Many areas in apartment buildings leave residents wondering: "Is this my responsibility or the landlord's?" This guide explains the practical rules for management responsibility and repair cost allocation for ambiguous areas like entry doors, windows, balconies, and pipes.
This guide explains how to effectively request repairs from your management company when water leaks, equipment failures, or roof leaks occur in your rental home. Learn what to communicate and how to communicate it, how to keep records, how to think about cost responsibility, and what to do if your management company is slow to respond—all explained in detail by rental property professionals.
Repair costs for a rental property's ventilation fan or range hood that stops working or makes noise are generally the landlord's responsibility if caused by normal wear and tear or natural failure; the tenant is responsible if the failure results from neglecting cleaning. This article explains the breakdown of responsibility by the cause of noise (such as loud or high-pitched sounds), location-specific checks for toilet, bathroom, and kitchen, lifespan and replacement costs, and procedures for rent reduction and self-repairs when the management company won't fix it—all based on Japan's Ministry of Land, Infrastructure, Transport and Tourism guidelines.
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Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
When renting an apartment or condominium, understanding the precise boundary between exclusive-use areas (private spaces) and common-use areas (shared spaces) is essential to avoiding disputes over repair costs.
Exclusive-Use Areas: Spaces and facilities used exclusively by the resident. Generally, everything inside the entry door—including the entire interior—is considered an exclusive-use area, and the tenant bears responsibility for its daily maintenance.
Common-Use Areas: Spaces and facilities shared by all residents of the building. Typical examples include hallways, stairwells, entrances, elevators, and parking areas. These are managed by the property management company or, in owner-occupied buildings, by the residents' association.
However, the principle that "inside is exclusive and outside is common" is more complex in practice, and in rental situations especially, there are several pieces of equipment that occupy gray areas between these categories.
Entry doors are typically classified as common-use areas. Under standard condominium management rules, the exterior surface of the door is considered part of the common area, while the interior surface (including decorative panels) is treated as part of the tenant's exclusive-use area.
In other words, peeling paint or corrosion on the exterior surface is the management company's responsibility to repair, and the tenant cannot independently repaint or replace it. The lock cylinder, on the other hand, is managed by the property management company or landlord in rental situations. Check your lease to clarify how key replacement costs at move-in are handled.
Balconies and verandahs occupy a special category: they are common-use areas with exclusive-use rights. Legally they remain part of the common areas, but only the tenant of that unit has the right to use them.
Because they are classified as common-use areas, tenants cannot install large storage boxes on balconies or make structural modifications. Moreover, repairs to the balcony floor, railings, and waterproofing layers are the responsibility of the management company or landlord. However, cleaning dirt and minor scratches that occur during the tenant's use is the tenant's responsibility.
The treatment of window glass and frames (sash) can differ between multi-unit condominiums and single-building apartments. In condominiums, window frames are typically classified as common-use areas, and the management company decides on replacements. In single-building apartments, windows are typically provided as landlord equipment, so the management company handles repairs.
Regarding broken glass, if the damage is due to tenant negligence (bumping into it, a child throwing something, etc.), the tenant bears the cost; if it's due to natural deterioration, typhoons, earthquakes, or other external forces, the landlord typically bears the cost.
The boundary for piping systems is particularly complex. As a general rule, water supply and drainage pipes within the unit (from the kitchen, bathroom, and toilet to the junction points within the walls) are under the control of the landlord or management company in rental properties.
However, if blockages result from the tenant's usage (such as pouring grease or introducing foreign objects), the tenant bears the cost. Special care is needed when there is a risk of water leaks affecting upper or lower floors; in such cases, it is essential to contact the management company immediately.
If a water heater is installed as part of the unit's equipment, it is under the management company's control. If it breaks down, contact the management company promptly to have it repaired.
Air conditioners can be either installed equipment or left-behind items from the previous tenant. Equipment listed as "fixtures" in the Property Disclosure Documents or the equipment list provided at move-in are the responsibility of the management company to repair; however, items marked as "left-behind items" are the tenant's responsibility to maintain and repair.
When purchasing an owner-occupied condominium, the definitions of exclusive-use and common-use areas are clearly established by the Apartment Building Ownership Law and management rules. In contrast, for rental properties, the actual situation can vary depending on the lease terms, Property Disclosure Documents, and practices between the landlord and management company.
Before moving in, you should confirm: the equipment list (which facilities are covered as "landlord equipment"), the contact information and response procedures for repairs and breakdowns, and the rules for using the balcony (whether plants, storage, and DIY are permitted).
If a malfunction or damage occurs in an ambiguous boundary area, first determine the cause of the problem. If it is due to natural or age-related wear, report it to the landlord; if it results from tenant negligence (intentional or careless damage), the tenant is responsible.
It is crucial to communicate in writing or text and keep records. To avoid disputes like "I told them verbally but they didn't respond," use methods that leave a written record, such as email or messaging apps.
If the boundary is unclear, do not rush to an agreement. Instead, ask the management company for clarification, and if necessary, consider consulting a licensed real estate professional or a lawyer.
While the basic principle is "everything inside the entry door is an exclusive-use area," many pieces of equipment—such as balconies, windows, and pipes—occupy ambiguous boundary zones. The best way to prevent cost disputes is to carefully review the equipment list and Property Disclosure Documents at move-in, and to contact the management company in writing once you have identified the cause of any damage or malfunction.
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