Before you unpack in a new apartment in Japan, take a careful look around. A scratch on the floor, a stained wall or a broken fixture may already be there. Recording the condition at move-in makes it easier for you and the property manager to discuss repairs now and compare the room’s condition when you eventually leave.
Japan’s Ministry of Land, Infrastructure, Transport and Tourism (MLIT) provides an English move-in and move-out condition checklist (PDF). You can use the manager’s own form if one is provided; the official example shows what to inspect.
What to do before your furniture hides the details
- Ask for the move-in inspection form. Check whether your lease or management company specifies how and when to report existing damage. Follow that process and keep a copy.
- Walk through each room in daylight. Photograph the whole room, then take close-ups of marks, stains, cracks or broken parts. Include enough surrounding area to show where each issue is.
- Test equipment safely. Try doors, locks, lights, ventilation, faucets, drains, toilet, intercom and installed air conditioning where service is available. Do not attempt repairs yourself.
- Write a short, precise list. Record the room, location, condition and date. For example: “Living room, wall beside window: existing 3 cm scratch.” Avoid claiming that a defect has a cause you cannot verify.
- Send the list and photos to the management company. Use its portal or email if possible so you have a dated record. Ask for confirmation and which items will be repaired.
- Save the response. Keep the inspection form, photos, correspondence, lease and any repair records together for move-out.
If you discover a water leak, unsafe electrical issue or another urgent problem, contact the management company promptly through its emergency route rather than waiting to finish the checklist.
A room-by-room inspection list
| Area | Look and test |
|---|---|
| Entrance | Door, lock and keys, intercom, shoe cabinet, mailbox. |
| Living and bedrooms | Walls, ceiling, floor, windows, screens, closets, lighting, outlets and installed air conditioner. |
| Kitchen | Sink, faucet, drains, cupboards, ventilation fan, cooktop and water heater controls. |
| Bathroom and toilet | Bathtub, shower, taps, drainage, ventilation, toilet and visible signs of leaks or mold. |
| Balcony and other spaces | Balcony door, rail, drainage and any fixtures listed in your lease. |
The MLIT form has spaces for the condition at both move-in and move-out and recommends describing wear specifically, with photos where helpful. Your building may have a different list, so record anything relevant to your actual apartment.
Useful Japanese for the inspection
| Japanese | Reading | Meaning |
|---|---|---|
| 入居時 | nyūkyōji | At move-in |
| 退去時 | taikyoji | At move-out |
| 物件状況確認リスト | bukken jōkyō kakunin risuto | Property condition checklist |
| 傷 / 汚れ | kizu / yogore | Scratch or damage / stain or dirt |
| 設備の不具合 | setsubi no fuguai | Equipment problem |
| 原状回復 | genjō kaifuku | Restoration under the lease when leaving |
| 敷金 | shikikin | Security deposit |
To ask for the form, say 「入居時の物件状況確認リストはありますか。」 (Nyūkyōji no bukken jōkyō kakunin risuto wa arimasu ka?) — “Is there a move-in property condition checklist?” To report an existing mark: 「入居時からこの傷があります。写真をお送りします。」 (Nyūkyōji kara kono kizu ga arimasu. Shashin o okurishimasu.) — “This scratch was here when I moved in. I’ll send a photo.”
Why this matters at move-out
When the tenancy ends, use our move-out checklist for the notice, inspection and keys, then compare your condition record with the final statement.
MLIT’s English explanation of restoration (PDF) distinguishes damage caused by a tenant’s intentional acts, negligence or use beyond normal use from ordinary wear and aging. The exact discussion depends on the lease, the condition of the property and the circumstances. Photos do not automatically settle a dispute or guarantee a full deposit refund; they help establish what was already present.
Read the lease for cleaning provisions and other agreed conditions, and raise unclear terms with the agent before signing. During your stay, report new defects promptly and ask the manager before altering or repairing installed fixtures. Keep dated records of those conversations as well.
Still comparing apartments? Our apartment viewing checklist helps with the decision before you sign. For move-in logistics, see electricity, gas and water setup and the address-change checklist.
Official resources: MLIT’s rental housing guidance for foreign nationals links to the English condition checklist and restoration leaflet.
