Moving Out of a Rental in Japan: Notice Requirements and Tips for Getting the Most Back from Your Deposit
A detailed guide to moving out of a rental in Japan: notice periods, the tachiai move-out inspection process, MLIT guidelines, and tips for protecting your shikikin deposit.
Aug 7, 2026·✍️ olablog·⏱ 11 min read
A detailed guide to moving out of a rental in Japan: notice periods, the tachiai move-out inspection process, MLIT guidelines, and tips for protecting your shikikin deposit.
Are you nearing the end of your rental contract, preparing to move to another prefecture for work, or about to finish a study or internship program and return home? Whenever it is time to move out of a home in Japan, many Vietnamese residents feel anxious about having their entire 敷金 (shikikin) deposit deducted—or even receiving a “sky-high” compensation bill for hundreds of thousands of yen. Many engineers, international students, and interns end up reluctantly paying such charges simply because they are unfamiliar with the law, even when they have kept their apartment very clean. So how can you cancel your contract within the required notice period, prepare properly for the 立ち合い (tachiai) move-out inspection, and protect your deposit in accordance with Japanese law? In this article, OlaChill walks you through the most practical steps so you can handle the process with confidence and recover as much of your rightful deposit as possible.
Why Is It So Easy to Have Your Deposit Deducted When Moving Out in Japan?
In Japanese rental agreements, the 敷金 (shikikin) deposit is money the tenant pays upfront to the landlord (家主 - yanishi or 大家さん - oyasan) to secure payment of rent and compensation for damage to the property. When you move out, the cost of restoring the property to its original condition 原状回復 (genjou kaifuku) is deducted directly from this deposit, and the remainder is then refunded to your account.
However, the line between damage caused by the tenant and ordinary wear and tear is often open to dispute. Some property management companies (管理会社 - kanri gaisha) take advantage of language barriers and foreign tenants’ lack of familiarity with the rules to list repair costs that are higher than the actual expenses. If you do not take the initiative to learn about the law, you can easily become the victim of unreasonable charges.
The Contract Cancellation Notice Process (1-2 Months): Procedures and Timelines
To avoid paying rent for both your old and new homes at the same time, it is extremely important to understand the contract cancellation process.
1. Check the Required Notice Period 解約予告期間 (kaiyaku yokoku kikan)
Every rental agreement 賃貸借契約書 (chintai shaku keiyakusho) specifies how far in advance you must notify the landlord before moving out.
- Most common: One month’s notice (1ヶ月前 - ikkatsu mae). For example, if you want to move out on 31/03, you must submit your notice no later than 28/02 or 01/03.
- Some apartments: Require 2 months’ notice (2ヶ月前 - nikatsu mae) or 3 months.
- Important when counting days: One month’s notice means a full 30-31 days counted from the date the management company receives your notice—not necessarily according to the standard calendar month.
2. Submit the Contract Cancellation Notice 解約通知書 (kaiyaku tsuchisho)
You need to submit a 解約通知書 (kaiyaku tsuchisho) or 退去届 (taikyotodoke). Many companies now accept submissions through an online portal or by email, but some still require documents to be sent by post. Keep proof of mailing or an email confirmation to avoid disputes over the date of receipt.
3. How to Calculate the Final Month’s Rent and Early Cancellation Fees
- Final month’s rent: Check whether your contract calculates rent by the actual number of days 日割り (hiwari) or charges for the full month 月割り (tsukiwari). As of August 8/2026, the approximate exchange rate is 1 JPY ≈ 165 VND (10,000 JPY ≈ 1,650,000 VND), so being charged for a full month instead of by the day could cost you several unnecessary tens of thousands of yen.
- Early cancellation penalty 短期解約違約金 (tanki kaiyaku iyaku kin): If you move out before completing 1 year (or 2 years, depending on the contract), you may be charged a penalty equivalent to 1 to 2 months’ rent.
