In Japan’s hot summers and chilly winters, an air conditioner is an essential amenity for comfortable living. In rental properties, having an air-conditioned unit has become a standard expectation. However, it’s not uncommon for unexpected issues to arise during use—such as the unit suddenly failing to cool, making unusual noises, or not powering on at all.

When such problems occur, one of the first questions tenants tend to ask is: “am I responsible for the repair costs, or is it the landlord’s obligation?”

This article provides a detailed explanation based on actual leasing practices in Japan, covering the fundamental rules of cost responsibility when an air conditioner breaks down, how to assess different scenarios, and how to handle cases that often lead to disputes.

General Rule: Repairs Due to Normal Wear and Tear Are the Landlord’s Responsibility

In rental properties, fixtures such as air conditioners, water heaters, and kitchen appliances are typically classified as “leased fixtures”—which means the landlord is generally obligated to repair or replace them.

In particular, if the air conditioner was originally installed as part of the apartment’s built-in amenities, then any malfunction caused by age-related deterioration or normal usage is, in principle, the responsibility of the landlord or the property management company.

When the Tenant May Be Responsible for Repair Costs

There are cases in which damage is deemed to be the result of tenant negligence or intentional misuse, potentially leading to partial or full liability for repair expenses.

1. Malfunctions Due to Poor Maintenance

Failure to regularly clean air filters can lead to blockages, mold, and unpleasant odors. Such issues may be considered a breach of the tenant’s duty to maintain the equipment in good condition.

2. Damage from Impact, Dropping, or Unauthorized Modifications

Examples include a remote control damaged by accidental impact, a panel broken due to forceful operation, or improper installation from DIY efforts—all of which may be classified as tenant-caused damage.

3. Worsening of the Issue Due to Neglect

In cases where issues such as unusual noises or reduced cooling performance are left unaddressed for several months, and the condition worsens to the point of being difficult to repair, the tenant may be held accountable for the delay in reporting the problem.

Responsibility for Repair Costs Is Defined in the Lease Agreement

In most cases, the party responsible for covering repair expenses is clearly outlined in the lease agreement, particularly in sections related to equipment and special provisions. Attention should be paid to the specific language used, such as:

• “The air conditioner is provided as a leased fixture”
  → The landlord is responsible for repairs or replacement.

• “The air conditioner is a remaining item with no performance guarantee”
  → The tenant assumes all responsibility for its use, with no obligation for repairs or replacement if it malfunctions.

•  “The tenant is responsible for repair costs up to ¥●●●”
  → The tenant may be liable for a portion of the repair expenses.

Key Point:
Before moving in, always confirm whether the air conditioner is considered a landlord-installed fixture or merely a leftover item from the previous tenant.

Proper Steps to Take When the Air Conditioner Breaks Down

1. Contact the Landlord or Property Management Company First
   → Do not call a repair service on your own; always report the issue in advance.

2. Clearly Describe the Situation
   → For example, “No cool air is coming out,” “The remote control is unresponsive,” or “There is a persistent unusual noise.”

3. Request an Inspection and Cost Estimate
   → The property management company will usually arrange for an affiliated contractor to investigate the cause and provide a repair estimate.

4. Do Not Make Any Payments Until the Responsible Party Is Confirmed
   → If you independently hire a repair service and pay upfront, there is a risk that the cost will not be reimbursed.

Preventive Measures Before and Upon Moving In

• Check Whether the Lease Clearly Defines the Classification of Fixtures

• Document the Condition of the Air Conditioner at Move-In with Photos and Videos

• Clean Filters and Conduct Test Runs Regularly

• Report Any Irregularities to the Property Management Company Immediately
  

Important Considerations When an Air Conditioner Needs Replacement

If the air conditioner is deemed beyond repair and requires replacement, installation may take several days to up to a week. This is especially common during peak summer months when service providers are in high demand, and immediate action may not be possible.

Examples of interim solutions:

• Temporary provision of fans or portable air coolers

• In some cases, negotiations may result in partial rent reductions or coverage of hotel accommodation costs

Please note: These accommodations vary by property and management company, so it is essential to discuss and confirm arrangements in advance.

What Is a “Zancho-butsu” (Left-Behind Item) Air Conditioner? Key Points to Note

A “zancho-butsu”, or left-behind item, refers to equipment left in the unit as a courtesy by the previous tenant or landlord. This often includes items such as air conditioners, lighting fixtures, or curtain rails.

Air conditioners classified as left-behind items carry the following risks:

• The landlord is not obligated to repair or replace them in case of malfunction

• There is no performance guarantee, which means the unit may break down unexpectedly

• If you choose to replace it, you may be responsible for removal and disposal costs

The Key to Avoiding Disputes: Reviewing the Lease and Acting Early

Responsibility for air conditioner repair costs largely depends on who caused the issue and how the equipment is defined in the lease agreement. Carefully reviewing the contract before moving in—and promptly reporting any malfunctions to the property management company afterward—is the most effective way to prevent disputes.

Because a malfunctioning air conditioner directly impacts quality of life, knowing how to respond when problems arise is essential for maintaining comfort in a residence.