What are move-out fees? The basic costs involved when moving out of a rental property.
Move-out expenses refer to the total costs incurred when vacating a rental property, including restoration, house cleaning, and renovations. These payments aim to return the property to its original condition, including repairs to walls and floors, replacement of fixtures, interior cleaning, and electrical equipment inspections. The amount charged varies depending on the property's condition, contract details, tenancy period, and layout, and in some cases, the amount may be higher than the market rate.
For those renting an apartment for the first time, or those moving from an apartment to a condominium, it can be difficult to determine which expenses are necessary and which are not. First, it's important to understand the structure of move-out expenses and to have a clear grasp of what you need to pay and what your responsibilities are.
When and how move-out fees are incurred
Move-out fees are incurred when the lease agreement is terminated and the move-out date approaches. Generally, after the tenant vacates the room, the management company or landlord will conduct an inspection to check the condition of the room, and the fees will be calculated based on the results.
During this inspection, the landlord will also check for any issues such as stains on walls and floors, damage to fixtures, malfunctions in electrical switches and lighting fixtures, and discoloration in ventilation fans and bathrooms, to determine if house cleaning is necessary. Any repairs or replacements deemed necessary will be charged as part of the restoration costs. The final cost will be determined after the inspection, when an estimate and detailed statement will be presented for the tenant to review.
In some cases, the cost is deducted from the security deposit, and in other cases, it may include a portion of the renovation costs for the next tenant.
Main items and typical amounts charged
The items included in move-out costs are wide-ranging. Typical examples include replacing wallpaper or XROSS, repairing floors or flooring, replacing tatami mats or sliding doors, cleaning air conditioners and ventilation fans, cleaning bathrooms, kitchens, and showers, and inspecting screens and windows.
The cost varies depending on the size of the property, the number of facilities, and the extent of damage. For a 1K or 1DK apartment, it may cost around 30,000 to 60,000 yen, while for 2LDK or larger apartments, it can exceed 100,000 yen. Furthermore, if there were pets or smoking, odor removal and complete wallpaper replacement may be necessary, which tends to increase the cost.
If you feel that the billed amount is actually higher than the market rate, it is important to request quotes from multiple companies and compare and consider them.
How to check the scope of liability as stated in the contract or special clauses.
The scope of responsibility for move-out expenses is clearly stated in the lease agreement and any special clauses. The contract signed upon moving in often specifically outlines the conditions for restoring the property to its original condition and the items the tenant is responsible for, so checking this is the first step.
In some cases, special clauses may stipulate that "the tenant is responsible for the cost of replacing all wallpaper," setting the tenant's responsibilities more broadly than the guidelines suggest. It is advisable to reread the contract, inquire with the management company or real estate company if anything is unclear, and, if necessary, consult a third party to protect your rights as a consumer.
In particular, if there are discrepancies between the Ministry of Land, Infrastructure, Transport and Tourism guidelines and the contents of the contract, it is important to understand which takes precedence and proceed with the move-out procedures in a way that is satisfactory to you.
What are the Ministry of Land, Infrastructure, Transport and Tourism guidelines? Standards and principles for restoring the property to its original condition.
The Ministry of Land, Infrastructure, Transport and Tourism guidelines were created to clarify the scope of responsibility for restoration costs incurred when vacating a rental property. The official name is "Guidelines on Disputes Regarding Restoration to Original Condition," and it outlines the criteria for expenses that tenants are not required to pay, such as deterioration due to age and normal wear and tear.
While not a law, this information is treated as important evidence in court proceedings, consumer affairs centers, and real estate company dispute resolution across the country. It's also helpful for first-time renters and those considering moving. Understanding the guidelines will help you determine if the requested amount is reasonable and avoid unfair burdens.
Purpose and positioning of the guidelines
The purpose of the Ministry of Land, Infrastructure, Transport and Tourism guidelines is to reduce disputes regarding move-out costs in lease agreements and to ensure that restoration to the original condition is carried out in a way that is acceptable to both the landlord and the tenant.
