" on the form and submit the accurate figures later. False statements, if discovered after the contract is signed, could become grounds for contract termination.

2. Don't Leave Blanks Even if you write "unknown" or "pending," it creates a more honest impression than leaving a field blank. Make sure to fill in your employer's phone number and address in particular.

3. Write as Neatly as Possible If handwriting, illegible handwriting may negatively affect the reviewer's impression. Write neatly in ballpoint pen, and correct any mistakes by drawing a line through them and adding a signature or seal.

4. Keep Separate Track of the Guarantor Company Application Sometimes the guarantor company requires its own separate application form. Make sure to submit both documents together.

Preparing to Strengthen Your Application

Prepare Required Documents in Advance The following documents are frequently requested at the time of submitting the application form.

• •ID documents (driver's license, passport, My Number card, etc.)
• •Residence card (for foreign nationals)
• •Proof of income (certificate of withholding tax, tax return, recent 3 months of pay stubs)

Having these documents ready for immediate submission will help the screening process start faster.

Notify Your Employer and Guarantor in Advance Your employer may receive a verification call from the real estate agency or guarantor company. It will go more smoothly if you notify your human resources or personnel department in advance. If you're providing a joint guarantor, make sure to get their consent beforehand and provide their contact information accurately.

If Your Income Is Low or You're Self-Employed If your annual income is less than 36 times the monthly rent (or less than 3 times your monthly income), you may be asked to provide additional documents (such as bank balance statements) or add a joint guarantor. If you're self-employed or freelance, preparing 2–3 years of tax returns will help the screening process move more smoothly.

The Process After Submission

1. Submit application form → Real estate agency forwards to management company and guarantor company
2. Screening (typically 3–7 business days)
3. Notification of screening results (approval, denial, or conditional approval)
4. After approval: Schedule contract → Important matters disclosure → Sign and stamp the lease agreement
5. Pay initial costs → Receive keys → Move in

Even if screening is denied, the reason is typically not disclosed. If you have any concerns, consult with the staff member handling your application and consider applying for a different property.