How to Rent an Apartment in Japan From Overseas (Step-by-Step)

By Ibuki — Affarah Friendly Homes · 2026-01-15

How to Rent an Apartment in Japan From Overseas (Step-by-Step)

Renting from overseas can work. But it only works when you accept one truth early:

Most Japanese rentals are set up for people who are already in Japan.

That's not discrimination by default. It's logistics. Landlords want a stable identity check, a way to contact you, and confidence you can pay. From overseas, you often don't have a Japanese phone number, a local address, or a residence card yet.

So you need a plan that matches your reality.

Info byte: If you enter Japan as a mid-to-long-term resident, you're issued a residence card at major airports (or it's mailed later), and you must notify your municipality of your address within 14 days of deciding where you live.

Choose the route that actually works

There are three common routes. One is "clean" and low-risk. One is fast but pricey. One is only for certain situations.

Route Who it's best for Pros Cons
A) Short-term first, then sign a long-term lease Most newcomers Low risk, easy logistics, better property choices You pay short-term housing costs first
B) Rent a UR apartment People who qualify + want simplicity Often no key money, no brokerage fee, no renewal fee, and no guarantor Availability varies; income rules apply; not always in your ideal area
C) Sign a private lease before arrival Relocation packages, strong documentation, or specialist support Move-in quickly after landing Harder screening, more fees, more points of failure

If you're unsure, pick Route A. It's the most forgiving.

Step 1: Lock your "non-negotiables" (don't skip this)

Before you message a single agent, decide four things. This prevents you from wasting weeks on listings you could never pass screening for.

1) Your move-in window
If your move-in date is vague, landlords hesitate. A clean target like "Move-in between March 10–25" gets better responses than "sometime in spring."

2) Budget that includes fees
Japan rentals often have upfront costs beyond the first month. If you only budget for monthly rent, you'll end up falling in love with places you can't move into.

3) Area constraints
Pick 2–3 areas, not 20. From overseas, you don't have infinite time to compare neighborhoods.

4) Your screening story
In one sentence: who you are, what you do, and how you pay rent.
Example: "Full-time software engineer, relocating with a 3-year work visa, moving alone, stable income, ready to apply immediately."

Step 2: Build a "Japan-ready" document pack

From overseas, your advantage is speed. The faster you can submit a complete application, the more seriously you'll be treated.

Create one folder you can share instantly (PDFs, clearly named).

Core documents you'll usually need

  • Passport (photo page)
  • Visa / status plan (if you have it)
  • Proof of income (offer letter, employment certificate, or recent payslips if you're transferring)
  • Bank balance statement (especially if newly hired or freelance)
  • Emergency contact (in Japan is ideal, but not always required)
  • A short self-introduction sheet (one page)

If you're already in Japan

  • Residence card (common request)
  • Japanese phone number (often helpful)
  • Current address (even a temporary one)

Info byte: Some landlords/guarantor companies screen for stability signals like visa/status and ability to pay. Universities that support international residents explain guarantors/guarantor companies as a standard part of renting in Japan.

Step 3: Decide how you'll handle the guarantor requirement

Many rentals require either:

  • a human guarantor, or
  • a rent guarantor company (保証会社)

From overseas, you usually won't have a human guarantor. So your realistic path is a guarantor company.

You'll fill out an application form, submit documents, and the company screens you. If they reject you, the reason often isn't disclosed.

If you want to reduce friction fast: consider UR.
UR's official materials highlight "No guarantor" plus other cost simplifications (varies by property and your eligibility).

Step 4: Contact agents the right way

Most people fail here. They send a vague message. They ask 12 questions. They look indecisive. The agent ghosting them isn't personal.

Your message should do three things:

  1. prove you're serious,
  2. prove you're qualified,
  3. make the next step obvious.

Template: first outreach

Subject: Ready to apply — looking for [AREA] apartment, move-in [DATE RANGE]

Hello,
I'm relocating to Japan and looking for an apartment in [AREA 1 / AREA 2].

  • Move-in: [DATE RANGE]
  • Budget: up to ¥[X] per month (including management fee)
  • Occupants: [1 person / 2 people]
  • Employment: [job type], starting [date] / transferring to Japan
  • I can submit documents immediately.

Could you recommend listings that are friendly to foreign tenants and allow a guarantor company?

Thank you,
[Name]

Template: booking viewings from overseas

If you're not in Japan yet, ask for video viewings and a clear next step.

Hello,
If possible, could we do a video viewing for these listings?
If I like the property, what is the application process and what documents do you need first?

Thank you,
[Name]

Step 5: Understand what you can't do from overseas (and how to work around it)

Blocker: No Japanese phone number

Some agents want one. Not always, but often.

Workarounds

  • Use email + WhatsApp/LINE if the agent agrees
  • Use a relocation service (they often have a system for this)
  • Start with short-term housing, then get a phone number quickly after landing

Blocker: You don't have a residence card yet

A lot of processes become easier once you're in Japan and registered.

Workaround

  • Use Route A (temporary housing first), then apply once you have the basics in place.

Blocker: The "good" apartments disappear fast

Listings move quickly. From overseas, delay kills deals.

Workaround

  • Keep your criteria tight
  • Have your doc pack ready
  • Decide fast after video viewing

Step 6: The overseas-friendly checklist for viewings

Even on video, you can screen effectively. Focus on the stuff that's expensive to fix later.

Ask these questions every time

  • Is this a fixed-term lease or standard 2-year lease?
  • What are the total move-in costs (itemized)?
  • Is a guarantor company required? Which one?
  • What's the internet setup (fiber available? provider restrictions?)
  • Any noise risks (main road, train line, thin walls)?
  • How does garbage sorting work in this building?
  • What exactly counts as "restoration" at move-out?

Then ask for:

  • a video of water pressure in the shower and kitchen
  • a slow pan of the ceiling corners (mold risk)
  • a close look at window frames (condensation history)

Step 7: A realistic timeline (so you don't panic)

  1. Week 1: pick areas + budget + build document pack
  2. Week 2: shortlist listings + video viewings
  3. Week 3: apply + guarantor screening
  4. Week 4: contract + pay move-in costs
  5. Move-in: key handover + utilities + internet booking

If your move-in date is soon and you're overseas, assume it will take longer than you think. That's normal. Your goal is not "fast." Your goal is "approved."

Common mistakes to avoid

Mistake 1: Trying to force Route C with weak documents
If your income proof is unclear or your situation is complex, many landlords won't take the risk from overseas.

Mistake 2: Falling in love with a listing before you know the rules
A beautiful apartment with strict screening is a time-waster. Start with what you can realistically pass.

Mistake 3: Over-optimizing instead of moving
Your first apartment in Japan does not need to be your forever apartment. Many people upgrade after 6–12 months once they understand the city.

If you want, Affarah can help you choose the right route based on your visa, start date, and budget — then build a shortlist you can actually get approved for.