Documents Needed to Rent an Apartment in Japan: Complete Guide

The Core Documents Every Renter Needs in Japan

Japanese landlords and property management companies require a specific set of documents to verify your identity, immigration status, and ability to pay rent. Below is the complete list of required documents for renting in Japan as a foreigner.

1. Passport

Your passport is the foundational document for any rental application in Japan. Landlords and real estate agents need it to confirm your identity and nationality. You will typically need to provide a photocopy of the photo page and the page showing your current visa stamp. Always have both original and copies available.

• Valid, unexpired passport
• Copy of the photo identification page
• Copy of the page with your current visa or entry stamp

2. Residence Card (Zairyu Kado / 在留カード)

The residence card is your most important document when renting in Japan. Issued by immigration authorities upon entry (or at your local ward office), it confirms that you are legally residing in Japan on a valid visa. Landlords require a copy of both the front and the back of your residence card.

If you have just arrived and have not yet received your residence card, you may substitute a Certificate of Eligibility (COE) as temporary proof of your status. Note that some landlords will only accept applications once the residence card has been issued.

• Front and back copy of your residence card
• Confirm that your visa status and expiry date match the rental contract period

3. Proof of Income

To demonstrate that you can afford to pay rent each month, landlords require proof of income. The standard expectation in Japan is that your monthly income should be at least three times the monthly rent. For example, if you are applying for an apartment renting at ¥80,000 per month, you need to show a monthly income of at least ¥240,000.

Accepted proof of income documents include:

• Recent pay stubs (usually the last two or three months)
• Annual tax withholding slip (gensen choshu hyo / 源泉徴収票)
• Employment contract showing your salary
• Bank statements showing regular income deposits

If you are self-employed or a freelancer, you will typically need to provide your most recent tax return (kakuteishinkoku) and possibly two years of returns. Some landlords are more hesitant to rent to self-employed applicants, so having a strong guarantor is especially helpful in this case.

4. Certificate of Employment (Zaikoku Shomeisho / 在職証明書)

Your certificate of employment, issued by your employer, confirms your job title, employment status (full-time, part-time, contract), and monthly or annual salary. This document is distinct from a pay stub—it is an official letter from your company and typically needs to have a company stamp (hanko) to be considered valid.

If you have recently arrived in Japan and are starting a new job, you can submit your employment contract in place of a certificate of employment. Some companies issue this letter in both Japanese and English; if yours is only in English, ask your HR department whether a Japanese version is available, as some landlords or guarantor companies may request it.

Guarantor Requirements When Renting in Japan

One of the most challenging aspects of renting an apartment in Japan is the guarantor (hoshounin) requirement. Historically, Japanese landlords required a personal guarantor—a Japanese national who would co-sign the lease and accept financial liability if you failed to pay rent or caused damage. For foreigners, finding a personal guarantor who meets the landlord’s criteria is often very difficult.

Today, most rental properties in Japan accept or require the use of a guarantor company (hosho gaisha) instead. These are companies that, for a fee, will guarantee your lease on behalf of the landlord.

Using a Guarantor Company (Hosho Gaisha)

When applying for a rental property through a guarantor company, you will need to provide additional documents directly to that company for their own screening process. Common requirements include:

• Completed application form from the guarantor company
• Copy of your residence card and passport
• Proof of income (same as above)
• Emergency contact information (ideally a Japan-based contact)

The guarantor company performs its own credit and background screening. Approval typically takes one to three business days. The fee for a guarantor company is usually equivalent to half a month’s rent paid upfront, with an annual renewal fee of approximately ¥10,000 to ¥15,000.

Personal Guarantor Option

If you have a personal guarantor who is a Japanese citizen or permanent resident with stable income, you can use them instead of a guarantor company. The guarantor will need to provide their own identity documents, proof of income, and a signed statement accepting liability. Most foreigners who do not have Japanese family or close professional connections will opt for the guarantor company route.

