Air Conditioner Broken in Japan? What Foreign Renters Must Know Before Calling a Repair Service

AC Troubles in Brutal Japanese Weather

When your AC suddenly dies right in the middle of summer or winter, it’s enough to make you panic.
Japan’s summers can be brutally hot, and in some regions, winters can be bitterly cold.

In Japan, air conditioners are usually installed in each room. They are often high-performance, but at the same time, it is not uncommon for them to develop sudden issues during everyday use—more often than many foreign residents might expect. This is partly due to their advanced complexity and the extreme heat and cold they are exposed to.

You naturally want to fix it as quickly as possible. But in that moment, many tenants—especially foreign residents—find themselves wondering:

• What should I do first?
• Who is responsible for the repair cost?
• Can I arrange the repair myself and ask for reimbursement later?

In this article, I’ll walk you through the key points to watch out for, so you can handle the situation calmly, resolve it properly, so you can avoid unnecessary stress and unexpected out-of-pocket expenses.

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Key Takeaways

• Confirm repair responsibility at the time of contract signing, including which equipment is landlord-owned and which is not.
• Normal aging and wear of landlord-owned equipment → usually the landlord’s responsibility
• Negligence, misuse, or tenant-installed equipment → often the tenant’s responsibility
• Always contact the landlord or management company first before arranging any repairs
• Do not arrange repairs on your own without approval, as reimbursement is never guaranteed
• Emergency repairs may be possible without prior permission, but only with clear evidence and proper documentation
• Problems should always be reported early, as neglect can later become the tenant’s financial responsibility
• If the air conditioner is unusable for a long period, a rent reduction may be negotiable in limited cases, but it is not guaranteed

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Troubleshooting Steps When the AC Suddenly Stops

If your air conditioner suddenly stops working, try these simple checks before calling a repair professional. By running through these simple checks, you might be able to fix it yourself instantly:

Improving these conditions can sometimes restore performance and even save on electricity.
However, if there is water leaking from the unit, do not continue to use it or turn the power back on. There is a risk of electric shock. In that case, cut the power and contact the landlord or management company as soon as possible.

If these basic checks don’t work, that’s when you need to contact the landlord.
DO NOT call the technician first.

Japanese rental rules could be different from those in many other countries. This guide explains the key principles, what you need to be careful about, and how to handle air conditioner (and these apply to other equipment troubles as well) in a Japanese rental in a safe and practical way.

To begin, let’s first take a look at the basic framework of rental agreements in Japan.

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Legal Principle: Who Is Responsible for Repairs?

Under Japanese law, the landlord has a legal obligation to provide and maintain rental facilities in a usable, livable condition. This principle comes from the Civil Code and is usually reflected in standard lease contracts.

In simple terms:
• You, as the tenant, pay rent in exchange for
• The landlord providing livable conditions, including functioning basic facilities such as the air conditioner, water heater, plumbing, etc.

Therefore, if an air conditioner that is listed as part of the rental facilities breaks down due to normal aging or wear and tear, the repair cost is generally the landlord’s responsibility.

However, this principle is not applied in isolation.

In practice, it is:
• Reflected and sometimes narrowed or clarified in your individual lease contract, and
• Closely connected to the equipment list attached to the contract (what is considered “equipment” vs. something else).

This is why checking your contract and equipment list carefully is essential.

In Tokyo, for example, landlords and agents are required to provide an explanatory document based on the Tokyo Metropolitan Ordinance for the Prevention of Rental Housing Disputes. This document highlights items that often lead to disputes, including who is responsible for certain repairs during the tenancy. When this is explained to you at contract signing, it is very important to listen carefully and make sure you understand:
• Which types of repairs you are expected to pay for, and
• Which types of repairs should properly be borne by the landlord.

Keeping that document and your contract in an accessible place will help you later when something goes wrong.
Even though this legal principle exists, some leases include special clauses that limit the landlord’s responsibility for repairs. These are normally explained at the time of contract, but it is still important for tenants to pay close attention and confirm these points carefully on their own.

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First Rule: Contact the Management Company or Landlord Immediately

In Japan, the basic rule is that you should not arrange repairs on your own without permission.

As a matter of practice:
• The landlord has the right to choose the repair contractor, and
• If you hire someone on your own without prior approval, the landlord may later say:
✅the cost is too high,
✅the repair was unnecessary, or
✅they are not responsible for reimbursing you.

So even if the repair itself was necessary, going ahead before getting approval can weaken your reimbursement claim.

Your first step should always be to contact:
• The property management company, if there is one; or
• The landlord (owner), if the property is self-managed.

