Moving In and Setting Up Utilities in Japan: A Guide for Foreigners

Congratulations on finding your new apartment in Japan! Now comes the important process of moving in and setting up the essential utilities. This guide will walk you through each step, from getting your keys to establishing all the services you need for a comfortable life in your new home.

Before Moving In

Contract Finalization Checklist

• ✍️ Sign the rental agreement (賃貸契約 / chintai keiyaku) - make sure you understand all terms
• 💰 Pay initial fees (deposit, key money, agency fee, first month's rent)
• 🔥 Purchase fire insurance (火災保険 / kasai hoken) - mandatory for most rentals
• 📅 Schedule a move-in date and key handover with your real estate agent

Cultural Note: Unlike in many Western countries, Japanese rental agreements often include non-refundable "key money" (礼金 / reikin), which is a cultural tradition originating from a gift to the landlord. This can be equivalent to 1-2 months' rent and is separate from your security deposit.

Prepare Essential Documents

Keep these documents easily accessible during your move-in period:

• 📇 Residence card (在留カード / zairyū kādo)
• 🔖 Personal seal (印鑑 / inkan) if you have one
• 🛂 Passport
• 📱 Phone number
• 🏦 Bank account information
• 📍 New address written in Japanese (have your real estate agent write this for you)

Schedule Moving Assistance

• Book moving company if needed (予約が必要な場合は引越し会社を予約)
• Recruit friends to help (optional but appreciated)
• Purchase basic cleaning supplies for your first day

Moving-In Day Procedures

Key Handover and Property Inspection

• Meet real estate agent at the property
• Receive keys and property management contact information
• Conduct a thorough inspection with your agent:
  • Take photos of any existing damage
  • Test all appliances that come with the apartment
  • Confirm all keys work properly
  • Check mailbox and intercom functionality
• Sign the inspection report (物件チェックシート)

Register Your Address

Within 14 days of moving, you must register your new address at the local city hall (市役所・しやくしょ) or ward office (区役所・くやくしょ):

• Bring your residence card and passport
• Complete a "Moving-In Notification" (転入届・てんにゅうとどけ)
• After registration, your residence card will be updated with your new address

Update Your Address with Other Services

After registering at the city hall, update your address with:

• Your employer
• Bank (visit a branch with your updated residence card)
• Credit card companies
• Cell phone provider
• Japan Pension Service (if applicable)
• National Health Insurance (if not employer-provided)
• Driver's license (if you have one)

Setting Up Essential Utilities

Electricity (電気 / denki)

Step 1: Find the breaker box

• Typically located near the entrance or in a kitchen cabinet
• May have a note from the power company with account information

Step 2: Turn on the main breaker

• Flip the main switch to "ON" position

Step 3: Contact the electricity company

• Most areas are served by regional providers like TEPCO (Tokyo), Kansai Electric, Chubu Electric, etc.
• You can apply:
  • Online (most companies have English websites)
  • By phone (English support often available)
  • Using the provided postcard (fill in your details and mail it)

What you'll need to provide:

• Name
• Address
• Phone number
• Move-in date
• Customer number (if shown on a note in your breaker box)

Payment options:

• Automatic bank withdrawal (bank account required)
• Credit card
• Convenience store payment slips

Gas (ガス / gasu)

Setting up gas usually requires an appointment for a technician to visit your apartment.

Step 1: Contact the gas company

• City gas (都市ガス): Contact the regional provider (Tokyo Gas, Osaka Gas, etc.)
• Propane gas (プロパンガス): Contact the provider listed in your rental documents

Step 2: Schedule an appointment

• You must be present for the gas setup
• Choose a day when you can be home for approximately 30 minutes

Step 3: During the appointment

• The technician will:
  • Check for gas leaks
  • Turn on the gas supply
  • Light the pilot lights for water heater and stove (if applicable)
  • Explain how to use the equipment
• You'll need to sign paperwork and arrange payment method

Important safety notes:

• Learn how to turn off the gas in case of emergency
• If you smell gas, open windows, leave the apartment, and call the gas company
• Many Japanese homes use propane gas, which is typically more expensive than city gas

Water (水道 / suidō)

Water setup is usually simpler than other utilities.

Step 1: Locate the water valve

• Typically under the sink or near the bathroom
• Turn it fully open (counter-clockwise)

Step 2: Notify the water department

• Call your local water department (水道局・すいどうきょく)
• Some cities allow online registration
• In some buildings, the management handles water billing

Step 3: Arrange payment

• Most water bills come every two months
• Payment options:
  • Bank transfer
  • Convenience store payment
  • Credit card (in some municipalities)

Internet (インターネット / intānetto)

Internet setup often takes the longest time (1-2 weeks), so start this process early.

