Just as a prospective tenant completes their apartment search and prepares for the upcoming move, an unexpected notice may arrive: “We are unable to proceed with the lease.” Among the most common—and often overlooked—reasons for such last-minute cancellations is the failure to submit required documentation.

It is not unusual for this to occur even after the application has been submitted, the property viewing completed, and an initial estimate of move-in costs received. For the tenant, this sudden reversal can result in significant emotional distress and financial loss. Often, when further clarification is sought, the reason turns out to be something as seemingly minor as an unsubmitted document—pointing to a miscommunication or misunderstanding that could have been avoided with proper confirmation.

This article explores why missing paperwork can have such serious implications in the Japanese leasing process, how such issues might be prevented, and what practical steps prospective tenants can take to avoid similar setbacks. The aim is to provide insight into ensuring a smooth and secure lease agreement.

Why Missing Documents Can Lead to Lease Cancellation

In Japan’s rental housing market, submitting a rental application is merely an expression of intent—it does not constitute a legally binding agreement. The lease is only formalized once the landlord and, in many cases, the guarantor company have completed their screening process and the rental contract has been duly signed and sealed by both parties.

This screening involves verifying the prospective tenant’s identity, income, visa status, and financial reliability—all of which require specific documentation. Without the necessary paperwork, landlords and guarantor companies lack the information needed to assess a tenant’s suitability, and may ultimately decline to proceed with the contract.

This is particularly crucial when a guarantor company is involved. If the required documents are not submitted within a stipulated timeframe following the application, the screening process may be terminated altogether. During peak rental seasons, even a slight delay can result in the lease opportunity being offered to another applicant whose documents are promptly submitted.

Key Documents Commonly Required for Lease Approval

While the specific documentation requested may vary depending on a tenant’s profile, the following are commonly required by real estate agencies and property management companies in Japan:

• Official identification (e.g., driver’s license, passport)

• Residence card (for non-Japanese nationals)

• Certificate of residence – to ensure consistency with the rental contract address

• Proof of income – such as recent payslips, a withholding tax certificate, or an employment contract

• Certificate of employment or student ID – to verify affiliation or occupation

• Emergency contact information

• Application and consent forms for the guarantor company

• Bank transfer confirmation for initial move-in costs

Only once all requested documents have been submitted and reviewed can the landlord or guarantor company issue a final approval and move forward with the lease. Even a single missing document may delay or suspend the screening process, potentially resulting in a forfeited leasing opportunity.

Overlooked Submission Deadlines: A Common Pitfall

A frequent cause of lease cancellations is the tenant’s failure to confirm or adhere to document submission deadlines. In many cases, the tenant may have been verbally advised to provide the documents “by next week,” but without recording the exact date, the submission was inadvertently delayed. Alternatively, some applicants assume they will be contacted if there is an issue, only to later discover that the unit has been leased to another party.

Real estate agencies often manage multiple applications simultaneously, and occasional lapses in follow-up communication are not uncommon. In such environments, the onus is on the tenant to track submission timelines proactively. Failing to do so can result in diminished priority and, ultimately, the loss of leasing rights.

Even after approval, deals may still fall through

Even after receiving approval from a landlord or guarantor company, a lease may still fail to materialize. In many such cases, delays or deficiencies in the submission of required documentation—such as identity verification forms or official certificates—ultimately prevent the contract from being finalized.

For example, a tenant may feel reassured upon hearing that their screening has been approved, only to later miss the deadline for submitting their Certificate of Residence. As the scheduled key handover date approaches, they may be informed that the lease cannot proceed. In other instances, failure to sign a consent form for the guarantor company within the required time frame may lead to the expiration of the screening results altogether.

Approval simply indicates that the tenant is conditionally eligible. The lease itself is only legally established once all required documents have been properly submitted and accepted.

Measures to Prevent Submission Errors

Timely and accurate document submission is essential. To prevent delays or contract cancellations due to missing paperwork, proactive progress management by the tenant is crucial. The following strategies can significantly reduce the risk of administrative oversights:

• Request a clear, written list of required documents—either on paper or via email—at the time of application.

• Record submission deadlines in a calendar app and set reminders to ensure timely action.

• Retain copies of all submitted documents, noting the submission date and method (postal mail, email, or in-person delivery).

• If no confirmation of receipt is received, initiate follow-up communication promptly.

• Opt for digital submission whenever possible to enable immediate processing.

Additionally, when documents are submitted by someone other than the tenant—such as a family member or friend—the tenant should remain informed of what has been submitted and when. This oversight is vital to avoid administrative disruptions and ensure a smooth path to contract completion.

Key Considerations for Securing a Property

In competitive or high-demand markets—especially during peak seasons—multiple applications are often reviewed simultaneously. It is not uncommon for property contracts to be awarded based not on the order of application, but on the speed at which required documents are submitted and the swiftness of approval.

Adopting a “wait-and-see” approach—such as delaying document submission out of concern for whether the application will pass screening—can significantly reduce one’s chances of securing the property. Once the decision to apply has been made, gathering the necessary documents promptly and submitting them in stages, as they become available, is the most effective path to a successful and timely contract.

This is particularly critical for international relocations or when a move-out date has already been fixed. In such cases, failure to finalize a lease can result in substantial financial or logistical setbacks, making both diligence and speed essential.