Renting a home is one of the biggest challenges when first moving abroad. What is the complete process for foreigners to rent a property?

Hey there! Just arrived in Japan, and finding a rental is definitely the top priority—it's also a pitfall many people stumble into. Don't worry, while it can be tedious, the process is fixed. Let me break it down for you step by step, so you'll have a clear picture. By the end of this, you'll understand exactly what to do.

Renting an apartment is one of the biggest challenges when first moving to Japan. What's the complete process for foreigners?

Let's divide the whole process into five major steps, like clearing levels in a game. We'll tackle them one by one.

Level 1: Preparation Phase - "Stocking Up on Ammo and Gear"

Before you even start viewing places, you need to prepare some essentials. Otherwise, even if you find the perfect place, it won't matter.

Money! Money! Money! (Initial Cost Budget) Initial rental costs in Japan are very high—it's not like the "one month's deposit plus three months' rent" common back home. You need to prepare a large sum, typically 4-6 times the monthly rent. This includes:
- Shikikin (Security Deposit): Usually 1-2 months' rent. Deductions for cleaning/repairs are made upon move-out, and the remainder is refunded.
- Reikin (Key Money/Gratuity): Usually 0-2 months' rent. Essentially a "thank you fee" for the landlord, non-refundable.
- Chukai Tesuryo (Agency Fee): Fee for the real estate agent, usually one month's rent + consumption tax.
- Hosho Gaisha Riyoryo (Guarantor Company Fee): Required for most foreigners renting. More details later. Cost is roughly half to one month's rent initially, plus an annual renewal fee of around ¥10,000.
- Yachin (First Month's Rent): Rent for the month you move in.
- Kasai Hokenryo (Fire Insurance): Mandatory, usually ¥10,000-¥20,000 covering two years.
- Kagi Kokandai (Lock Change Fee): Fee for changing locks for security, typically ¥15,000-¥25,000.
Example: If you find a place with ¥80,000 monthly rent, initial costs could be as high as ¥80,000 x 5 = ¥400,000 (approx. ¥20,000 RMB). So, make sure you have enough funds ready!
Identification Documents
- Zairyu Card (Residence Card): Your ID in Japan, the most important document.
- Passport: For backup.
- Proof of Income/Enrollment: If employed, need an "Offer Letter" or "Employment Certificate"; if a student, need a "Certificate of Enrollment" or "Letter of Acceptance." This proves you can afford the rent.
Emergency Contact and Guarantor This is the biggest hurdle for foreigners renting!
- Kinkyu Renrakusaki (Emergency Contact): Must be someone residing in Japan, preferably a Japanese citizen or permanent resident foreigner. The landlord contacts them if they can't reach you urgently. Often a teacher, colleague, or senior.
- Rentai Hoshonin (Joint Guarantor): The most troublesome part. Traditionally requires a Japanese citizen with stable income to guarantee you. If you don't pay rent, they must pay for you. This is nearly impossible for foreigners new to Japan.
- Solution: Hosho Gaisha (Guarantor Company) Nowadays, most landlords require (or allow) you to use a "Guarantor Company." Simply put: You pay a company to act as your guarantor. This is the best option for foreigners. It costs money but solves the biggest problem. When looking, ask the agent directly: "Can I use a guarantor company for this property?"

Level 2: Property Search Phase - "Finding a Needle in a Haystack" Efficiently

With preparations done, you can start your search.

Where to Look?
- Fudosan-ya (Real Estate Agencies): The most common way. Listings on sites like SUUMO, HOMES, and at home are managed by agencies. You can visit physical branches like Apaman Shop, Mini Mini, or Able.
- Online Platforms: Filter listings on SUUMO or HOMES apps/websites, then send links to an agent to handle inquiries. This is very efficient.
- Agencies Specializing in Foreigners: Some agencies cater specifically to foreigners. Communication is smoother, their listings are more foreigner-friendly, and screening is often more lenient.
- UR Housing: Government-affiliated public housing. Pros: No key money, no agency fee, no guarantor needed! But there are income requirements, properties are often older, and locations might be less central.
Understanding Listings
- 1R, 1K, 1DK, 1LDK: Layout types. R = Room, K = Kitchen, D = Dining, L = Living. 1R means kitchen and bedroom share one space; 1K has a separate kitchen.
- Mansion: Reinforced concrete apartment building, usually higher-end with better soundproofing.
- Apartment: Wooden or light steel-frame building, 2-3 stories. Often cheaper rent but poorer soundproofing.
- 徒歩5分 (To-ho 5-fun): Walking time to the nearest station.

Level 3: Viewing & Application - "Site Visit" and "Submitting Your Resume"

Found a place you like? Next comes the viewing and application.

Naiken (Viewing) Contact the agent to schedule a viewing. Inspect carefully:
- Natural light and ventilation.
- Stains or damage on walls/floors.
- Water pressure (turn on taps).
- Mobile phone signal strength.
- Surroundings: Proximity to supermarkets/convenience stores, noise levels at night.
Moshikomi (Application) If you like it, tell the agent you want to apply. Fill out an "入居申込書" (Application for Occupancy) with personal info, work/school details, income, emergency contact, etc. Be honest!
Shinsa (Screening) After submission, the landlord and guarantor company conduct a background check. They'll call your emergency contact and possibly your employer/school to verify details. They assess:
- Are you reliable?
- Can you pay rent on time?
- Is your residency status valid?
This usually takes 3 days to 1 week. If approved, congratulations—you're almost there!

Level 4: Signing & Payment - "Putting Pen to Paper" and "The Big Payout"

After passing screening, it's time for the formalities.

Juyo Jiko Setsumei (Important Matters Explanation) Before signing, an agent with a "Takken-shi" license will explain key contract terms in detail. It's long and full of legal jargon, but crucial. Ask questions if anything is unclear!
Keiyaku (Contract Signing) After the explanation, sign the lease agreement (賃貸借契約書). Signatures are often acceptable for foreigners now.
Paying Initial Costs At or before signing, pay the large sum calculated in Step 1 via bank transfer to the agent's specified account.

Level 5: Moving In - "Starting Your New Life"

Congratulations! The hardest part is over!

Kagi Watashi (Receiving Keys) Usually on the contract start date (when rent payments begin), collect keys from the agency.
Setting Up Utilities & Internet
- Electricity, Water, Gas (Denki, Suido, Gas): Apply to connect services yourself before moving in, via phone or online. The agent usually provides contact info. Gas requires an appointment for activation.
- Internet: Requires a separate application. Installation takes time, so start applying at least a month early.
Property Condition Check First thing after moving in: Take photos of everything! Especially existing stains, scratches, or damage. Document it thoroughly and ideally confirm it with the agent or management company. This prevents unfair deposit deductions later when you move out.

Tips for Foreign Friends

Stay Positive: Due to language/cultural differences, some landlords hesitate to rent to foreigners. Rejections happen—don't get discouraged, just keep looking.
Show Sincerity: Dress neatly, be polite, and make a good impression on agents/landlords to increase your chances.
Use the Right Tools: Tell agents upfront: "I'm a foreigner and need a property that allows guarantor company use (保証会社が利用できる物件)."
Understand the Culture: Japan highly values "not causing trouble to others." The guarantor system, strict garbage sorting, and noise sensitivity reflect this. Understanding this helps you integrate better.

The process seems complex, but by following these steps and preparing well, you'll definitely find your ideal home in Japan! Good luck!