In rental properties, tenants incur costs upon moving out for repairs to walls, floors, and fixtures, as well as house cleaning. However, the scope and amount of these costs vary depending on the property and its management. Past court cases and consumer consultations have shown that there are often significant differences in the amount charged. The guidelines clarify these ambiguities and establish standards such as the principle that wear and tear due to aging should be the landlord's responsibility.
Although not legally binding, these rules are widely used as standard practice in negotiations, mediation, and litigation.
Criteria for determining age-related deterioration and normal wear and tear
The guidelines emphasize the importance of distinguishing between deterioration due to aging and normal wear and tear. Deterioration due to aging refers to deterioration that naturally occurs over time as residents live in the property normally.
For example, this includes discoloration of wallpaper due to sun exposure, loss of shine on flooring, and fading of tatami mats. On the other hand, normal wear and tear refers to unavoidable damage from use, such as marks from furniture placement, wear and tear on floors due to daily traffic, water stains in bathrooms and showers, and loose screens. Since these are not damage or deterioration caused by intent or negligence, the tenant is not responsible for them. Knowing the criteria for determining this will allow you to clearly assert "I don't need to pay for this" during inspections or when making claims.
Typical examples of cases where the tenant is not required to bear the cost.
The guidelines specify concrete examples of damages that tenants are not responsible for. Typical examples include discoloration of wallpaper and sliding doors due to sun exposure or heat from lighting, marks left by furniture and refrigerators, wear and tear or stains on tatami mats and carpets due to aging, and fading of screens and window frames.
Furthermore, routine cleaning of the air conditioner's interior, filter replacement, and cleaning of stains and watermarks in the bathroom and toilet are all considered within the scope of normal use. These fall under deterioration due to age and normal wear and tear, and are originally the landlord's responsibility. Even if you receive an exorbitant bill, citing these examples will give you an advantage in negotiations. It is important to have this knowledge in preparation for your next move-out or relocation.
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Examples of move-out fees you don't have to pay [Guideline compliant]
Some of the move-out costs are explicitly stated in the Ministry of Land, Infrastructure, Transport and Tourism guidelines as items that "the tenant does not need to bear." These mainly consist of wear and tear due to aging and normal use, and are unavoidable scratches and stains that occur during daily life.
Discoloration of wallpaper, wear and tear on flooring, and natural malfunctions of equipment are the landlord's responsibility and should not be charged to tenants. Understanding these standards will help you avoid paying unnecessary fees when moving out of a rental property, apartment, or condominium. In fact, many cases reported to consumer affairs centers and real estate companies involve problems caused by incorrect charges for these items.
Here, we will specifically explain some of the most common items that you don't have to pay for.
Discoloration and minor scratches on wallpaper/ XROSS
Discoloration of wallpaper or XROSS due to sun exposure or heat from lighting is considered normal wear and tear. The same applies to marks left by furniture or posters, and minor scratches or discoloration that are unavoidable during daily life. These are considered normal wear and tear and are not damage caused by the tenant's negligence or intent, so it is not reasonable under the guidelines to charge them as move-out costs.
For example, it's natural for XROSS to fade in some areas after living in a room for 3-5 years. Unless there's a special clause in the contract, this is the landlord's responsibility. If you are charged for it, explain the situation with evidence such as photographs.
Normal wear and tear on floors, hardwood floors, and tatami mats, and replacement.
Loss of shine on floors and hardwood floors, minor scratches, and fading or wear and tear on tatami mats are unavoidable signs of wear and tear in daily life. Replacing tatami mats and waxing hardwood floors are also generally considered to be due to wear and tear over time.
Guidelines state that dents and scratches caused by everyday walking and moving furniture are not the tenant's responsibility. While some tenants may demand exorbitant renovation costs under the pretext of "preparing for the next tenant," in reality, there is no obligation to pay for damages due to normal wear and tear. Always check the breakdown of the charges and the market rates to ensure the amount is reasonable.