If there is no management company, it is often easiest to contact the real estate agent who handled your lease or the landlord directly, using the contact information in your contract.

However, there are also situations where there is no management company, the landlord is a private individual who cannot be reached right away, and even the real estate agent who handled the lease isn’t willing to offer immediate help. In such moments, tenants can easily feel completely at a loss.

So that you are not left scrambling in situations like this, you should also confirm at contract signing:
• Who to contact in an emergency,
• Whether there is a 24-hour emergency number, and
• What to do if the landlord is temporarily unreachable.

If you are not sure now, take a moment to look at your lease again. There should always be a contact for the landlord or the agent.

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Exception: Truly Urgent Emergency Situations

But what if there is no management company, the agent is not responding, the landlord cannot be reached, and the situation clearly cannot wait?

For example:
• The air conditioner has completely stopped during extreme summer heat or severe winter cold
• Water is leaking and damaging the apartment or the neighbor’s unit
• There is an electrical issue that may pose a safety risk

In such cases, waiting indefinitely for a reply may not be realistic and there is a practical exception to the general rule.
If the situation clearly affects health, safety, or the basic habitability of the unit, and you have made reasonable efforts to contact the landlord or management company, you may proceed with calling a repair service directly, before obtaining prior permission.

In these circumstances, whether you are reimbursed later will depend heavily on:
• How clearly you can show that it was a genuine emergency
• Whether you tried to contact the landlord or management company first
• Whether the repair cost was reasonable and appropriate

In addition, when contacting the landlord, it can be helpful to leave a record stating that if you do not receive a response by a certain deadline, you will proceed with arranging the repair on your own. Keeping this communication on record, such as by email or message, can be helpful later.

Normally, tenants are reimbursed for reasonable repair costs they have temporarily covered. That said, reimbursement is not guaranteed, and each case will depend on the specific circumstances and the landlord’s judgment.

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If You Have No Choice But to Repair First: Keep Everything on Record

If you are ever forced to proceed with repairs before obtaining approval, the most important thing you can do to protect yourself is to keep clear records in any form.

You should:
• Keep records of your attempts to contact the landlord or management company (call logs, emails, text messages)
• Leave a message stating that if you do not receive a response by a certain deadline, you will proceed with arranging the repair yourself
• Take photos and videos of the problem before any work is done
• Obtain a detailed invoice from the repair company.

Your choice of contractor also matters. In recent years, many repair companies advertise very cheap, quick services online. While some are reliable, there have also been many reported cases where the final bill turned out to be unreasonably high.

For that reason, if you choose a contractor yourself, it is often safest—though sometimes it may look slightly more expensive—to ask the manufacturer’s official support service to handle the repair.

In my experience, when I compare various options each year, the manufacturer’s official support tends to be the most trustworthy and easiest to justify to the landlord afterward. If the invoice comes from an official service desk, it is much harder for the landlord to argue that the cost is unreasonable.

Once the repair is completed, report everything to the landlord or management company as soon as possible, attaching your photos, communication records, and invoice.
The strength of any reimbursement claim in these situations depends very much on your evidence and documentation.

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The Role of Insurance

Even if you take all of these steps carefully, there is unfortunately no guarantee that reimbursement will go smoothly. Some landlords may still hesitate or push back in various ways, so it is important to proceed cautiously.

Another important point that is often overlooked is insurance coverage. In practice, tenants in Japan usually enroll not only in fire insurance, but also in household (contents) insurance at the time of move-in, and landlords themselves are also usually covered by some form of property insurance.

When a repair issue arises, it is well worth checking whether any part of the damage might be covered by insurance—it can be broader than people expect. Landlords, too, often forget the exact scope of their coverage, so gently reminding them by asking, “Would this be covered by insurance?” can sometimes be very effective.

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When a Small Problem Can Become a Big Responsibility

On the other hand, if a problem exists but you leave it unattended simply because it does not seem serious or does not bother you at the time, you may later be held responsible if that neglect leads to more significant damage. For example, a small water leak that is ignored can eventually cause damage to floors, walls, or even neighboring units. In such cases, the resulting damage may become the tenant’s financial responsibility.

For this reason, whenever you notice any kind of malfunction or irregularity—whether or not it seems to require immediate repair—it is always wise to report it to the landlord or management company as soon as possible.
However, there is no need to be overly anxious about every small detail.

