If you want to rent an apartment in Japan, you might be surprised by the amount of documentation you’ll need to prepare just to apply. Unlike Western countries, where a credit check and proof of income might be enough, Japanese landlords and management companies ask for much more. In competitive markets like Tokyo where landlords receive dozens of applications for desirable units, a missing document can knock you out of the running entirely.
Most English guides online about renting in Japan tend to treat all foreign renters the same. An international student has different documentation than an expat on a work visa. A freelancer has to prove income differently than someone with a Japanese employer. And if you’re planning to come on the Digital Nomad Visa, standard apartment rentals aren’t even possible because that visa doesn’t come with a residence card.
In this guide, we’ll break down the full list of documents that can apply to any situation. We’ll also cover the regulatory changes in recent years that affect foreign renters, and explain what documents you can realistically prepare before you start your rental application process.
Documents Every Renter Needs
Regardless of your visa type or employment situation, Japanese landlords and management companies will ask for a core set of documents from every foreign applicant.
1. Residence Card (在留カード / Zairyū Kādo)
Your residence card is the most important document in your application. Landlords want to see both sides of the card, which shows your visa status, period of stay, and whether you have work permission.
If your visa expires in less than a year, some landlords might hesitate to approve your application because they’re concerned you might leave the country before your lease ends.
You receive your residence card at the airport when you arrive in Japan on a medium to long-term visa, or at your local immigration office after completing your visa application process.
Keep in mind that tourists and people on short-term visas don’t receive residence cards, which is why those visa types can’t rent standard apartments.
2. Passport
Landlords typically want copies of your photo page and the page showing your current visa.
Some also ask for copies of previous Japanese visas if you’ve lived in Japan before, since a longer history in the country can work in your favor during screening.
3. Proof of Income
Landlords want to confirm you can afford the rent, and the specific documents they accept depend on your situation. If you are a salaried employee, you can provide pay slips from the past three months or a tax withholding certificate called a gensen chōshūhyō (源泉徴収票). This certificate shows your annual income and is issued by your employer at the end of each tax year.
If you’ve just arrived in Japan and don’t have Japanese tax documents yet, landlords will usually accept your employment contract showing your salary, along with bank statements showing sufficient savings.
4. Employment Contract or Certificate of Employment
Most landlords want proof that you have a stable job in Japan. An employment contract works if you’re newly hired, but established employees may need to request a certificate of employment (在職証明書 / zaishoku shōmeisho) from their HR department. This document confirms your position, start date, and sometimes your salary.
If you’re transferring to Japan with an international company, a letter from your employer on company letterhead explaining your role and compensation can substitute for Japanese employment documents.
5. Japanese Phone Number
A Japanese phone number is effectively mandatory for renting an apartment. Landlords, management companies, and guarantor companies all need a way to contact you, and most won’t accept international numbers.
If you haven’t arrived in Japan yet, this creates a chicken-and-egg problem since you typically need an address to get a phone contract and a phone number to get an address.
The workaround is to use a mobile service that doesn’t require a Japanese address for signup. Several providers now offer eSIM cards that foreigners can purchase online before arriving or at the airport upon landing.
6. Japanese Bank Account
Rent payments in Japan almost always happen through automatic bank transfers, so you’ll need a Japanese bank account before signing a lease. Some landlords accept credit card payments, but this is still uncommon.
Opening a bank account as a foreigner has become easier in recent years, though some banks still require you to have lived in Japan for six months before they’ll approve an account. Online banks like Sony Bank and Shinsei Bank tend to have fewer restrictions for new arrivals.
7. Emergency Contact in Japan
Landlords require an emergency contact who lives in Japan. This person doesn’t have the same responsibilities as a guarantor, but they need to be reachable if the landlord can’t contact you.
A coworker, friend, or anyone willing to be listed will work. If you don’t know anyone in Japan yet, some guarantor companies offer emergency contact services as part of their package.
Documentation by Visa Type
The core documents above apply to everyone, but landlords often request additional paperwork depending on your visa category. What satisfies a screening company for a work visa holder won’t necessarily work for a student or a spouse of a Japanese national.
Work Visa (Engineer/Specialist in Humanities, etc.)
If you’re on a standard work visa with a Japanese employer, you’re in the most straightforward category. Beyond the universal documents, landlords may ask for your company’s contact information so they can verify your employment.
Large, well-known companies make this process easier since landlords recognize the names and trust the stability. Smaller or foreign companies sometimes face more scrutiny, and you may need to provide additional documentation about your employer.
Student Visa
International students face extra requirements because they typically have limited income. Landlords want to see your student ID, a certificate of enrollment from your university, and proof that you can pay rent.
If your parents are supporting you financially, you may need to provide bank statements showing regular transfers to your account or a letter from your parents confirming their support.
Some universities have partnerships with real estate agencies or offer housing assistance through their international student office. These channels can be easier to navigate since the landlords already understand student situations.
Spouse or Dependent Visa
If you’re in Japan as the spouse or dependent of a Japanese national or resident, landlords will want to see documentation connecting you to the primary visa holder.
