Tokyo Rental Process: Guarantor Company / Important Matters / Key & Deposit / Ward Office
Securing your first apartment in Tokyo: guarantor company ¥50,000-100,000 initial + 1%/month, key money and deposit each 1-2 months, fire insurance ¥15,000-25,000, agent fee 0.5-1 month, important-matters explanation 18-22 clauses, ward office residency move-in 14-day deadline.
Getting your first rental in Tokyo passes 5 gates: finding the listing → viewing → applying + guarantor-company review → contract + important-matters explanation → ward-office filing after move-in. The hardest part for foreigners isn’t the rent itself — it’s the initial cost (about 5-6 months of rent) and the guarantor-company + important-matters flows. This article walks through them in time order, with concrete numbers, required documents, and time windows at each stage.
1. Finding a listing: SUUMO / HOME’S / local agents
Three main entry points. SUUMO (suumo.jp) and HOME’S (homes.co.jp) carry 80% of listings, filterable by 1K / 1LDK / rent / nearest station, but the same property often appears on 5-10 agencies at once. at home is more specialized, strong on regional listings. Local agencies (Able, Mini Mini, Pitathouse, Apaman Shop) have listings not posted online plus cheaper “0 deposit + 0 key money + 0.5 agent fee” plans.
Foreign-friendly agents include GTN (Global Trust Networks), ICHII, Leopalace, Oakhouse (sharehouses), and Sakura House (short-term furnished). They handle Chinese/English communication, proxy guarantor review, and bundled fire insurance. People without a Japanese guarantor, those with a fresh visa, and students should prioritize these.
Agencies to avoid: those pressuring you with “sign now or it’s gone,” those refusing to itemize fees before signing, those hinting at foreigner discrimination. Always get a paper initial-cost estimate before deciding — it prevents post-signing dispute charges.
Sources: SUUMO Property Search, HOME’S Rental Search, MLIT: Standard Rental Contract.
2. Initial cost: 4.5-6× monthly rent
Initial cost breakdown (1LDK at ¥120,000 monthly):
| Item | Range | Example (¥120,000 rent) |
|---|---|---|
| Key money (reikin) | 0-2 months | ¥0-240,000 |
| Deposit (shikikin) | 1-2 months | ¥120,000-240,000 |
| Pre-rent (current + next month) | 1 month + daily prorate | ¥120,000-150,000 |
| Agent fee | 0.5-1 month + tax | ¥66,000-132,000 |
| Guarantor initial | 50-100% of rent | ¥60,000-120,000 |
| Fire insurance (2 years) | Fixed | ¥15,000-25,000 |
| Lock change | Fixed | ¥15,000-25,000 |
| 24h support package | Often optional | ¥15,000-30,000 |
| Total | ¥411,000-1,062,000 |
For a ¥120,000 1LDK, realistic initial cost is ¥550,000-700,000. “0 deposit + 0 key money” listings are more common now, but they come with traps: cleaning fee ¥30,000-50,000 at move-out + short-term cancellation penalty (1-2 months rent if you leave within 1-2 years).
Recurring monthly costs beyond rent: management fee ¥3,000-15,000, common-area fee (sometimes inside management), parking ¥20,000-50,000 (central Tokyo), bicycle parking ¥1,000-3,000, guarantor monthly 1% (≈¥1,200), neighborhood association ¥300-500.
Sources: MLIT: Standard Rental Contract, Japan Rental Housing Management Association.
3. Guarantor company: effectively required for foreigners
90% of Japanese rentals require both a co-signing guarantor and a guarantor company. Foreigners rarely have a Japanese relative for the personal guarantee, so properties accepting guarantor-company-only are the practical option.
Major guarantor companies’ review patterns:
| Company | Review difficulty | Foreigner-friendly |
|---|---|---|
| GTN (Global Trust Networks) | Loose, foreigner-specialized | ◎ (10-language support) |
| Nihon Safety | Medium, low-income passes | ○ |
| Casa | Medium, listed company | ○ |
| Epos Card guarantee | Cardholders only | △ (card required first) |
| Orico Forrent Insure | Medium | ○ |
| Royal Crown | Strict | △ |
Required documents: residence card both sides, passport photo page, source-deduction certificate (most recent year) or hiring letter, employment contract, driver’s license or My Number card, emergency contact (Japan resident; many companies don’t require family).
Cases that won’t pass: residence less than 6 months remaining, unemployed, no offer letter, only foreign bank accounts, income less than 3× the monthly rent. Rent should be under 1/3 of net monthly income — for ¥120,000 rent, monthly take-home of ¥360,000+ generally passes.
