This article is written by a Japanese local.
The day you finally move into your new home after struggling through Japan’s rental screening process is not merely a day for transporting your belongings. Considering Japan’s uniquely strict business practices regarding “restoration to original condition (the obligation to return the room to its original state upon moving out),” this day marks your “first day of defense” to proactively block the loss of your capital (funds).
This article organizes the tasks foreign tenants must complete from morning to night on moving day in chronological order, thoroughly explaining the legal and practical pitfalls they often fall into, along with how to avoid them. To conclude, by executing “objective photographic evidence collection before moving in belongings” and “reliable utility activation procedures,” it is entirely possible to reduce the risk of unfair repair claims to zero.
1. The Optimal Timeline for Moving Day
To proceed with your move smoothly, building a schedule in advance is essential. Follow this timeline on the day:
- Morning (Key Receipt): Visit the office of the property management company or real estate agent at the designated time to receive your room keys. You will be required to sign a receipt.
- Noon (Entering the New Home & Condition Check): Enter your new home before the moving truck arrives. While the room is empty, photograph and record all scratches and stains. This is the most critical task.
- Afternoon (Moving in Belongings): Supervise the moving company’s work. Confirm on the spot that no new scratches are made on the walls or floors during the move.
- Evening (Utility Inspection and Confirmation): Welcome the gas company worker you booked in advance to inspect and open the gas line. Simultaneously check that electricity and water are running normally.
2. The Greatest Line of Defense Against Financial Loss: The “Room Condition Check”
Ninety percent of move-out disputes stem from endless arguments of “This scratch was there from the beginning” versus “No, the foreign tenant caused it.” The only objective evidence to refute this is photos of the room’s condition taken on moving day (before placing furniture).
Important Points to Photograph and Record
If the management company provided a “Condition Check Sheet (現況確認書),” comprehensively check the following points and note down even the smallest scratches. Even without a list, be sure to save photos on your smartphone with clear date and time stamps.
| Area to Check | What to Inspect and How to Photograph |
|---|---|
| Floors (Wood / Tatami) | Scrape marks from furniture, dents, discoloration from sunlight. Photograph the four corners of the room meticulously. |
| Wallpaper / Ceilings | Pin or nail holes, peeling, tobacco tar stains, dark marks. Use light reflection to check for unevenness. |
| Water Areas (Kitchen / Bath) | Presence of mold, clogged drains or bad odors, water leaking from faucets. Actually run the water to check the pressure. |
| Doors / Fixtures | Do doors and windows open smoothly? Are there tears in the screen doors? Does the pre-installed AC work properly (no strange noises)? |
The deadline for submitting the document is generally specified as “within one week of moving in.” It is a practical ironclad rule to take a photo of the completed original form with your smartphone before mailing it, keeping it saved in the cloud until the day you move out.
3. The Utility “Inspection” Trap That Trips Up Foreigners
To have your new home functioning from day one, arranging electricity, water, and gas infrastructure is necessary. The most important one to watch out for here is “Gas.”
For electricity and water, if you apply in advance online, you can usually use them just by flipping the breaker or turning the faucet on moving day. However, for gas activation (opening the valve), the law mandates an “on-site inspection by a gas company worker” for safety verification.
During the inspection, the worker will explain how to safely use the gas appliances in Japanese and ask for your signature. If they determine that communication in Japanese is completely impossible, there is a risk they will refuse to open the valve for safety reasons. If you are uneasy about your Japanese, it is essential to arrange for an acquaintance or interpreter who speaks Japanese to be present, at least for the gas inspection time slot on moving day.
4. Practical Q&A for Moving Day (Troubleshooting)
Q. I received the keys and entered the room, but the previous tenant’s trash was left behind, or the cleaning wasn’t finished.
A. Absolutely do not try to resolve it by cleaning it yourself. Immediately record the room’s condition with photos and videos, and call the management company to report the facts. The correct legal procedure is to have them reclean the room at the management company’s expense as a house cleaning defect.
Q. While moving belongings in, the moving company tore the wallpaper (or dented the floor).
A. Before the moving company finishes their work and leaves, point out the scratch on the spot and confirm the facts with the on-site supervisor. If you report it days later, they may refuse to handle it. Because moving companies have liability insurance, finalize the responsibility on the spot and also report to the management company that “a scratch caused by the movers has occurred.”
Q. My moving work is delayed, and it looks like I won’t make it in time for the scheduled gas inspection.
A. The gas inspection does not have to be attended by the contract holder; a “proxy” such as a family member or friend can be present. If no one can get to the new house, you must contact the gas company immediately to push the time back or reschedule for another day. If you skip it without notice, you risk having your rebooking pushed back for several weeks.