In Japan’s rental housing market, it is not uncommon for tenants to encounter difficulties when attempting to move out—even after clearly expressing their intention to do so. While vacating a property is generally considered a tenant’s right, complications can arise depending on the terms of the lease, the method of notification, and the timing of the request. These factors can lead to delays or unexpected financial and procedural burdens.

Such issues often affect first-time renters or those planning to move around the time of lease renewal. The move-out process contains numerous potential pitfalls that are easy to overlook. This article offers a clear and practical guide to avoiding such disputes, drawing on real-life examples to highlight essential checks and preventive steps.

Case 1: Verbal Notice Given One Month Prior, Yet Move-Out Was Not Acknowledged

A tenant informed the property management company of their intention to vacate one month in advance via a phone call with the assigned agent. The agent acknowledged the request, and the tenant proceeded with moving preparations. However, rent continued to be charged beyond the intended move-out date. Ultimately, the management company claimed that the move-out was invalid due to the absence of an official written termination notice.

Core Issue

Most rental agreements in Japan explicitly require tenants to give notice of termination in writing—or via a specified method—at least one month in advance. Verbal communication alone is typically not considered a valid notification, and thus the notice date was not recognized under the lease terms.

How to Avoid This Situation

• Submit your termination notice in the format specified in your lease (e.g., written document, email, or designated online form).

• Since rent is typically charged for one full month after notice is given, calculate your intended move-out date accordingly.

• Always use a method that leaves a verifiable record—do not rely on verbal communication alone.
  

Case 2: Early Termination of a Free-Rent Lease Resulted in a Penalty

tenant who moved into a property with a one-month free rent promotion decided to terminate the lease six months later due to a job transfer. The tenant followed all required procedures, including giving notice and restoring the property’s condition. However, they were asked to pay one month’s rent as a penalty for breaching the free-rent agreement.

Core Issue

The lease agreement included a clause stating that if the tenant vacated during the free-rent period or within one year of contract commencement, they would be required to repay the equivalent of one month’s rent. Unfortunately, the tenant had overlooked this clause in the “Special Provisions” section of the contract.

How to Avoid This Situation

• Free-rent promotions often come with early termination penalties.

• Such conditions are frequently noted in small print under “Special Provisions” in the lease agreement.

• Always confirm the terms of any promotional offers and their impact on early termination or renewal with your agent before signing.

Case 3: Additional Charges Issued After Move-Out Inspection

A tenant completed the move-out inspection on the agreed date and was told verbally by the property manager that there were “no major issues.” However, a few days later, the tenant was informed that an additional ¥50,000 would be deducted from the security deposit for wallpaper replacement.

Core Issue

Verbal comments made during the move-out inspection are not legally binding. After the inspection, the management company conducted a secondary review based on internal standards and issued a revised estimate. The lease agreement specified that restoration costs would be determined separately based on formal quotations.

How to Avoid This Situation

• If told during the inspection that the final estimate will be provided later, confirm this clearly on-site.

• Review your lease agreement in advance to understand how restoration costs are assessed.

• Take and save detailed photographs of the property at move-in to support any future negotiations.

Case 4: Move-Out Request During Renewal Period Treated as a Cancellation

A tenant who initially began lease renewal procedures later decided not to renew and informed the property management company during the renewal window. However, the company stated that the renewal had already been processed and that the tenant would now need to provide another full month’s notice under the new contract—resulting in an additional month’s rent beyond the originally intended move-out date.

Core Issue

The lease agreement specified that once renewal procedures were completed, the lease would be treated as a new contract, requiring another one-month termination notice. As such, the tenant’s decision to withdraw from the renewal was considered a cancellation after the fact.

How to Avoid This Situation

• Clearly communicate your intent not to renew before the renewal period begins.

• Understand that once renewal steps are completed—such as submitting paperwork or paying the renewal fee—the lease may be considered a new agreement.

• Review your contract carefully for terms regarding renewals and required notice periods before making any decisions.

Pre-Contract Checklist: Key Move-Out Terms to Confirm

Before signing a lease, reviewing the following items in your contract and explanation of important matters can greatly reduce the risk of future disputes when vacating a property:

• Required notice period for lease termination

• Accepted method for submitting termination notice (e.g., written form, email, designated online form)

• Whether penalty fees apply for early termination due to free-rent promotions or special clauses

• Scope of tenant responsibility for restoration costs (e.g., cleaning, wallpaper, lock replacement)

• Whether the lease includes an automatic renewal or requires a formal re-contracting

• Method and expected timeline for security deposit settlement and refund

• Process for final inspection and settlement following move-out

Final Note: Move-Out Is a Right—But Following Formal Procedures Is a Responsibility

Tenants have the right to vacate a property at any time. However, to exercise that right appropriately, one must also fulfill the obligation to follow the procedures and terms outlined in the lease agreement.

A smooth move-out process depends on clear contract understanding, timely notification, and proper documentation. Rather than relying on casual verbal exchanges, ensure that all communications are verifiable in writing. This simple step forms the foundation of a dispute-free termination.