Deterioration and natural failure of furniture, home appliances, and equipment over time.
It's inevitable that furniture, appliances, and equipment will naturally break down after years of use. Failures in refrigerator and washing machine motors, the lifespan of lighting and electrical appliances, and deterioration of water heaters are not the tenant's responsibility. These are normal occurrences, and the landlord is responsible for repairs or replacements. Even if a malfunction occurs during the lease term, the landlord is generally responsible for repairs unless the tenant is at fault. If a claim is made, it's effective to explain that the problem is due to age-related deterioration, citing the years of use and the manufacturer's recommended lifespan.
Air conditioner internal cleaning and filter replacement
Cleaning the inside of an air conditioner and replacing filters are considered normal wear and tear due to everyday use. Guidelines state that these costs should be borne by the landlord. If the tenant regularly cleaned the filters, the internal dirt is due to age, and there is no obligation to pay for it upon moving out. In some cases, exorbitant charges may be made under the guise of a full house cleaning package, so be sure to check the details of the work performed and the cost. Having photographic evidence and cleaning records can increase the likelihood of reducing the charge.
Marks and minor dents from refrigerator and furniture placement.
Minor marks and dents on floors and walls caused by placing refrigerators or large furniture are within the scope of normal wear and tear. For example, discoloration of walls due to heat from the back of a refrigerator, and minor dents in the floor from shelves or sofa legs are unavoidable. These signs of use are not the tenant's responsibility. If a claim is made, explain that they are "natural signs of living" to avoid making an unfair payment.
Staining and mold in bathrooms, toilets, and other wet areas (within normal usage limits)
Water stains, mold, and grime that occur in areas with water, such as bathtubs, toilets, sinks, and bathrooms, are unavoidable types of dirt from everyday use. Even with ventilation, some discoloration and blackening will occur in humid environments. The guidelines treat these as normal wear and tear and are not the tenant's responsibility.
However, if the damage worsens due to prolonged neglect, it may be considered negligence, so it is recommended to do a light cleaning before moving. If a claim is made, you can avoid the burden if you can prove that the damage occurred within the scope of normal use.
Cases where payment is required and why
There are cases where tenants are absolutely required to bear some of the costs associated with moving out. While the Ministry of Land, Infrastructure, Transport and Tourism guidelines state that the landlord is responsible for normal wear and tear and deterioration due to age, there are exceptions such as damage caused by intent or negligence, soiling due to neglect of daily cleaning and maintenance, or costs specified in special agreements. Since these are directly caused by the tenant's actions or lack of maintenance, the tenant is obligated to pay for repairs and house cleaning costs if requested. In fact, detailed statements prepared by real estate companies and management companies often include many items based on such negligence or special agreements.
Here, we will explain in detail when costs may be incurred and what the potential amounts may be.
Damage caused by intent or negligence (holes, graffiti, cigarette tar, etc.)
Damage or soiling caused intentionally or negligently by the tenant must always be borne by the tenant as part of the move-out costs. Typical examples include large holes in the walls, excessive use of thumbtacks, screws, or bolts, children's scribbles, damage caused by moving televisions or furniture, and nicotine stains or discoloration of wallpaper due to smoking.
These are not due to normal wear and tear, but rather damage caused by the tenant's actions, so the claim for repair costs is reasonable. In particular, cigarette tar can cause widespread odor and discoloration, sometimes requiring replacement of the entire wallpaper or repair of the underlying surface, which tends to result in high repair costs.
Removal of pet-related damage and odors
If you have kept pets, damage such as scratches on the flooring from their claws, tears in the wallpaper or sliding doors, and lingering odors will be the tenant's responsibility. Odors, in particular, can seep into the floorboards, walls, appliances, and carpets, and may require deodorizing work, parts replacement, or even renovations. The guidelines distinguish pet-related damage and stains from normal wear and tear and are not the landlord's responsibility. This rule remains the same even for pet-friendly properties, so it may be possible to keep the bill down by contacting a professional cleaning service and confirming the estimate and scope of work before moving out.
