Maintaining a rental apartment in Japan involves understanding the boundaries between tenant and landlord responsibility, navigating repair requests, and preparing correctly for move-out. Japan’s rental system has clear rules — but some are more favorable to tenants than many foreign residents expect.
Tenant vs. Landlord Repair Responsibilities
Japan’s Civil Code (民法) establishes a clear default framework:
Landlord’s responsibility: structural repairs, major system repairs (plumbing, central heating, electrical panels), and fixing anything that renders the apartment uninhabitable or significantly reduces its use. If the water heater breaks, the landlord must repair it promptly. If a window breaks due to building settlement, the landlord repairs it. If a defect existed at move-in and wasn’t disclosed, the landlord is responsible.
Tenant’s responsibility: damage caused by the tenant’s negligence or misuse — a hole in the wall, stains from spills, broken fittings due to misuse. Also minor consumables: light bulbs, air conditioner filters, battery-powered smoke detectors, and keeping the apartment clean.
Normal wear and tear (通常損耗) — the gradual fading of walls, minor scuffs, normal aging of flooring from use — is the landlord’s financial responsibility at move-out under Ministry of Land guidelines. Your contract may contain special clauses (特約) modifying this — read them carefully before signing.
Requesting Repairs from Your Landlord
In Japan, repairs are typically requested through the property management company (管理会社), not directly to the landlord. Your rental contract and move-in paperwork should list the management company’s contact. For urgent repairs (water leak, no hot water, no heating in winter), call immediately — Japanese property management companies are generally responsive to urgent issues. For non-urgent repairs, a written request (email is fine) creates a paper trail.
Common repair scenarios:
- Water heater (給湯器) failure — call management company immediately; landlord covers repair/replacement
- Air conditioner malfunction — if the unit was present at move-in, landlord typically covers repair; if you brought your own unit, you cover repair
- Clogged drain (排水詰まり) — if from normal use, landlord covers a plumber; if from tenant negligence (hair, foreign objects), tenant may be charged
- Pest issues (害虫) — cockroaches, ants, and similar pests: if pre-existing, landlord’s responsibility; if from tenant’s food storage practices, shared responsibility. Notify management in writing.
Air Conditioner Filter Cleaning
Air conditioner filter cleaning is a tenant maintenance item in Japan. The filter should be cleaned every 2–4 weeks during heavy use periods — this maintains efficiency and prevents mold growth. The filter slides out from the front panel of the indoor unit. Vacuum or rinse under water, allow to dry completely before reinstalling. Neglecting filter cleaning leading to decreased efficiency or mold issues may be considered tenant negligence at move-out.
Ventilation and Mold Prevention
Japan’s humidity — particularly during the rainy season (June–July) and in older buildings — creates conditions for mold (カビ) growth. Ventilate daily, run the bath fan continuously, and use a dehumidifier (除湿機) in humid months. If mold appears on walls or ceilings as a result of structural issues (inadequate insulation, water infiltration), notify the management company in writing — this is their repair. If mold develops due to poor ventilation habits, tenants share responsibility. Act quickly — small mold spots are manageable; large infestations require professional treatment.
Preparing for Move-Out
Japan’s move-out process (退去) requires leaving the apartment in the same condition as received — minus normal wear and tear. Practical steps:
- Patch small nail holes from hanging pictures — standard-size nail holes are typically tenant responsibility in Japanese practice (different from some Western countries where they’re considered normal wear)
- Clean thoroughly — kitchen (range hood and stove), bathroom, toilet, and floors. Even if your contract includes a professional cleaning fee, leaving it clean reflects well in the inspection
- Restore any furniture marks on flooring — use furniture felt pads during tenancy to prevent deep indentations
- Remove all belongings including large items — do not leave furniture or appliances for the landlord to dispose of without agreement
- Return all keys — including copies made during tenancy. Failure to return all keys may result in a lock change charge
Move-Out Inspection and Deposit Return
Schedule the move-out inspection (退去立会い) with the management company for your last day or after final cleaning. Both you and a management representative walk through the apartment together. Note: you are not required to sign any document agreeing to deductions on the spot — request a written itemized statement (見積書) of claimed deductions and review it at home. Japan’s consumer protection guidelines and the Ministry of Land’s model contract strongly favor tenants on normal wear claims. If deductions seem unreasonable, contact your local consumer affairs center (消費生活センター) — they provide free mediation and Japan’s track record on these disputes increasingly favors tenants who know their rights.