Additional Documents You May Be Asked to Provide

Beyond the core documents listed above, some landlords, property management companies, or guarantor companies may request the following additional paperwork depending on your specific situation.

Emergency Contact Information

Most rental applications in Japan require you to list at least one emergency contact. Ideally this should be someone currently living in Japan—a colleague, a friend, or a family member—who can be contacted by the landlord in case of emergency. If you do not yet have a Japan-based contact, a contact abroad may be accepted, though some landlords prefer a domestic one.

Japanese Bank Account Details

Many landlords require rent to be paid via automatic bank transfer (furikomi). To set this up, you will need a Japanese bank account. Opening a bank account in Japan typically requires your residence card and passport. Popular banks for foreigners include Japan Post Bank (yucho ginko) and SBI Shinsei Bank, both of which offer English-language support.

If you have not yet opened a Japanese bank account, some landlords will allow you to pay the first month’s rent in cash while you set up your account. Mention this proactively when speaking with your agent.

Personal Seal (Hanko / Inkan)

Traditionally, rental contracts in Japan were signed using a personal seal (hanko) rather than a handwritten signature. While many property management companies and landlords now accept a regular signature—especially for foreign tenants—some may still require a hanko. A basic personal seal can be made at most 100-yen shops or stationery stores for around ¥300 to ¥500. If your name uses non-Japanese characters, a phonetic katakana seal is commonly accepted.

Japanese Phone Number

You will need a Japanese phone number to communicate with your real estate agent throughout the rental process. Most agencies will not accept applications that only list an overseas contact number. You can get a Japanese SIM card or mobile plan shortly after arriving in Japan; many convenience stores sell prepaid SIM cards, or you can sign up with carriers such as IIJmio, Docomo, or Softbank.

Student ID and School Admission Letter (If Applicable)

If you are a student at a Japanese university or language school, you will be asked to provide copies of your student ID card (front and back) and your school admission letter. If your parents or a sponsor are financially supporting you and covering your rent, they may also need to provide their own proof of income.

Understanding the Rental Application and Screening Process in Japan

Once you have gathered all of your documents, the rental application process in Japan typically follows these steps:

Step-by-Step Rental Application Timeline

• Find a property and submit an application form through the real estate agent
• Agent forwards your application to the property management company
• Property management company reviews your documents (one to three business days)
• Simultaneously, your guarantor company performs their own screening (one to three business days)
• If approved, you sign the rental contract and pay the initial move-in costs
• Keys are handed over on the agreed move-in date

In Tokyo and other major Japanese cities, the rental market moves quickly—especially in March and September, which are peak moving seasons. Having all of your documents ready in advance can significantly speed up your approval and help you secure your preferred apartment before someone else does.

Common Reasons Rental Applications Are Rejected

Understanding why applications are rejected can help you prepare a stronger submission:

• Insufficient income relative to rent (less than three times monthly rent)
• Visa status does not cover the full lease term
• No Japan-based emergency contact
• Incomplete or missing documents
• Property owner’s policy against renting to foreigners (unfortunately still common)

If your application is rejected due to a landlord’s foreigner restriction policy, it is not a reflection of your creditworthiness. Working with a foreigner-friendly real estate agent who pre-screens listings can save you significant time and frustration.

Initial Move-In Costs to Budget For in Japan

In addition to gathering your documents, it is important to understand the upfront costs of renting in Japan, which are substantially higher than in many other countries.

Key Money, Security Deposit, and Agency Fees

• Security deposit (shikikin / 敷金): Typically one to two months’ rent, refundable minus cleaning and damage costs
• Key money (reikin / 礼金): A non-refundable “gift” to the landlord; usually one to two months’ rent. Less common today but still found in some Tokyo apartments
• Agency fee (chukai tesuryo): One month’s rent plus tax, paid to the real estate agency
• Guarantor company fee: Approximately half a month’s rent upfront, plus an annual renewal fee
• Fire and liability insurance: Approximately ¥15,000 to ¥20,000 for a two-year policy (mandatory in most leases)

In total, expect to pay between two and six months’ rent as upfront move-in costs. This can amount to a significant sum for a Tokyo apartment. Budgeting for this in advance will prevent delays in finalizing your contract.

