“I was charged an excessive repair fee at move-out.”
“I was held responsible for damage that was there before I moved in.”

Such disputes over restoration costs are not uncommon in the rental market. In most cases, the root cause is a lack of thorough documentation at the time of move-in.

Even tenants who aim to avoid conflict with landlords or property managers can find themselves facing unexpected and unjustified charges—all because they failed to document the property’s original condition. The most effective way to prevent this? Diligent and accurate record-keeping before you take possession of the unit.

This article provides a practical, straightforward explanation of how Japan’s restoration system works—and more importantly, how to properly document the condition of your home at move-in to protect yourself from costly misunderstandings later on.

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What Are the Rules of “Restoration to Original Condition”?

First and foremost, it’s important to understand that “restoration” does not mean returning the property to a completely flawless, brand-new state.

According to the Ministry of Land, Infrastructure, Transport and Tourism’s official Guidelines on Restoration and Rental Disputes, normal wear and tear and age-related deterioration are not the tenant’s responsibility.

Examples of wear and tear not chargeable to the tenant:

• Impressions or marks from furniture on carpet or wallpaper

• Discoloration from sunlight exposure

• Scratches or stains that existed prior to move-in

• Natural wear on flooring due to regular daily use

Examples of damage that the tenant is typically responsible for:

• Nicotine stains or lingering odors from smoking

• Holes caused by nails or screws in walls

• Scratches or soiling from pets

• Mold or buildup caused by neglect in wet areas

Disputes often arise over these distinctions. But with clear, dated documentation of the property’s condition at move-in, tenants can avoid unjust charges and protect themselves from being held liable for damage they did not cause.

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Why Is Documenting the Property Before Move-In So Important?

At the time of move-out, the property manager or landlord will inspect the residence and determine which areas—if any—should be repaired at the tenant’s expense. If you cannot prove that certain scratches, stains, or imperfections existed prior to your occupancy, there is a strong likelihood they will be attributed to your tenancy.

Simply stating, “It was like this when I moved in” carries little weight without supporting evidence.
This is why maintaining clear photographic and written documentation of the property’s condition before move-in serves as your most effective protection against unnecessary charges.

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How to Properly Document the Property Before Move-In

✅ 1. Take Detailed Photos and Videos

Using your smartphone is perfectly sufficient—what matters is capturing clear, comprehensive images of the property’s interior prior to move-in. Focus especially on areas that are commonly associated with disputes:

※Ensure that photos and videos are clearly dated and indicate the exact location within the unit. A walkthrough video with verbal commentary can be especially compelling and is considered strong evidence in the event of a dispute.

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✅ 2. Use a Checklist to Record the Property’s Condition

Some properties may provide a formal “Move-In Inspection Sheet,” but if not, it’s highly advisable to create your own simple checklist to document the condition of key areas.

Example:

Sending a copy of this completed checklist to the property management company ensures you have a clear, time-stamped record that can serve as reliable evidence in case of any future disputes.

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✅ 3. Share Documentation by Email

For maximum transparency, it is advisable to email your photos and checklist to the property manager or landlord within the first week of moving in.

Sample Message:

Upon inspecting the residence prior to move-in, I noticed a few pre-existing scratches and blemishes.
To help prevent any potential misunderstandings, I’m sharing the attached photos for your reference.
Thank you for your attention and confirmation.

Having a dated email record establishes proof that you proactively reported these conditions, which can be invaluable in the event of a future dispute.

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Report Any Issues Immediately After Move-In

If you notice any functional issues—such as a malfunctioning air conditioner, leaky faucet, or equipment irregularities—after moving in, it’s essential to report them to the property manager as soon as possible.

Delaying such communication may lead to misunderstandings, with the issue potentially being perceived as damage caused after occupancy.

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Double Protection: How to Avoid Disputes at Move-Out

Common scenarios that often lead to disputes at the end of a lease include:

• Being charged tens of thousands of yen for floor scratches deemed the tenant’s responsibility

• Being required to pay for the complete replacement of wallpaper

• Bearing the cost of mold removal and deep cleaning

To prevent such outcomes, two key precautions are essential:

1. Document the condition of the property before move-in (evidence)

2. Understand the legal guidelines for restoration (knowledge)

With these two safeguards in place, tenants can significantly reduce the risk of unjust claims at the time of move-out—ensuring a smooth, fair conclusion to their tenancy in a luxury residence.

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In Rental Agreements, Documentation Is Everything

In reality, rental agreements often come with an imbalance of information and authority between the landlord and tenant. This is precisely why documentation—not assumptions or verbal assurances—is your strongest safeguard.

Even the most careful and respectful tenants may find their concerns overlooked if no supporting evidence is available. The mindset of “there’s nothing wrong, so there’s nothing to record” can leave you unprotected when it matters most.

A few minutes spent documenting the condition of your home at move-in may ultimately save you thousands of yen and significant stress at move-out.