This usually means a copy of your spouse’s residence card and proof of their income, since they’re often the one financially responsible for the household. A marriage certificate or family register extract (戸籍謄本 / koseki tōhon) may also be requested.
The good news is that having a Japanese spouse often makes the rental process smoother. Your spouse can handle much of the communication directly, and landlords tend to view these applications more favorably.
Working Holiday Visa
Working holiday visa holders face a unique challenge. The visa only lasts one year and isn’t renewable, which makes landlords nervous about signing standard two-year leases.
Many property owners will decline applications from working holiday visa holders outright, regardless of how strong the rest of the application looks. Your best options are share houses, monthly apartments, or landlords who specifically accept short-term tenants.
If you do find a landlord willing to rent to you, expect to provide proof of savings since your employment situation is likely to be temporary or part-time.
Self-Employed and Freelancers
Freelancers, remote workers, and business owners face a completely different documentation challenge because they don’t have an employer to vouch for their income stability.
A salaried employee at a recognizable company signals predictability, and that’s what landlords want. Self-employed applicants have to work harder to demonstrate the same level of reliability.
Without pay slips or a gensen chōshūhyō from an employer, you’ll need to provide your final tax return (確定申告書 / kakutei shinkokusho) from the previous year. This document shows your declared income and is the closest equivalent to an employment-based income certificate.
If you’ve been self-employed in Japan for multiple years, providing two or three years of tax returns strengthens your application.
For freelancers who recently arrived in Japan or started their business within the past year, the lack of Japanese tax history creates a problem. In these cases, you’ll need to rely on bank statements showing consistent income deposits over several months. Some landlords will also accept contracts with clients as evidence of ongoing work, particularly if those clients are recognizable companies.
If you operate a registered business in Japan, your company registration certificate (登記簿謄本 / tōkibō tōhon) adds credibility to your application. Sole proprietors can provide their business opening notification (開業届 / kaigyō todoke) that was submitted to the tax office.
These documents don’t guarantee approval, but they show landlords that your work situation is legitimate and formalized rather than informal or precarious.
Many self-employed foreigners find success by emphasizing savings over income. If you can show a Japanese bank account with enough funds to cover a full year of rent or more, some landlords will approve your application even without traditional income documentation. This approach essentially removes their concern about whether you can pay.
The exact amount that qualifies as “enough” varies by landlord and rent level, but having twelve months of rent plus the initial move-in costs sitting in your account gives you a strong position.
Self-employed applicants often face higher scrutiny from guarantor companies as well. These companies assess your financial stability before agreeing to guarantee your lease, and irregular income patterns can trigger rejections. If one guarantor company declines your application, ask your real estate agent to try others since approval criteria vary between companies.
Some guarantor companies specialize in non-traditional applicants, including freelancers and foreign business owners. Your agent should know which companies are more flexible, so make your employment situation clear from the start of your apartment search.
Digital Nomad Visa
Japan launched its Digital Nomad Visa in April 2024, allowing remote workers to stay in the country for up to six months. The visa attracted significant interest from location-independent workers who wanted to experience life in Japan beyond a typical tourist stay.
But there’s a catch that most people don’t discover until they start looking for housing. Digital Nomad Visa holders cannot receive a residence card.
The residence card is the foundation of nearly every apartment application in Japan. Without one, you can’t complete the standard rental process. Landlords won’t accept your application, guarantor companies won’t cover you, and you can’t set up the automatic bank transfers that most leases require.
This isn’t a quirk of individual landlords being difficult. The entire rental infrastructure in Japan assumes you have a residence card. The system simply wasn’t designed to accommodate this visa category.
If you’re coming to Japan on the Digital Nomad Visa, your housing options fall into a few categories: monthly apartments and serviced apartments.
Monthly apartments (マンスリーマンション) are furnished units designed for stays of one to six months. They don’t require a residence card because they operate more like extended hotel stays than traditional leases. The rent is higher than a standard apartment, but the paperwork is minimal. You typically just need a passport and payment upfront.
Serviced apartments offer a similar arrangement with added amenities like cleaning and front desk services. These cater heavily to business travelers and relocating executives, so they’re accustomed to dealing with guests who don’t have residence cards.
Share houses are another option. Some share house operators accept guests without residence cards, particularly those that target international residents. You’ll have a private room but share common spaces like kitchens and bathrooms with other tenants.
Short-term rental platforms can work for the first portion of your stay, though Japan has strict regulations around these services. Legal listings exist, but availability varies significantly by city and neighborhood.
If you’re serious about spending six months in Japan on the Digital Nomad Visa, budget more for housing than you would in a standard rental situation. Monthly apartments typically run 1.5 to 2 times the cost of equivalent regular apartments because the flexibility and furnished setup come at a premium.
Book your first month or two before arriving so you have a confirmed address. Once you’re in Japan, you can explore other options and potentially negotiate better rates for longer stays directly with monthly apartment operators.
Do You Need a Guarantor to Rent in Japan?