Mold, corrosion, and oil stains accumulate due to neglect.
Mold, corrosion, and grease stains resulting from neglecting daily cleaning and ventilation will be treated as the tenant's fault. Examples include grease buildup on exhaust fans left unattended for extended periods, mold and corrosion caused by neglecting condensation or water leaks, severe black mold in bathrooms and showers, and corrosion under kitchen sinks.
These are considered preventable damages that could have been avoided with proper maintenance, and therefore you are obligated to pay for any repair or cleaning costs. Oil stains and corrosion, in particular, may require parts replacement or specialized cleaning services, which can result in higher-than-average charges.
Points to note regarding special clauses that fall outside the guidelines
Lease agreements sometimes include special clauses that expand the tenant's responsibilities beyond the guidelines. For example, they may stipulate that "the tenant is responsible for the cost of completely replacing the wallpaper upon vacating the property" or "the tenant is always responsible for the cost of cleaning the air conditioner."
These special clauses may be valid if the tenant agrees to them at the time of signing the contract. Therefore, it is important to carefully review the contract and lease agreement beforehand and negotiate before signing if you are not satisfied. Ignoring the contents of the contract could result in being charged exorbitant fees when moving out, so it is essential to understand the contents of special clauses in advance.
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Measures to reduce move-out costs
Move-out costs can be significantly reduced through prior preparation and daily management. In rental housing, apartments, and condominiums, the condition of the property at the time of move-in, the terms of the contract, and daily use directly impact the amount you have to pay when you move out. Even if you understand the standards of the Ministry of Land, Infrastructure, Transport and Tourism guidelines, there are cases where the judgment is unfavorable to the tenant if there is no evidence or records. By paying attention to points that should be considered on a daily basis, such as keeping records of the interior when you move in, checking the terms of the contract, regular cleaning, proper use of equipment, and prompt repairs, you can keep the amount you are charged low.
Here, we will explain specific countermeasures, including examples of cases that have proven effective.
Record the condition of the interior of the apartment with photos and videos upon move-in.
Taking photos and videos of the interior condition of the property upon move-in is extremely effective in reducing move-out costs. If you can prove that things like scratches on walls and floors, deterioration of fixtures, fading of XROSS and sliding doors, and minor wear and tear on screens and windows were present from the beginning, you can reduce the risk of being held responsible upon move-out. It's convenient to set the camera to record the date when taking photos and videos, and to save them with the recording date in the file name. Sending these to the management company or real estate agency as needed can help prevent future problems. Pay particular attention to documenting areas that tend to be expensive to repair, such as flooring, bathrooms, and kitchen fixtures.
Check any special clauses or conditions regarding restoration to the original condition when signing the contract.
Lease agreements and special clauses clearly state the conditions for restoring the property to its original condition and the scope of the tenant's responsibilities. Before signing the contract, check for any special clauses such as "the tenant is responsible for all house cleaning costs upon vacating the property," "all wallpaper must be replaced," or "air conditioner cleaning is mandatory."
It is important to ask questions about anything unclear before signing the contract and negotiate if necessary. In some cases, the tenant's burden may be set higher than the guidelines suggest, and if you sign the contract as is, you may receive a large bill when you move out. Special clauses and contract terms often contain specialized terminology, so if you have any questions, it is a good idea to consult a specialist or consumer affairs center.
Regular cleaning and proper use of equipment
Daily cleaning and proper use of facilities are the absolute basics of reducing the burden when you move out. For example, it is effective to regularly clean grease stains in the kitchen instead of leaving them for a while, remove black stains and mold in the bathroom and shower area as soon as possible, place protective mats on the flooring, and place protective sheets under furniture and televisions. Cleaning the filters of air conditioners and ventilation fans, and preventing clogging of window screens are also important. These daily efforts will help clarify the boundary between normal wear and tear and damage caused by negligence, and will be a great tool to avoid unfair charges.