Guarantor fees: initial 50-100% of rent + monthly 1-2% (¥120,000 × 1% = ¥1,200/month). Renewal fee ¥10,000-30,000 every 2 years additionally.
Sources: National Rental Guarantee Industry Association, GTN Foreigner Rental Guarantee.
4. Important-matters explanation: 18-22 clauses to verify
Before signing, a licensed real-estate transaction specialist (with ID) reads out the document on paper — this is the legal procedure under Real Estate Brokerage Act Article 35. It takes 30-60 minutes; tedious but mandatory.
The seven clauses foreigners particularly need to confirm. Move-out restoration: ordinary wear from normal use is the landlord’s responsibility (MLIT guidelines clear), but pin holes and small scratches can fall to the tenant; disputes over ¥30,000-100,000 charges at move-out are common. Short-term cancellation penalty: 1-2 months rent for leaving within 1-2 years, common in “0 deposit” listings. Renewal fee: 1 month rent every 2 years (Tokyo custom; sometimes absent in Kansai). Restrictions: bans on pets, instruments, smoking are standard; violations mean immediate eviction + penalty. Guarantor authority: direct entry rights for unpaid rent, post-move-out claim rights. Insurance scope: flood-rider yes/no, household, personal injury, property liability amounts. Management company responsibility: speed of response for equipment failures, late-night emergency contact.
Both the contract and the important-matters explanation must be signed and stamped; some cases require a registered seal. Tenants without perfect Japanese can demand the important-matters explanation in their native language (Foreigner Real Estate Association recommendation).
Sources: MLIT: Restoration Disputes and Guidelines, Real Estate Brokerage Act Article 35.
5. Ward-office paperwork after move-in: do it within 14 days
Within 14 days of moving in, file a move-in notice (tenyu-todoke) at the ward or city office. Failing this can mean a fine up to ¥50,000 (Basic Resident Registry Act Articles 22, 52).
The standard order in Tokyo’s 23 wards: first the move-in notice at the ward office 1F resident-affairs counter (bring residence card, passport, seal, and the move-out certificate from your previous address; intra-ward moves use a transfer notice); My Number address change at the same counter back-to-back; National Health Insurance enrollment if not under company health insurance (bring withdrawal certificate from prior address); National Pension enrollment if 20+ and not under employee pension; child allowance if you have children; seal registration when needed for contracts and banks (¥300 fee, same-day issuance).
Required documents: residence cards (yourself + all family), passport, move-out certificate (issued by previous municipality), lease contract or move-in approval (address proof), seal (signature is acceptable).
Ward-office hours are basically weekdays 8:30-17:00, closed weekends. Some wards (Shinjuku, Minato, Shibuya) open Saturday mornings on the 1st and 3rd weeks for move-in notices only. Taking a weekday day off for batch processing is the realistic plan.
Sources: MIC: Basic Resident Registry Act and Move-In Notice, Shinjuku Ward: Move-In Procedure.
6. Common mistakes
Setting budget on monthly rent alone. Initial cost ¥411,000-1,062,000 (for ¥120,000 rent) + recurring monthly extras ¥30,000-70,000. First-year actual spend is roughly 18-22× monthly rent.
Not requesting a paper initial-cost itemization before signing. Disputes between verbal estimates and post-signing charges are common. Get the itemization on paper first, then ask line-by-line about unclear items.
Skimming the important-matters explanation. Short-term cancellation penalty, move-out restoration, and guarantor company authority are the top three later-dispute items. The 30-60 minutes is worth full notes.
Ignoring the 1% monthly guarantor fee. ¥1,200/month over 2 years equals ¥28,800 + renewal ¥20,000 — roughly 6 months of rent in added cost. Compare properties on total cost, not just rent.
Missing the 14-day move-in notice deadline. Fine up to ¥50,000 (rarely charged but legal). More importantly, National Health Insurance retroactive enrollment (max 2 years of premiums claimed at once), and My Number address mismatch blocking bank and government services — these consequences last longer.
Japanese key terms
- 礼金・敷金 (reikin / shikikin, key money / deposit)
- 仲介手数料 (chukai tesuryo, agent fee)
- 重要事項説明書 (jyuyo-jiko setsumei-sho, important-matters explanation)
- 保証会社 (hosho-gaisha, guarantor company)
- 原状回復 (genjo-kaifuku, restoration)
- 転入届 (tenyu-todoke, move-in notice)