What Is a Certificate of Damage? How Rental Tenants Can Obtain and Use It
A guide to the Certificate of Damage from a rental tenant's perspective, explaining clearly how to obtain it, how to use it, and important points to keep in mind.
When you're struck by unexpected disasters such as earthquakes, typhoons, fires, and floods, the official document that certifies your damage is the "Certificate of Damage." While it's often thought to apply only to homeowners, it's actually a very important document for rental tenants as well. It's needed for various procedures related to rebuilding your life, such as applying for support programs, claiming insurance, obtaining tax relief, and receiving relocation assistance.
This column explains, from a rental tenant's perspective, the basic mechanisms of the Certificate of Damage, how to obtain it, specific scenarios for its use, and important points to keep in mind when applying. To avoid panic if disaster strikes, familiarize yourself with this knowledge in advance.
The Certificate of Damage is an official document issued by municipalities after surveying the extent of damage to residences and business properties caused by disasters. Covered disasters include earthquakes, tsunamis, storms, flooding, heavy snowfall, fires, landslides, and some municipalities also include tornadoes and lightning strikes.
The certificate includes damage classifications such as "completely destroyed," "major structural damage," "medium structural damage," "partial structural damage," "minor structural damage," and "minor damage," and the type of support you can receive and its amount depend on this classification. For fires, a "Certificate of Damage" is issued by the fire department, so note that the jurisdiction differs.
What's important for rental tenants is that the Certificate of Damage is issued to "the household living in the property," not to "the property owner." In other words, even in a rental property, the household head residing in the residence can apply for and obtain it in their own name. Landlord approval is not required as a general rule, and tenants have the right to apply independently.
Why Rental Tenants Should Obtain a Certificate of Damage
Some tenants think, "I'm just renting, so this doesn't apply to me," but that's a misconception. There are several reasons why tenants should obtain one precisely because they're renting.
First, it's essential for applying for the Disaster Victim Life Reconstruction Support Program. When damage falls into a certain category or higher (such as partial structural damage or greater), households may receive up to approximately 3 million yen in support funds from the national and local governments. This support is provided to the household living there, regardless of whether they own or rent.
Second, it may be required as supporting documentation for fire insurance and earthquake insurance claims on household items. While the insurance company's own survey is the primary basis, having official certification from the municipality often makes negotiations smoother, and it serves as effective corroboration for damage assessment.
Third, it can be used for tax and utility relief. There are systems in various municipalities where submitting a Certificate of Damage can get you exemptions or deferrals of income tax, resident tax, national health insurance premiums, long-term care insurance premiums, and so on. Deferrals of electricity, gas, and water bills, and exemptions from NHK broadcast fees are also covered.
Fourth, it's used for relocation and moving expense subsidies and applications for emergency temporary housing. When you can no longer live in a damaged rental property and need to move, some municipalities have programs to subsidize temporary housing and moving costs, and a Certificate of Damage is required for these applications.
How to Obtain It: Application Process
The application window for a Certificate of Damage is your municipal office (often the Disaster Victim Support Division, Tax Division, or Disaster Prevention Division), where you reside. In recent years, more municipalities are offering online applications and applications through the My Number Portal.
The general application process is as follows:
Take photos of the damage: Before cleaning up or making repairs, photograph the damage both inside and outside from as many angles as possible. If there's flooding, take photos showing the water level; include broken glass, ceiling collapses, and all other damage. For rental properties, photos of household items and interior fixtures can serve as proof of tenant-side damage.
Submit the application: Obtain the application form from the municipal office or its website, and submit it along with identification (driver's license, My Number card, etc.) and photos of the damage.
On-site inspection: Municipal staff will conduct an on-site inspection. This includes an exterior assessment (primary inspection) and, if requested, a detailed interior inspection (secondary inspection).
Issuance of the certificate: Based on the inspection results, the certificate is typically issued within one to four weeks. In major disasters, it may take several months.
Note that while building-wide damage assessments are generally conducted on a per-building basis, for apartment buildings and condominiums, damage conditions for individual units are also taken into consideration. Cooperation from the owner or management company speeds up the process, but tenants can apply independently.
Important Points When Applying
There are certain pitfalls that rental tenants often encounter when obtaining a Certificate of Damage. Keep these practical points in mind.
(1) Check the application deadline
Most municipalities set an application deadline of about three to six months after the disaster. Large-scale disasters may extend this period, but note that individual support programs may have separate deadlines, so early application is essential.
(2) Document damage before cleaning up or making repairs
Many people rush to clean up and dispose of damaged items because they want to return to normal life quickly. However, without a record of the damage, it becomes difficult to receive an accurate assessment later. Always photograph and video-record the damage and make a list of damaged household items before proceeding with cleanup.
(3) Don't forget to notify your landlord or management company
Damage to common areas and structural parts of the building falls under the landlord's or management company's responsibility. While you document and apply for damage to your own unit, inform your landlord about building-wide damage and share information. Failing to do so can create problems later with repairs and rent reduction negotiations.
(4) You can also use the self-assessment method
For minor damage such as minor damage only, some municipalities offer a "self-assessment method" where a certificate is issued based on photos and self-reporting only. Since it's issued early without waiting for an on-site inspection, use it proactively if applicable.
(5) Reissuance if the certificate is lost
Certificates of Damage can be reissued. Once you apply at the municipal office, you can obtain copies multiple times within a certain period. Obtaining multiple original copies at once makes various procedures more efficient.
Major Support Programs That Use the Certificate of Damage
Let me organize the support programs for rental tenants that can be accessed using the Certificate of Damage.
•Disaster Victim Life Reconstruction Support Fund: Basic and supplemental support funds are provided to households meeting certain criteria, such as falling into the partial structural damage category or higher.
•Disaster Relief Loan: If the household head is injured or the residence or household items are damaged, low-interest or interest-free loans are available.
•Emergency Temporary Housing or Substitute Temporary Housing: If you can no longer live in your home, systems exist that allow you to move into privately rented apartments secured by the municipality. The municipality covers the rent.
•Tax exemptions and deferrals: Income tax deductions for disaster losses, resident tax exemptions, property tax exemptions, national health insurance premium exemptions, and other diverse tax benefits are available.
•Public utility and service fee reductions: Deferrals or exemptions of electricity, gas, water bills, NHK broadcast fees, communication charges, and similar may be available.
•Fire and household insurance claims: The certificate can be used as corroborating documentation when negotiating with insurance companies for damage assessment.
None of these programs can get started without a Certificate of Damage. Don't forfeit the right to obtain support by failing to apply if disaster strikes.
Summary: Preparedness in Normal Times Is Key
The Certificate of Damage is like a "first passport" for life reconstruction after disaster. Renters have the right to obtain it, and failing to do so means forgoing support you should be eligible for—a significant loss.
Key points to prepare for in advance are:
•Bookmark your municipal government's disaster prevention page
•Install a disaster prevention app on your smartphone and check evacuation locations and how to apply for a Certificate of Damage
•Understand your fire insurance and household insurance policy contents and contact information
•Save copies of your rental agreement and insurance policies to the cloud
Disasters can strike anytime. But with proper knowledge and preparation, rebuilding your life after disaster becomes much smoother. Because you're a rental tenant, understand how the Certificate of Damage works—it's a tool to protect yourself and your family.