Step 1: Check availability

• Ask your real estate agent which providers service your building
• For fiber optic (光ファイバー), confirm the building is compatible

Step 2: Choose a provider

• Major providers include:
  • NTT (various plans through OCN, Plala)
  • KDDI (au Hikari)
  • SoftBank Hikari
  • Nuro
• Consider:
  • Contract length (typically 1-2 years)
  • Installation fees
  • Monthly cost
  • Cancellation penalties

Step 3: Apply for service

• Online application (English service available with some providers)
• Phone application
• In-store at electronics retailers or provider shops

Step 4: Installation appointment

• For fiber optic, a technician visit is required
• Schedule on a day you can be home for 1-2 hours
• Installation typically takes 60-90 minutes

Temporary options while waiting:

• Pocket WiFi rental
• Tethering from your mobile phone
• Public WiFi at cafes or libraries

Mobile Phone Update

Don't forget to update your address with your mobile provider:

• Visit a shop with your updated residence card
• Online through your account (some providers)
• Through customer service (some offer English support)

Additional Setup Procedures

TV License Fee (NHK)

• 📺 NHK representatives may visit to collect the fee
• 💸 Payment is technically mandatory if you own a TV or device capable of receiving broadcasts
• 💴 Monthly fee is approximately 1,300-2,500 yen depending on payment method

Cultural Insight: The NHK fee system often confuses foreigners. Unlike some countries where TV licensing is strictly enforced, compliance in Japan varies. While legally required, some choose not to pay. NHK collectors can be persistent but cannot legally enter your home without permission or force payment.

Mail Forwarding

• Visit your old local post office before moving
• Complete a "Change of Address Notice" (転居届・てんきょとどけ)
• Mail will be forwarded for one year

Neighborhood Association (町内会 / chōnaikai)

• 👥 You may be visited by a representative of your neighborhood association
• 🌱 Membership is optional but encouraged for community integration
• 💴 Small monthly fee (typically 300-500 yen) for community activities

Cultural Insight: Neighborhood associations play a more significant role in Japanese society than their counterparts in many Western countries. They organize local festivals, disaster preparation, neighborhood cleaning, and create a support network. Joining is an excellent way to integrate into your local community and can be especially helpful during emergencies.

First Few Days Essentials

Emergency Contacts

Keep these important numbers accessible:

• Building manager (管理人・かんりにん)
• Real estate agency
• Police (110)
• Fire/Ambulance (119)
• Nearest English-speaking hospital
• Gas company emergency number
• Electricity company emergency number

Neighborhood Exploration

Get to know your surroundings by locating:

• Nearest convenience store
• Supermarket
• Train/bus station
• Clinic or hospital
• Police box (交番・こうばん)
• Post office
• ATM that accepts your cards

Garbage Disposal Information

• Obtain garbage sorting rules from your city hall or building manager
• Determine collection days for different types of garbage
• Purchase appropriate garbage bags (many cities require specific bags)
• Identify the garbage collection point for your building

Cultural Etiquette

Greeting Your Neighbors

• Some Japanese people present small gifts to neighbors when moving in
• A simple gift like sweets with a short self-introduction is appreciated
• If you encounter neighbors, a friendly greeting and brief introduction is appropriate

Noise Consideration

• Japanese apartments often have thin walls
• Be mindful of noise levels, especially between 10 PM and 8 AM
• Be particularly careful with: loud music, moving furniture, washing machine use late at night, loud conversations

Building Rules

• Review any provided rule book or guidelines from your building management
• Common rules relate to:
  • Garbage disposal
  • Use of balconies
  • Bicycle parking
  • Pet restrictions
  • Visitor policies

Troubleshooting Common Issues

Language Barriers

• Use translation apps like Google Translate or DeepL
• Ask if the utility company has English support (many major companies do)
• Consider using professional telephone interpretation services
• Join local foreigner support groups on social media for advice

Payment Methods Without a Japanese Bank Account

If you haven't set up a Japanese bank account yet, you can:

• Pay utility bills at convenience stores
• Use a credit card for some utilities
• Ask if your employer can assist with initial setup

Dealing with Delays

• Internet installation can take up to two weeks
• Gas connection might have limited available appointment times
• Plan accordingly with temporary solutions (portable WiFi, eating out, etc.)

Conclusion

Moving into a new apartment in Japan involves several procedures that might be unfamiliar to foreigners, but with proper planning, the process can be smooth. Start utility setups as soon as possible, keep important documents handy, and don't hesitate to ask your real estate agent or building manager for assistance.

Remember that most utility companies now offer online services in English, making the process much easier than in previous years. Within a week or two, you'll be fully settled into your new Japanese home.

Have you encountered any unexpected challenges when setting up utilities in Japan? Share your experience in the comments!