How Responsibility Is Divided Under the Guidelines of Japan’s Ministry of Land, Infrastructure, Transport and Tourism (MLIT)
Japan’s Ministry of Land, Infrastructure, Transport and Tourism (国土交通省 - Kokudo Koutsuushou / MLIT) has issued standard guidelines on “Troubles and Guidelines Concerning Restoration to the Original Condition” (原状回復をめぐるトラブルとガイドライン). Under Article 621 of Japan’s Civil Code (民法 - Minpou) and these guidelines, costs are generally allocated as follows:
- Ordinary wear and tear (自然損耗 - shizen somou) & deterioration over time (経年劣化 - keinen rekka): Paid by the LANDLORD.
- Damage caused intentionally, through negligence, or by violating the tenant’s duty of care (故意・過失・善管注意義務違反 - koi, kashitsu, zenkan chuui gimu ihan): Paid by the TENANT.
The table below provides a specific comparison of who is responsible for each type of expense when moving out:
| Item / Area | Landlord pays (自然損耗 / 経年劣化) | Tenant pays (故意・過失) |
|---|---|---|
| Wallpaper (クロス - kurosu) | Fading caused by sunlight; marks or discoloration behind the refrigerator or TV (電気やけ - denki yake) | Yellowing from cigarette smoke, children’s drawings or scribbles, black mold caused by inadequate ventilation |
| Flooring (フローリング / 畳 - tatami) | Light indentations from table and chair legs; natural fading of wooden floors over time | Deep scratches from dragging furniture, cigarette burns, warped or rotten flooring caused by spilled water that was not wiped up |
| Electrical equipment & cleaning | Equipment breaking down naturally due to age, such as the air conditioner, water heater, or lights | Thick, long-standing grease buildup that was not cleaned, heavy mold throughout the bathroom |
| Room cleaning (ハウスクリーニング) | Routine overall cleaning to prepare for the next tenant (if the contract contains no special clause) | Special cleaning costs because the apartment is excessively dirty or has a strong lingering odor |
The 6-Year Depreciation Rule and Special Clauses (特約)
One key point that many people are unaware of is depreciation over time (残存価値 - zanzon kachi).
1. The 6-Year Depreciation Rule for Wallpaper
Under the MLIT Guidelines, wallpaper (クロス - kurosu) has a useful service life (耐用年数 - taiyou nensuu) of 6 years.
- If you have lived in the apartment for a full 6 years, the wallpaper’s remaining value falls to just 1 JPY (残存価値1円).
- Even if you accidentally tear part of a wall, you should only have to compensate for the remaining value calculated according to the number of years you lived there, plus a portion of the installation cost (施工費 - sekouhi)—not 100% of the cost of replacing it.
2. Watch Out for Special Clauses 特約 (tokuyaku)
Many contracts include a Special Clause 特約 (tokuyaku) requiring the tenant to pay a fixed ハウスクリーニング代 (hausu kuriiningu dai) cleaning fee when moving out.
- As of August 8/2026, cleaning costs for a 1K/1DK apartment range from 30,000 to 50,000 JPY (~4,950,000 - 8,250,000 VND).
- This clause is legally effective IF it is clearly stated in the contract and you signed your agreement to it when you moved in. Check the original contract carefully to see whether such a clause is included.
Preparing for the Move-Out Inspection (立ち合い): Tips for Getting the Most Back from Your Deposit
The 立ち合い (tachiai) move-out inspection is the moment that determines how much of your deposit you will receive back. Use the following tips to protect your money:
Step 1: Clean the Apartment as Thoroughly as Possible
Whether or not your contract includes the ハウスクリーニング代 cleaning fee, you should still clean the sink, gas stove, toilet, bathroom, and any mold on the window frames. A clean apartment makes a good impression on the inspector and reduces the risk of being challenged over minor issues.
Step 2: Take Photos and Record Video as Evidence
Once you have removed all your belongings, use your phone to take wide-angle photos of every room, the floors, and the ceilings, as well as close-ups of any pre-existing scratches or marks. This is important evidence if a dispute arises later.