A Simpler Alternative: Share Houses in Tokyo

If the documentation requirements for a standard apartment feel overwhelming—or if the upfront costs are too high—share houses (shea hausu) are a popular and practical alternative for foreigners in Japan, particularly when you first arrive.

Share houses typically require far fewer documents to move in. In most cases, your passport and a payment method are sufficient. There is no guarantor requirement, no key money, and the security deposit is minimal or zero. Monthly fees are also more predictable, often including utilities and internet in the rental price.

XROSS HOUSE offers foreigner-friendly share houses across Tokyo with flexible move-in requirements, English-speaking support, and no guarantor needed. Properties are located in popular neighborhoods and provide a comfortable base while you settle into life in Japan. Once you have your residence card and have built up a local credit and employment history, transitioning to a private apartment becomes significantly easier.

Document Checklist: Everything You Need to Rent in Japan

Use the following checklist to make sure you have everything ready before starting your apartment search:

• Valid passport (original + copies of photo page and visa page)
• Residence card (original + front and back copies)
• Proof of income (recent pay stubs, employment contract, or tax return)
• Certificate of employment from your employer
• Emergency contact information (Japan-based preferred)
• Guarantor company application (or personal guarantor documents)
• Japanese phone number
• Japanese bank account details (or proof you are in the process of opening one)
• Personal seal / hanko (check if required)
• Student ID and admission letter (students only)

Frequently Asked Questions About Renting in Japan

Can I rent an apartment in Japan without a residence card?

Generally, no. Most landlords and property management companies require a valid residence card as part of the rental application. If you have just arrived and have not yet received your residence card, you may be able to use a Certificate of Eligibility (COE) as a temporary substitute, but availability varies by property.

Do I need to speak Japanese to rent an apartment in Japan?

Not necessarily. Many real estate agents in major cities like Tokyo, Osaka, and Fukuoka offer English-language support, and some specialize in working with foreign tenants. That said, rental contracts are typically in Japanese. Having a bilingual friend or using a translation service to review your contract before signing is strongly recommended.

Can I rent an apartment in Japan before arriving?

Renting from abroad is difficult because most real estate agents require an in-person viewing and do not accept overseas applicants directly. Some services, including certain share houses like XROSS HOUSE, allow you to complete the process remotely, which is ideal if you are planning your move before leaving the United States.

How long does the rental application process take in Japan?

From submitting your application to receiving your keys, the process typically takes one to two weeks. This includes the property management screening, guarantor company approval, contract signing, and payment of initial costs. Having all documents ready in advance is the single best way to avoid delays.

What is the difference between a security deposit and key money in Japan?

The security deposit (shikikin) is a refundable amount—usually one to two months’ rent—held by the landlord to cover cleaning costs or damages when you move out. Key money (reikin) is a non-refundable payment to the landlord as a gesture of gratitude for allowing you to rent their property. Key money is becoming less common in newer apartments and share houses, but is still found in many traditional Japanese apartments.

Final Tips for a Successful Rental Application in Japan

Renting an apartment in Japan as a foreigner requires preparation, but it is absolutely achievable. Here are a few final tips to maximize your chances of approval:

• Start gathering your documents before you begin apartment hunting—do not wait until you find a property you like
• Work with a foreigner-friendly agent who knows which properties accept foreign tenants
• Have all document copies ready and organized in a folder—digital and physical
• Be prepared to move quickly: the Tokyo rental market is competitive and good listings go fast
• If your first application is rejected, don’t give up—policies vary widely between landlords and management companies

If you’re looking for a straightforward, low-barrier way to get settled in Japan first, XROSS HOUSE’s share houses in Tokyo provide a great starting point. You can move in with minimal documentation, build up your local footprint—bank account, phone number, employment record—and then transition to a private apartment when you’re ready.