This article is written by a Japanese local.
The vast majority of move-out disputes in Japanese rental properties revolve around differences in opinion regarding “restoration costs (repair fees to return the room to its original state).” The endless argument of “This scratch was there from the beginning” versus “No, the tenant caused it” directly leads to expenses in the hundreds of thousands of yen.
The severe reality is that foreign tenants, in particular, are often presumed to be “unfamiliar with Japanese laws and business practices,” making them easy targets for unfair billing for repair costs that the owner should originally bear. The only and greatest line of defense to prevent such unreasonable loss of funds is to record “objective photographic evidence” on your first day of moving in. This article thoroughly explains the locations you absolutely must photograph before bringing in your belongings and the practical processes to maximize the evidentiary value of those photos.
1. The Legal Reality: The “Burden of Proof” Lies with the Tenant
In the “Guidelines for Disputes Over Restoring to Original Condition” set by Japan’s Ministry of Land, Infrastructure, Transport and Tourism (MLIT), it is explicitly stated that repair costs for aging and normal wear and tear (scratches and dirt naturally acquired through normal living) are, in principle, borne by the owner. Tenants are only responsible for damages caused by intent or negligence (carelessness or lack of maintenance).
However, in practice, the responsibility (burden of proof) to prove that “the scratch existed before moving in” heavily falls on the tenant. If you cannot objectively prove during the move-out inspection that a scratch was left by a previous resident, the management company will typically deduct it from your security deposit or issue an additional bill as “the current tenant’s negligence.” Verbal protests in foreign languages will not hold up at all.
2. Before Furniture Arrives: The 4 Critical Areas to Photograph
Once you receive the keys to your new home, and before the moving truck arrives (while the room is completely empty), comprehensively check and photograph the following four areas.
① Floors (Wood, Tatami, Cushion Floor)
Floors are the most easily scratched and the most expensive to repair. Marks from the previous tenant dragging furniture or dents from heavy objects are often left behind.
- Dents and discoloration around the spaces where you plan to place your refrigerator, washing machine, and bed
- Peeling floor wax, deep line scratches
- Tatami scuffs, sun fading, cigarette burn marks
② Walls and Ceilings (Wallpaper, Baseboards)
Replacing wallpaper runs the risk of being billed on a per-room basis. Check the walls along daily traffic routes especially carefully.
- Holes left from thumbtacks (pins) and nails
- Peeling, lifting, or tearing at wallpaper seams
- Dark smudges (electrical burns) on the walls around the AC and refrigerator area
- Cracks or chips in the wood (baseboards) at the border between the floor and wall
③ Water Areas (Kitchen, Bathroom, Toilet, Sink)
Water areas are prone to accusations of “violation of the duty of care” (damage caused by neglecting cleaning). Because properties are sometimes handed over with inadequate cleaning, strict confirmation is required.
- Mold remaining in bathroom rubber seals or tile grout
- Water spots (scale) and calcium buildup on the kitchen sink or mirrors
- Damaged drains or missing parts
④ Doors, Windows, and Fixtures
For doors, windows, and equipment, it is important to check not only their appearance but also if they “operate normally.”
- Dirty filters in the pre-installed AC, strange noises, or water leaks when operating
- Tears in screen doors, warped sashes
- Catching or poor fitting when opening/closing closet or interior doors
3. “Photography Techniques” to Maximize Evidentiary Value
Taking photos aimlessly leaves room for counterarguments upon moving out, such as “Isn’t this a photo of another room?” or “The size of the scratch is unclear.” Please shoot according to the following rules.
| Photography Rules | Purpose and Specific Method |
|---|---|
| A 2-Photo Set: “Wide” and “Close-up” | To pinpoint the scratch’s location. First, take a “wide” photo showing the whole room (which wall/floor), then take a “close-up” of the scratch itself. |
| Include an Item for Size Comparison | To convey the exact scale of the scratch. A tape measure is best, but placing a coin (like a 100-yen coin) or a pen next to the scratch makes its size objective. |
| Record Timestamps (Date/Location Data) | To establish the fact that it was “taken before moving in.” Turn on location services (geotagging) in your smartphone camera settings so the date and time are saved in the Exif data. |
4. Practical Post-Shoot Process: “Notifying and Locking” with the Management
Just taking photos and saving them on your smartphone only completes half the procedure. It is essential to share that information with the management company right after moving in to “lock” it in as definitive evidence.
Submitting the Condition Check Sheet
Many management companies will hand you a “Condition Check Sheet” or “Move-In Checklist” when handing over the keys. Fill in all the scratches and stains you found on this form and return it by the designated deadline (usually within 1 to 2 weeks of moving in). Before mailing it, be sure to photograph the entire completed document and keep a copy for yourself.
Emailing the Photo Data
Because a check sheet alone cannot convey the severity of a scratch, send the evidence photos you took to the management company’s representative via email. By routing it through an objective third-party system like email, an unalterable history with timestamps proving “what condition photos were reported and when” remains, serving as a powerful shield against unreasonable claims made based on your foreign nationality.
5. Practical Q&A for Foreign Tenants
Q. The management company verbally told me, “You don’t need to report every small scratch.”
A. Do not take them at their word. Even if the current representative says “It’s fine,” it is highly likely that the representative or the management company itself will have changed by the time you move out years later, and past verbal promises will definitely be broken. No matter how microscopic the scratch, thoroughly record it on the check sheet and with photos.
Q. I discovered a scratch after moving my belongings and placing furniture. What should I do?
A. Photograph it immediately upon discovery and report it to the management company. Even after furniture is placed, if it is within a few days of moving in, there is a high probability it will be accepted as a “scratch that existed initially.” If left unreported until move-out, it becomes impossible to tell if it was caused by the movers or the tenant’s negligence, skyrocketing the risk of being billed.
Q. It’s my first day moving in, but the room is clearly poorly cleaned and stains are noticeable.
A. Before you start cleaning it yourself, photograph the stains thoroughly and immediately file a complaint with the management company as a “house cleaning defect.” Handing over a property without proper cleaning constitutes a breach of contract. The correct response is to have the management company arrange for a cleaning contractor again at their expense.