Step 3: Carefully Review the Move-Out Inspection Report Before Signing
At the end of the 立ち合い inspection, the management representative will give you a report recording the condition of the room and estimating any compensation costs.
- The golden rule: Read every item carefully! If you see an unreasonable charge—such as being billed to replace all the wallpaper in a room when only a small corner is damaged, or being charged an excessively high cleaning fee—you are NOT REQUIRED to sign immediately on the spot.
- Stay calm and say: "I need to take this document home to compare it with my contract and the MLIT guidelines, and I will get back to you later" (確認してから連絡します - Kakunin shite kara renraku shimasu).
Step 4: Return the Keys (鍵の返却 - kagi no henkyoku)
Return all the original keys and spare keys that were issued when you moved in. Do not forget to return any parking card or building access card as well, if applicable.
What to Do If You Are Charged Unreasonably
If the management company sends you a final settlement statement (敷金精算書 - shikikin seisansho) that deducts nearly all your deposit or demands an unreasonable additional payment, follow these steps:
- Request a detailed estimate (見積書 - mitsumorisho): Ask them to clearly separate material costs, labor costs, and the depreciation calculation based on the number of years you lived in the property.
- Send a formal letter or email of objection: Cite the relevant contract clauses and the MLIT Guidelines to explain why the deduction is inappropriate.
- Contact free legal support services:
- Consumer Hotline 消費者ホットライン (
188): Call188(Shouhisha Hotto Rain) to be connected with the local Consumer Affairs Center. The staff can help you assess whether the compensation bill violates the law. - Real Estate Consultation Center 住まいるダイヤル (Smile Dial): The hotline 0570-016-100 provides technical and legal information about housing.
- Japan Legal Support Center 法テラス (Houterasu): Offers legal consultations and interpretation services for foreign nationals legally residing in Japan.
- Consumer Hotline 消費者ホットライン (
Frequently Asked Questions
Q. What happens if I submit the contract cancellation notice 解約通知書 (kaiyaku tsuchisho) less than 1 month in advance?
If you submit it late, the effective cancellation date will be pushed back by exactly the number of days you were late. You will still have to pay rent for that period, even if you have already moved your belongings elsewhere.
Q. Is the house cleaning fee ハウスクリーニング代 (hausu kuriiningu dai) mandatory?
If the original contract contains a special clause 特約 (tokuyaku) stating that the tenant must pay this fee and specifying the amount, you are required to pay it. If the contract does not mention it, the cost is the landlord’s responsibility.
Q. How much does it cost to replace a room key (鍵 - kagi) if I lose it when moving out?
As of August 8/2026, the cost of replacing the lock (鍵交換費用 - kagi koukan hiyou) ranges from 15,000 to 35,000 JPY (~2,470,000 - 5,770,000 VND), depending on whether it is a mechanical lock or a smart electronic lock.
Q. How long does it take for the remaining 敷金 (shikikin) deposit to be refunded to my account?
Usually, once the 立ち合い inspection is complete and the final settlement has been confirmed, any remaining deposit is transferred back to your account within 1 to 2 months.
Article Summary and Further Reading
Moving out of a rental in Japan is not difficult if you understand the 1-2 month notice period, clean the apartment thoroughly, and know your rights under the MLIT’s 原状回復 restoration guidelines. Always keep your contract and photos of the apartment, and calmly discuss any issues based on the relevant legal standards to protect as much of your deposit as possible.
If you are preparing to move or want to learn more practical tips about living in Japan, check out these related articles:
- Learn more about choosing an apartment and the complete rental process through A Vietnamese Guide to Renting a Home in Japan.
- Find more information about daily life, administrative procedures, and money-saving tips on the OlaChill Blog.
- Treat yourself to a relaxing getaway after the hard work of moving with these Day Tours from Tokyo, led by friendly Vietnamese-speaking guides.
- Visit the OlaChill homepage to explore the latest travel and lifestyle information about Japan.
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