When you decide to move to Japan, your first instinct may be to start browsing listings and exploring what kind of homes are available and what kind of homes you want to live in. Of course, researching neighborhoods and properties is important. However, at the same time, it is equally important to understand the rental application process and the required documents—and to start preparing them in parallel.
Why?
In Japan, rental properties—especially good ones—can be taken very quickly. Applications are often reviewed on a first-come, first-served basis, and landlords tend to favor applicants who can submit complete documentation immediately. Even if you find the perfect apartment, delays in paperwork can mean losing the opportunity to another applicant.
(For a detailed explanation of the rental process in Japan, please refer to this article.)
Why Preparing Documents Early Is Important
In Japan, good rental properties can be taken very quickly. Many applications are handled on a first-come, first-served basis. That is why, when planning a move to Japan, I strongly recommend thinking about both property research and application preparation at the same time. Being ready with the right documents not only reduces stress but also significantly improves your chances of securing the home you want.
In Japan, using a rent guarantor company has become standard practice in residential leasing. As a result, when you apply for a rental apartment, your application is usually reviewed first by a guarantor company. Your identity and financial situation are thoroughly reviewed by a guarantor company. If the guarantor approves your application, the landlord then makes the final decision. This is why various documents are required at the application stage.
This is especially important for foreign applicants, as required documents vary depending on individual circumstances. Even if you have not yet arrived in Japan, it is still possible to rent an apartment—but doing so may require additional coordination regarding residency status and documentation.
Once you arrive in Japan, obtaining documents from your home country can become time-consuming and inconvenient. In addition, adjusting to daily life in a new country is already stressful, and it is best to minimize administrative burdens as much as possible.
For these reasons, I recommend that you start preparing the necessary documents at the same time you begin considering renting in Japan.
Please keep in mind that required documents may vary depending on your situation (company employee, student, self-employed, newly arrived, etc.). If you are unsure, the best first step is to consult a trusted real estate agent early.
Why Rental Screening Is So Strict in Japan
Japan has strong legal protections for tenants. Once a tenant moves in, it can be very difficult for a landlord to terminate a lease or refuse renewal. To do so, the landlord must demonstrate a legally recognized “justifiable reason,” and the threshold for this is quite high.
While there are limited situations where termination may be permitted—such as prolonged rent delinquency or serious tenant misconduct—the process is complex, time-consuming, and burdensome for landlords. As a result, landlords are very cautious at the screening stage.
In addition, guarantor companies are legally responsible for covering unpaid rent on your behalf. Naturally, they conduct strict screening to assess your financial stability and reliability.
As a result, documentation is used to confirm the following:
- Identity
- Stable income or ability to pay rent
- Employment or school status
- Emergency contact information
- Residency status and expected length of stay
Checklist: Core Documents Most Applicants Need
Below are the documents most commonly required when applying for a rental apartment in Japan.
1) Identification
You will typically be asked to submit one or more of the following:
- Passport (including visa page)
- Residence Card (Zairyū Card) — if applicable
- A Certificate of Eligibility (COE) (If you have not yet obtained a visa.): A document issued by the Immigration Services Agency of Japan confirming that a foreign national meets the requirements for a specific residence status.
- Certificate of Residence
Important notes:
- Residence cards are issued either at the major airports upon arrival. If a residence card is not issued at the airport, it will be mailed by the Immigration Services Agency to your registered address after you complete your resident registration at the local municipal office. (Residence cards are issued only to long-term residents staying for more than three months.)
- The residence card issued at the airport does not include your address. After securing housing in Japan, you must complete resident registration at the local municipal office that has jurisdiction over your address (within 14 days of establishing your residence).
- Once registered, you can obtain a Certificate of Residence (Juminhyo), and your address will be recorded on your residence card.
- Your visa expiration date must extend beyond the lease term you are applying for.
2) Proof of Income / Ability to Pay
This is one of the most important elements in the screening process.
Commonly requested documents include:
- Certificate of employment
- Recent payslips (usually 3 months)
- Tax-related documents
- Bank balance statement (often required for overseas applicants, students, or self-employed individuals)
If you are relocating for work and have not yet started your job, you may submit:
- Offer letter or employment contract showing salary and start date
- Company transfer letter (if applicable)
3) Employment / Company Information
Applications typically require details such as:
- Company name and address
- Company phone number
- Your job title or position
- Length of employment (or start date if newly hired)
4) Emergency Contact Information
Even when using a guarantor company, you will usually be required to provide an emergency contact in Japan.
Commonly accepted options include:
- A family member living in Japan (often difficult for foreign residents)
- Your supervisor or manager at your Japanese workplace
- A school or university representative (for students)
In some cases, landlords may accept a friend living in Japan, but this is not guaranteed. Your real estate agent can advise what is likely to be accepted for the specific property you are applying for.
If You Are a Student
Students are often required to submit additional documentation, such as:
- Student ID or proof of enrollment
- Acceptance letter from the school
- Scholarship documentation (if applicable)
- Financial sponsor information (if supported by parents or guardians)
In some cases, parents or guardians living overseas may also be asked to submit proof of financial ability.
Bank Account and Phone Number : A Common Challenge for New Arrivals
In addition to the documents listed above, a Japanese phone number and a Japanese bank account are typically required when applying to a guarantor company.
For those who have not yet arrived in Japan—or who have arrived only recently—this can be tricky.
Rent is usually paid via automatic withdrawal from a Japanese bank account, so bank account information is generally required at the contract stage. However, opening a bank account in Japan requires having a registered address.
Similarly, most foreigners do not have a Japanese phone number prior to arrival.
As a result, many people find themselves caught in a loop:
you need a home in order to open a bank account or get a phone number, but you need a bank account and phone number in order to rent a home. This often leaves people wondering where they should even begin.
That said, some guarantor companies are flexible and are willing to work around this issue as long as you can demonstrate the ability to pay. In many cases, the initial costs—typically includes more than one month’s rent—must be paid in advance by bank transfer.
In addition, until automatic bank withdrawals can be set up, some guarantor companies may accept alternative payment methods, such as bank transfers, overseas credit cards, or convenience store payments, depending on the situation.
When it comes to mobile phone services, major carriers in Japan generally require a registered Japanese address. However, there are providers that do not require an address, or in many cases, newcomers use an eSIM temporarily until their address is registered.
Compared to applying after arrival, renting before coming to Japan involves higher procedural hurdles, but it is certainly not impossible.
On the other hand, arriving in Japan without secured housing can also be extremely stressful.
(I will cover the typical strategies for that situation in a separate article.)
Personal Support for a Smooth Move to Japan
As this article has shown, relocating to Japan can feel overwhelming, with many unfamiliar procedures and requirements. Finding a rental home that is friendly to foreign residents is only part of the process. I also provide personalized support with document preparation, and can accompany you to local government offices, banks, and mobile phone shops as needed. At times, I meet my clients at the airport upon their arrival in Japan to hand over the keys to their new home.
My goal is to help things move forward smoothly, efficiently, and with as little stress as possible, by offering flexible support tailored to each client’s individual situation and needs.
This level of flexibility and hands-on support is one of the key advantages of working with an independent agent.
If you have any questions or would like guidance at any stage of your move, please feel free to get in touch for a consultation.