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“Equipment” vs. “Leftover Items” — This Directly Affects Who Pays

While this is less common than it used to be, there is another point that often confuses foreign tenants: the air conditioner (or other appliance) in your unit is not always legally considered the landlord’s equipment.
In Japanese practice, items are often categorized as:
• Facilities / Equipment → Officially provided and owned by the landlord
• Leftover Items → Items left behind by a previous tenant and simply “left in place”

The general rule is:
• If it is official equipment: the landlord usually pays for repairs due to normal aging
• If it is a leftover item: the tenant often bears the repair or replacement cost

In most cases, this information is stated in the Explanation of Important Matters. If the air conditioner is classified as a special case, such as a “leftover item,” this would normally be explained.

Again, it is important to listen carefully and make sure you fully understand the explanation at that stage.
If it is unclear, don’t guess—ask the real estate agent or landlord to confirm.

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When the Tenant Must Pay

Even when the air conditioner is clearly landlord-owned equipment, there are cases where the tenant will be expected to pay for repairs. This usually happens when the damage is linked to negligence or misuse, for example:
• Never cleaning the filters, causing the unit to fail
• Ignoring clear signs of malfunction and continuing to use the unit
• Causing water damage through incorrect use
• Using the wrong voltage or doing unsafe DIY wiring

In broad terms:
• Natural aging and normal wear → Landlord responsibility
• Tenant negligence or misuse → Tenant responsibility

If you installed your own air conditioner, or if the unit is categorized as a leftover item, you should assume that you will be responsible for repair or replacement.

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Standard Repair Process in Japan

In a normal, non-emergency case, the process generally follows these steps:

1. You contact the landlord or management company.
2. You explain the symptoms and, if possible, provide the manufacturer and model number.
3. The landlord or management company arranges a repair visit with their contractor.
4. In most cases, you are asked to be present for the visit. If you cannot take time off work, you can ask whether the landlord or management company might attend on your behalf.
5. If parts need to be ordered, a follow-up visit is scheduled.

Even when the landlord is paying, it is important to confirm the expected schedule, especially in extreme weather. During busy seasons, it may take some time before a technician can come.

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Can Rent Be Reduced If the Air Conditioner Is Unusable?

If the air conditioner is unusable for a longer period and your daily life is clearly affected, it may be possible to request a temporary rent reduction.

However, there is no fixed amount set by law, and in reality:
• It is a relatively rare remedy,
• The outcome depends heavily on the landlord, the length of the problem, and how clearly the impact on your living conditions can be shown.

It is something you can discuss, but it is better to approach it as a negotiation, not a guaranteed right.

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What If Only the Remote Control Breaks?

If only the remote control stops working and the cause is natural wear and tear, the landlord will usually cover the cost of repair or replacement, as it is part of the overall air conditioning system.
If the problem is simply that the batteries are dead, of course, that is the tenant’s responsibility—so always try replacing the batteries first.

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Can You Request Professional Air Conditioner Cleaning?

As a tenant, you are expected to clean the filters and accessible dust on a regular basis yourself.
This not only helps the unit run more efficiently but can also reduce your electricity bills.

If you want professional deep cleaning by a specialist company, you should always ask the landlord or management company first. Legally, the air conditioner is usually the landlord’s property, and if a cleaning company causes damage, the situation can become complicated. In some cases, the tenant may be held responsible for repair or replacement costs if the landlord did not approve deep cleaning.
Most landlords arrange professional cleaning after tenants move out, using contractors they already trust. If you feel that deep cleaning is needed, it is best to ask the landlord to introduce their usual service provider. Since the landlord usually works with the same cleaning company, the cost is often quite reasonable.

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Final Check at the Time of Contract (Summary Checklist)

As discussed throughout this article, many problems can be avoided simply by clarifying a few key points at the time of contract signing. However, when you are signing a lease, you are often busy with moving arrangements and may not have the time or energy to think about “what if something breaks later?”.

So, to summarize, here is a simple final checklist you should confirm at the time of contract:
• Which facilities are landlord-owned equipment and which are not
• Who is responsible for which kinds of repairs
• Which contact numbers to use in normal situations and in emergencies

The explanation may be long, and there may be a lot of paperwork, but taking the time to understand these points calmly at the beginning can save you from much greater stress later.

I always make a special effort to explain these important points in a way that is easy for foreign residents to understand. After move-in, I also support my clients by standing between them and the landlord or management company when negotiations or detailed explanations are needed, so that they can live in Japan with more peace of mind.

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Support for Foreign Residents Renting in Japan

I provide full rental support for foreign residents in Japan, including:
• English communication with landlords and management companies
• Ongoing support so you can feel secure living in Japan
• Contract reviews and explanation of key clauses
• Move-in and move-out assistance

If you ever feel unsure or stressed about a rental issue in Japan,
please feel free to contact me anytime.

References: Ordinance for the Prevention of Residential Rental Disputes in Tokyo & Guidelines for Preventing Tenant-Landlord Disputes