How to Fill Out a Rental Application Form | Required Information and Tips for Passing Approval

What Is a Rental Application Form?

A rental application form is a document you submit to a real estate agency or property management company when you want to rent a residential property. After viewing the property, it formally communicates your intention to live in the unit, and from this point the landlord and guarantor company begin the rental approval process.

The rental application form may be called by different names such as "application form," "rental application," or "rental approval application," depending on the real estate company, but the content is essentially the same.

Timeline from Submitting the Application to Moving In

1. Viewing → Decide on your preferred unit
2. Submit rental application form (+ ID, proof of income, etc.)
3. Approval review by landlord and guarantor company (approximately 3–7 business days)
4. Approval passed → Contract procedures and important information disclosure
5. Payment of initial costs → Key pickup and move-in

Main Information Fields on the Rental Application Form

Applicant (Tenant) Personal Information

Joint Guarantor (Guarantor) Information

Even when using a guarantor company, many application forms include a guarantor section.

Before listing someone as a guarantor, always obtain their prior consent before entering their information. Listing someone as a guarantor without their knowledge is legally problematic.

Reason for Moving and Desired Move-In Date

• •Reason for moving: Job transfer, new employment, marriage, independence, relocation, etc. The more specific you are, the better the impression on the approver.
• •Desired move-in date: The date you hope to begin your lease. Calculate this based on when you plan to vacate your current residence.

Key Items Emphasized in the Approval Process

While all fields on the application form are reviewed during the rental approval process, the following items are given particular emphasis.

Income-to-Rent Ratio

The most important factor in approval is your "rent-to-income ratio." The general guideline is "rent should be no more than one-third of monthly income (rent × 3 ≤ monthly income)."

Example: For a rent of ¥70,000 → You need a monthly income of at least ¥210,000

If your ratio exceeds this threshold, approval becomes more difficult. Enter your exact gross income (before tax) in the annual and monthly income fields.

Length of Employment and Employment Type

The longer your employment history and the more stable your employment status (particularly as a full-time employee), the higher your chances of approval.

• •Full-time employee, 1+ year tenure: Easier to pass approval
• •Full-time employee, less than 6 months tenure: Approval may be more difficult
• •Contract employee, temporary staff, or part-time worker: You may need to provide additional documentation (proof of income, bank statements) to demonstrate income stability.
• •Self-employed or freelancer: You will likely be asked to submit tax returns (usually the past 2–3 years).

Current Address and Reason for Moving

Your current address and reason for moving demonstrate the rationale behind your move. If you have a clear reason such as a job transfer or new employment, it will create a positive impression on the approver. If your reason is less specific, general statements such as "due to changes in living circumstances" are acceptable.

Important Points When Filling Out the Form

False Information Can Result in Contract Termination

If you provide false information on your application (inflating income, misrepresenting your employer, failing to disclose household members, etc.) and it is discovered after move-in, it can be grounds for contract termination as a fraudulent act.

Cases that require special attention:

• •Inflating your annual income → If discovered later, this could potentially be treated as fraud.
• •Failing to disclose household members → This constitutes unauthorized occupancy and a breach of contract.
• •Misrepresenting your employer → The falsification will likely be discovered when the landlord or guarantor company verifies your employment.

How to Correct Mistakes

If you make a mistake, draw a double line through the error, affix a correction seal, and write the correct information. Correction fluid (white-out) is not permitted. Some real estate companies may require you to fill out a new form.

Do Not Use Pencil

Since the application form is kept as a permanent record, use a ballpoint pen (permanent ink). Erasable pens and pencils are not permitted.

Required Documents to Submit with Your Application

Foreign nationals may be required to submit a residence card (to verify residence status and duration).

Tips for Freelancers and Self-Employed Individuals

Freelancers and self-employed individuals should enter their business name or office name in the "employer" field.

• •Employer name: For self-employed individuals, write your business name (e.g., "XX Office") or "self-employed"
• •Annual income field: Enter the "taxable income" or "business income" from your tax return (before tax)
• •Attaching a copy of your tax return increases the credibility of your income.

Summary: Checklist for Accurately Filling Out Your Rental Application

• •[ ] Name, address, and date of birth match your residence certificate and ID
• •[ ] Company name is entered in formal form (no abbreviations or nicknames)
• •[ ] Annual and monthly income are entered as exact gross amounts (before tax)
• •[ ] All planned household members and partners have been disclosed
• •[ ] Guarantor information was entered after obtaining the guarantor's prior consent
• •[ ] Desired move-in date is based on confirmation of your current lease end date
• •[ ] Filled out with ballpoint pen (erasable pens and pencils not permitted)
• •[ ] Errors were corrected with a double line and correction seal (white-out not permitted)