5 Documents You'll Need Ready Before Apartment Hunting in Japan

Apartment hunting in Japan moves fast. Good listings — especially affordable, foreigner-friendly ones — can disappear within days, sometimes hours. One of the biggest reasons foreign renters lose out on a place they love isn't the price or the paperwork itself; it's simply not having the right documents ready when the landlord or agency asks for them.

Here are the five documents to have prepared before you start viewing apartments, so you can move quickly the moment you find the right place.

Residence Card (在留カード)

Your Zairyu Card is the single most important document in the entire process. Landlords and real estate agencies will ask to see it early on to confirm your visa status, visa type, and how long you're permitted to stay in Japan.

Tip: Some landlords are cautious about visa types with shorter remaining durations, or visas that don't allow long-term residence. If your visa has less than a year remaining, be prepared to explain your renewal plans — or better yet, apply for a renewal first if you're close to the deadline.

Proof of Employment or Income (在職証明書 / 収入証明書)

Landlords want reassurance that you can pay rent consistently. This usually means:

A certificate of employment (在職証明書) from your employer, showing your position and start date
A recent income statement or pay slip, sometimes for the last 2–3 months
If you're self-employed or a business owner, tax documents (確定申告書) may be requested instead

Tip: If you're newly arrived in Japan and don't have Japanese payslips yet, ask your employer (or your registered support organization, if applicable) for a formal letter confirming your salary and employment start date. Many agencies will accept this as a substitute.

Guarantor Information or Guarantor Company Application

Almost all rental contracts in Japan require a guarantor (保証人) — someone who agrees to cover the rent if you can't pay. Since most foreign renters don't have a family member in Japan to act as a personal guarantor, this is usually handled through a guarantor company (保証会社) instead.

You'll typically need:

Your guarantor company's application form (often provided by the real estate agency)
Emergency contact information — this can be a friend, coworker, or your employer, and doesn't need to be a financial guarantor
Sometimes, a separate application fee (usually around 50% of one month's rent, though this varies)

Tip: Ask in advance whether the property accepts guarantor companies that work with foreign residents — not all of them do, and this can save you from falling in love with a place you can't actually apply for.

Passport and Residence Certificate (住民票), If Available

Your passport serves as secondary ID alongside your residence card. If you've already registered your address at a local city hall (for example, if you're transferring from another apartment or dorm), a 住民票 (certificate of residence) may also be requested to confirm your current registered address.

Tip: If you're applying for your very first apartment in Japan and don't have a 住民票 yet, that's normal — most agencies understand this and will simply use your residence card instead.

Hanko or Signature, and Application Fee in Cash

While digital signatures are becoming more common, many landlords and agencies in Japan still expect a personal seal (印鑑/hanko) or, at minimum, a signature on the application form. Some agencies will also expect the initial application deposit or screening fee to be paid in cash at the time of application.

Tip: If you don't have a hanko yet, ask the agency directly — many now accept a signature instead, especially for foreign applicants. It's much better to ask this upfront than to be caught without one and lose a competitive listing to another applicant.

Bonus Tip: Keep Digital Copies of Everything

Save scanned or photographed copies of all five documents on your phone. Many agencies now accept photos or PDFs sent via LINE or email to start the screening process quickly, even before you've had a chance to submit physical originals. In a market where good apartments go fast, being able to send your documents within minutes — not days — can make all the difference.

The Bottom Line

Japan's apartment application process rewards preparation. Landlords and agencies are far more willing to move quickly for applicants who show up organized, with documents ready to go. Having your residence card, proof of income, guarantor information, passport/住民票, and a hanko or signature ready in advance means you can act the moment you find the right place — instead of watching it slip away while you scramble for paperwork.