The short answer is yes, almost always.
The Japanese rental system traditionally required a personal guarantor (連帯保証人 / rentai hoshōnin) who would take legal responsibility for your rent if you failed to pay. This person had to be a Japanese citizen or permanent resident with stable income, which created an obvious problem for foreigners who didn’t have those connections.
The good news is that guarantor companies (保証会社 / hoshō gaisha) have largely replaced the personal guarantor requirement. These companies act as your guarantor in exchange for a fee, typically 50% to 100% of one month’s rent paid upfront, with smaller annual renewal fees.
Today, most landlords actually prefer guarantor companies over personal guarantors because the companies are easier to deal with when problems arise. Some listings now require a guarantor company even if you have a Japanese friend or family member willing to act as your personal guarantor.
Guarantor companies run their own screening process separate from the landlord’s evaluation. They want to assess your ability to pay rent consistently, so they’ll request many of the same documents you provide to the landlord.
Expect to submit your residence card, proof of income, and employment information. The guarantor company will verify your employment by calling your workplace, so make sure your employer knows to expect the call. They may also contact your emergency contact in Japan.
Approval isn’t guaranteed. Guarantor companies reject applications from people with insufficient income relative to the rent, unstable employment situations, or incomplete documentation. If one company rejects you, your real estate agent can submit your application to a different company since each has its own criteria.
Some older landlords or smaller properties still insist on a personal guarantor instead of accepting a guarantor company. In these cases, your guarantor will need to provide their own documentation including proof of income, a seal certificate (印鑑証明書 / inkan shōmeisho), and sometimes a copy of their residence card or driver’s license.
Finding a Japanese person willing to take on this responsibility is difficult. The guarantor becomes legally liable for your rent and any damages, which is a significant ask even for close friends. If a landlord requires a personal guarantor and you don’t have one, your only option is to look for a different apartment.
A small number of properties don’t require any guarantor at all. These are typically older buildings, less desirable locations, or landlords who have decided the hassle of the guarantor system isn’t worth it. Foreigner-friendly real estate agencies sometimes specialize in these listings.
The trade-off is that no-guarantor properties tend to be lower quality or located in less convenient areas. But if you’re having trouble getting approved through the standard process, these listings can be a practical fallback.
Recent Changes That Affect Foreign Renters in Japan
Some of these changes directly impact the documents you’ll need or the process you’ll go through.
Health Insurance Card Phase-Out (December 2024)
Japan stopped issuing new paper health insurance cards in December 2024. The My Number Card now serves as the primary proof of health insurance enrollment. While health insurance cards aren’t always required for rental applications, some landlords and guarantor companies have asked for them as supplementary identification in the past.
If you’re asked for proof of health insurance going forward, you’ll likely need to show your My Number Card or a certificate of insurance from your provider. Make sure your My Number Card is set up with the health insurance function enabled if you plan to use it for this purpose.
My Number Card and Residence Card Integration
The Japanese government passed legislation in June 2024 to eventually merge the residence card and My Number Card into a single document. The rollout is expected between 2025 and 2026. Once implemented, foreigners will carry one card instead of two, and that card will serve as identification for both immigration status and government services.
For renters, this change should simplify things slightly since you’ll only need to provide copies of one card instead of two. But during the transition period, expect some confusion as landlords and guarantor companies adjust their document requirements.
Visa Fee Increases (April 2025)
Japan announced significant visa fee increases taking effect in April 2025. The increases range from 600% to over 1,000% depending on the visa type. While this doesn’t directly change what documents you need for renting, it affects the overall cost of relocating to Japan and may influence when people choose to make their move.
If you’re planning to come to Japan in early 2025, applying for your visa before April could save you a substantial amount on fees.
Stricter Business Manager Visa Requirements (October 2025)
New requirements for Business Manager visas take effect in October 2025, including higher capital requirements for business registration. This affects entrepreneurs and business owners who plan to rent apartments under this visa category.
If you’re applying for a Business Manager visa after October 2025, make sure your business documentation reflects the new requirements. Landlords screening your application will expect to see that your business meets current standards, not outdated ones.
Getting Your Documents Ready
The rental process in Japan is document-heavy, but it’s manageable once you understand what’s expected. The key is knowing your specific situation and gathering the right paperwork before you start viewing apartments.
Most applications fail because of missing documents, not because of the applicant themselves. A landlord who receives a complete application with verified income, valid visa status, and guarantor company approval has little reason to reject it. The foreigners who struggle are usually the ones who didn’t realize they needed a particular certificate until the real estate agent asked for it.
Start collecting your documents early. If you’re still in your home country, get your employment contract sorted, gather bank statements, and make sure your passport has enough validity. If you’re already in Japan, request your tax certificates and employment verification before you begin your apartment search.
The more prepared you are on paper, the smoother the process will be.
If you’re looking for an apartment in Tokyo and want help navigating the process, our bilingual team at Tokyo Portfolio works with expats every day. We can tell you exactly what documents you’ll need for your situation and guide you through each step. Reach out to us to start your search.