Prompt notification and response when repairs are needed.
If you discover any equipment malfunction or damage, contact the management company or landlord as soon as possible. Early action increases the likelihood that repairs will be minor and the cost will be covered by the landlord.
For example, malfunctions in water heaters or electrical equipment, water leaks, and damage to screens or window frames can worsen if left unattended, potentially leading to hefty repair bills. It's crucial to take photos or videos as soon as you discover these issues and to keep a record of the communication you make. Prompt reporting and addressing these issues is ultimately the key to minimizing your move-out costs.
Checkpoints during move-out inspection
When moving out of a rental property, the management company or landlord will usually be present to inspect the condition of the room. This inspection is a crucial moment in determining the amount and scope of costs to be charged for moving out. Understanding the process and verifying whether the charges are reasonable can prevent unfair payments. Disputes over the scope of restoration to the original condition are not uncommon, especially in apartments and condominiums. If the amount charged is higher than the market rate or you are not satisfied, you can negotiate on the spot or request a review at a later date.
This section provides a detailed explanation of how to conduct the inspection, how to verify the breakdown of costs, and how to deal with and negotiate against unfair claims.
Flow of the inspection with the management company/landlord
The move-out inspection takes place after the tenant has removed all their belongings and the room is empty. The management company or landlord inspects the walls, floors, sliding doors, screens, window frames, electrical equipment, etc., to check for any damage or breakage. Photos and videos may be taken as needed to serve as evidence later.
It is important for the tenant to review the pointed-out areas together on the spot and ask questions immediately if there are any unclear points or doubts. To prevent the scope and cost of repairs from increasing later, it is advisable to take notes or record the explanation, and if possible, bring a companion with you for reassurance.
How to check if the billed amount and breakdown are reasonable.
When reviewing the estimate and breakdown provided after the inspection, be sure to verify the reasonableness of the amounts. Refer to the Ministry of Land, Infrastructure, Transport and Tourism guidelines and market rates to check whether any items are included that fall under the category of age-related deterioration or normal wear and tear.
For example, it's important to check whether the house cleaning fee is higher than the market rate or whether unnecessary renovation costs are included. If you have any doubts, ask for photos of the repair area, the work performed, and the basis for the unit price. In some cases, it may be helpful to compare quotes from other companies or consult with a real estate company or consumer affairs center to gather more information for your decision.
Negotiation and discussion techniques when faced with an unfair claim
If the requested amount is clearly excessive or deviates from the guidelines, a calm discussion is necessary.
First, review the lease agreement and any special clauses, and specifically point out any discrepancies in the scope of responsibility. If you have any photos or videos from when you moved in, records of use, or receipts for any repairs or cleaning you requested, present them to clearly demonstrate that it was not your fault or intent. Avoid making an immediate decision on the spot; instead, say that you would like to take it home and consider it, which will help prevent emotional conflict.
Furthermore, calmly refuting the other party's claims based on evidence and figures after listening to their explanation is key to gaining an advantage in negotiations.
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Where to seek advice and how to resolve problems
If you disagree with the charges for moving out or are presented with an unfair amount, it is important to consult a third-party organization as soon as possible. Disputes concerning the restoration of rental housing, apartments, and condominiums often involve disagreements between tenants and landlords, and many cases are difficult to resolve through discussion alone. By checking the Ministry of Land, Infrastructure, Transport and Tourism guidelines, the lease agreement, and any special clauses, and consulting with specialized organizations such as consumer affairs centers or lawyers, you can obtain a fair assessment and effective solutions.
This section introduces the main resources for seeking advice, possible solutions, and specific countermeasures when faced with exorbitant bills.
Consult a consumer affairs center or a lawyer.
