This article is written by a Japanese local.
In the Japanese rental market, the biggest obstacle encountered after finding a property you like is the “tenant screening.” Japanese real estate screening is based on a document-first principle; incompleteness in documents or delays in submission will worsen the impression on the owner or guarantor company, leading directly to “application denial.”
This article explains the full scope of documents that foreign tenants must prepare to reliably pass the screening. To conclude: By packaging and submitting the three pillars of “proof of legal status of residence,” “visualization of payment ability,” and “securing a domestic emergency contact” in advance, it is possible to completely dispel the concerns of the management company and owner.
1. The “Basic Document” 3-Piece Set to Enter the Screening Stage
These are basic documents required for submission at the time of application (start of screening), regardless of nationality or occupation.
① ID (Residence Card and Passport)
This is an absolute condition for proving legal residence. Always submit a copy of both the front and “back” of the Residence Card (as it contains address change history, etc.). For your passport, you need copies of the page with your face photo and the page with the latest visa stamp.
② Domestic Japanese Phone Number
This is essential for receiving the “identity verification call” from the guarantor company. Applications will not be accepted with overseas phone numbers or data-only SIMs without voice capabilities. Before you start looking for properties, make sure to contract a Japanese voice-call SIM starting with “090/080/070.”
③ Information for an “Emergency Contact” in Japan
This is the point where foreign tenants stumble the most. An emergency contact is not a “joint guarantor who covers rent,” but a “point of contact for the management company to reach you” in case of fire, water leaks, or if you become unreachable. You must fill in the [Name, Address, Phone Number, Date of Birth] of a person who meets the following conditions:
- Residing in Japan (those residing overseas are ineligible, even if they are relatives)
- Capable of handling telephone correspondence in Japanese (nationality is often not questioned)
2. Certificates of “Income and Payment Ability” That Determine Success or Failure
These are documents that objectively prove that you can reliably pay rent every month. Prepare the following documents according to your current status (occupation).
| Current Status | Required Documents | Purpose of Proof |
|---|---|---|
| Company Employee | ・Employment Contract or Job Offer ・Latest Pay Slips (3 months) | Proof of continuous and stable salary income domestically. |
| Entrepreneur / Freelance | ・Corporate Registry ・Previous Year’s Tax Certificate | Proof of business substance and business income (profit) from the past year. |
| Preparing to Start a Business | ・Bank Balance Certificate (Target: 2 years’ worth of rent) | Proof that you can pay rent with ready-to-use funds, even without continuous income. |
※ As a general rule, balance certificates issued by “Japanese bank accounts” are evaluated most highly. If submitting a balance certificate from an overseas account (in English), there is a tendency to require a slightly larger amount due to exchange rate risks.
3. Documents Required at the Time of Contracting (After Passing Screening)
At the stage of signing the formal contract (final contract) after passing the screening, official documents issued by the municipal office become necessary.
Certificate of Residence (住民票, Juminhyo) Caution
Issued at the city or ward office. There is an extremely important practical caution here. When requesting a Juminhyo at the office, ensure you select the checkbox for “Indication of MyNumber (Individual Number): NONE.” Because real estate companies are legally prohibited from collecting or storing a customer’s MyNumber, submitting a Juminhyo printed with the number will result in a refusal of acceptance and require you to “resubmit (retake it).”
Personal Seal (Hanko) and Certificate of Registered Seal
While an increasing number of cases can proceed with a “handwritten signature (signature)” for general rental contracts and guarantor company contracts, some conservative management companies and high-end properties require the submission of a “Registered Seal (Hanko)” and a “Certificate of Registered Seal” proving its validity. If you premise your stay on a long-term basis, we strongly recommend creating a seal and completing registration at the office early on.
4. Practical Q&A (Irregular Handling)
Q. I am residing overseas and do not yet have a Residence Card. Can I be screened?
A. Yes. For properties that can use foreigner-specialized rent guarantor companies (like GTN), you can proceed with the screening in advance from overseas by submitting a copy of the “Passport with the visa sticker issued by the Japanese Embassy” or the “Certificate of Eligibility (COE) issued by the Immigration Bureau” instead of a Residence Card.
Q. I have no acquaintances in Japan who can become an emergency contact.
A. It is common to request the “HR representative” or “superior” at your workplace when joining or being stationed at a company in Japan. If you are starting a business completely alone, you must use a specialized vendor providing “Emergency Contact Agency Services” (costs approx. 10,000 to 20,000 JPY per year), or consult with an agency specializing in foreign support to find a guarantor company that accepts proxy companies.
Q. All my documents are in English; can I submit them as is?
A. General management companies and owners cannot read English documents, so the screening will stop, or they will request the attachment of Japanese translation documents. To prevent this time loss, either prepare Japanese translations yourself in advance (the format can be anything) or specify a guarantor company that handles multiple languages to conduct the screening.