If you're having trouble with move-out fees, the first place you should contact is the consumer affairs center established in your local municipality. You can get Free advice based on guidelines, past court cases, and examples from other rental properties. There are multiple consultation methods, including phone, email, and in-person meetings, and in some cases they may even contact and negotiate with the landlord or real estate company on your behalf.
Furthermore, if the amount involved is large and the matter is likely to be prolonged, you should consider consulting a lawyer. A lawyer will legally examine the validity of the contract and the items of claim, and, if necessary, will represent you in negotiations or lawsuits and provide support in gathering evidence. Bringing documents such as invoices and photographs to your consultation will help the process go more smoothly.
The process for conducting a trial or mediation
If a resolution is difficult through discussion or consultation, you can choose to use court proceedings or mediation. The small claims system in the summary court handles claims of 600,000 yen or less and is relatively quick, as a judgment is usually issued in a single hearing. For more complex cases or claims involving larger sums of money, regular lawsuits in the district court or mediation in the family court are used. In mediation, a judge or mediator intervenes to aim for an agreement between both parties.
In any case, gathering documents such as the contract, guidelines, photos and videos from move-in and move-out, records of damage or destruction, estimates and receipts will be the quickest way to resolve the issue.
Specific ways to deal with exorbitant bills
If the billed amount significantly exceeds the market rate, or if it includes parts that would normally be considered wear and tear or deterioration due to age, you should first file an objection via certified mail. In the letter, clearly state which parts are unreasonable, comparing them with the guidelines and contract. In addition, obtaining quotes from multiple companies and comparing them to a fair price will give you more leverage in negotiations.
For example, if house cleaning or renovation costs are overcharged, showing the going rate from other companies can be effective. Rather than taking an aggressive stance, a calm explanation using numbers and evidence will ultimately lead to an amicable resolution.
Summary | Understand the guidelines for a satisfactory departure.
The scope of move-out costs is determined by the lease agreement, special clauses, and the standards set by the Ministry of Land, Infrastructure, Transport and Tourism. As a general rule, tenants are not responsible for normal wear and tear or deterioration due to age, but there are exceptions for damage or soiling caused by intent or negligence, and for additional charges stipulated in special clauses. It is important to understand in advance what you are not required to pay for, to record the condition of the room with photos or videos, and to carefully check the contents of the contract.
Furthermore, carefully examining whether the charges are higher than the market rate or include unnecessary renovation or house cleaning fees, and negotiating or consulting with a third-party organization as needed, can greatly reduce anxiety when moving out of an apartment or condominium. Finally, here's a summary of the key points for achieving a smooth and worry-free move-out.
Identify what you don't need to pay and take preventative measures.
The first step to minimizing move-out costs is to correctly understand what you don't have to pay for. According to the guidelines, discoloration of wallpaper, minor wear and tear on flooring, deterioration of fixtures due to age, and natural wear and tear on screens and window frames are the landlord's responsibility.
Recording the condition of the interior and facilities upon moving in, and reviewing the contract and special clauses, will make it easier to determine whether the charges are reasonable. Furthermore, habits such as daily cleaning, proper use of facilities, and requesting necessary repairs in advance will prevent accidental damage and exorbitant repair costs. These preventative measures are the key to avoiding unnecessary payments when moving.
Preventing trouble through appropriate negotiation and evidence preparation.
If you disagree with the charges, it's important to negotiate calmly, using photos and videos from when you moved in, the contract, and the guidelines as evidence.
Even if you are charged exorbitant amounts, inflated cleaning fees, or unnecessary renovation items, presenting specific price differences and comparisons to market rates without becoming emotional will make your argument more persuasive. If you cannot resolve the issue through discussion, consult a third-party organization such as a consumer affairs center or a lawyer, and consider legal action or mediation if necessary. A calm and well-founded response is the most effective way to avoid unnecessary expenses and complete your move-out in a satisfactory manner.
