Moving Out and Getting Your Deposit Back: A Guide for Foreigners in Japan

Are you preparing to move out of your Japanese apartment and wondering if you'll ever see your security deposit again? You're not alone. Moving out of a Japanese apartment involves a specific procedure that can feel mysterious, especially regarding the return of your security deposit (敷金 / shikikin). Many foreigners are surprised by the substantial deductions from their deposits, often due to misunderstandings about Japanese expectations. This guide will walk you through the entire move-out process, help you maximize your deposit return, and prepare you for what to expect when ending your rental agreement in Japan.

Understanding Japanese Deposit Practices

The Deposit System Explained

💰 Typical deposit amount: 1-2 months' rent
📈 Average return percentage: 30-70% of the original deposit
✂️ Standard deductions: Cleaning fees, repair costs, and "restoration to original condition" charges
📜 Legal framework: Governed by the Japanese Civil Code and the 2010 judicial precedent on "restoration to original condition"
🗺 Regional variations: Practices differ between Tokyo/major cities and rural areas

Cultural Insight: The Japanese deposit system reflects the cultural concept of 責任 (sekinin / responsibility). Unlike Western countries where deposits primarily cover unpaid rent or major damage, Japanese deposits are viewed more as a fund for returning the property to its original state. This stems from the cultural emphasis on maintaining cleanliness and order, with significant attention given to details that might be overlooked in other countries.

"Restoration to Original Condition" Concept

The Japanese concept of "restoration to original condition" (原状回復 / genjō kaifuku) is central to understanding deposit returns:

📒 Legal definition: Returning the property to its original state, minus "ordinary wear and tear"
🏢 Landlord responsibilities: Damage from aging, natural deterioration, or defects
👤 Tenant responsibilities: Damage beyond normal use, including stains, scratches, and tenant alterations
📚 Gray areas: Wall marks, minor scratches, and small holes from pictures often fall into contested territory

Common Misunderstandings

"No deductions" misconception: Many foreigners mistakenly believe they'll receive their full deposit back if they maintain the apartment well
"Cleaning fee" confusion: Most contracts include mandatory cleaning fees regardless of how clean you leave the apartment
"Normal wear" disagreements: What constitutes "normal wear and tear" differs between Japanese landlords and foreign tenants
"I fixed it myself" fallacy: DIY repairs typically don't count toward deposit return and may incur additional charges

Planning Your Move-Out Timeline

What You'll Need: Move-Out Notification

📝 Written notice form (退去届 / taikyō todoke): Formal move-out notification
📅 Calendar: For planning your timeline and key dates
🔍 Contract copy: To verify required notice period and conditions
📱 Contact information: For your landlord/management company
💳 Payment method: For any final bills or outstanding fees

Cultural Note: In Japan, proper procedures and timing are taken very seriously when ending contractual relationships. The concept of 事前連絡 (jizen renraku / advance notice) is deeply ingrained in Japanese business culture. Providing insufficient notice is seen not just as a contractual violation but as disrespectful to the relationship established with your landlord or management company.

Critical Move-Out Timeline

🗓 2 months before: Notify landlord/management company of intent to leave
📅 6 weeks before: Schedule pre-inspection if offered
📚 1 month before: Confirm move-out date and procedure with management
📰 2 weeks before: Schedule utility disconnections
📦 1 week before: Begin serious cleaning and packing
🧼 3-5 days before: Deep cleaning of all areas
🔑 Move-out day: Final cleaning, inspection, and key return
💰 1-2 months after: Expect deposit settlement

Key Notification Procedures

Contact method: Typically must be in writing to management company (不動産屋・ふどうさんや)
Required documents: Formal move-out notice (退去届・たいきょとどけ)
In-person visits: Some management companies require visiting their office to submit paperwork
Cancellation fees: Check your contract for early termination penalties if leaving before contract completion

Pre-Move-Out Inspection Process

Requesting a Pre-Inspection

Availability: Not offered by all companies but worth requesting
Timing: Ideally 3-4 weeks before move-out
Benefits: Identifies potential issues while you have time to address them
Documentation: Take photos and notes during this inspection
Questions to ask: Clarify specific cleaning expectations and potential charges

Management Company Expectations

Areas of focus: Kitchens, bathrooms, floors, walls, and appliances receive special scrutiny
Common concerns: Mold, stains, scratches, and unauthorized modifications
Documentation standards: Most companies use a standardized checklist
Dispute resolution: Address any disagreements about responsibility during this phase
Repair estimates: You may receive preliminary cost estimates for damages

Self-Assessment Checklist

Before the official inspection, assess your apartment for these common issues:

Wall damage: Marks, holes, scratches, unauthorized paint
Floor condition: Scratches, stains, dents, water damage
Kitchen: Grease buildup, stains, damaged surfaces
Bathroom: Mold, lime scale, drain clogs
Fixtures: Broken lights, fans, or built-in equipment
Doors/windows: Damaged screens, broken handles, scratched glass
Odors: Smoke, pets, cooking, mildew

The Cleaning Process

Japanese Cleaning Standards

Japanese cleaning expectations are exceptionally high:

✨ Surface cleaning is not enough; deep cleaning is expected
🔍 Hidden areas like behind appliances must be thoroughly cleaned
🍄 Mold prevention is considered a tenant responsibility
👍 Professional-grade results are expected even from DIY cleaning
🗑 Complete removal of all personal items and trash is mandatory

Cultural Insight: The Japanese approach to cleaning is influenced by the concept of 清め (kiyome / purification), which goes beyond mere cleanliness to include a sense of restoration and respect for spaces. This cultural value is evident in practices like 大掛除 (osouji / deep cleaning) traditionally performed at year's end. When moving out, Japanese tenants often approach cleaning with this same mindset—not just removing dirt but returning the space to a pure, original state.

Essential Cleaning Supplies

🧼 Multi-purpose cleaners (水周り用洗剂 / mizu mawari yō senzai): For general surfaces
🔬 Degreaser (油汚れ用洗剂 / abura yogore yō senzai): For kitchen surfaces and exhaust fans
🍄 Mold remover (カビ取り剤 / kabi tori zai): For bathroom tiles and seals
🧹 Magic erasers (メラミンスポンジ / meramin suponji): For wall marks and stubborn stains
💧 Scale remover (水垢除去剤 / mizu aka jokyo zai): For water fixtures and bathroom surfaces
👚 Microfiber cloths (マイクロファイバークロス / maikuro faibā kurosu): For streak-free cleaning
🐌 Vacuum cleaner (掛除機 / sōjiki): For floors, vents, and corners
🛠️ Extension tools (アタッチメント / atatchimento): For hard-to-reach areas like ceiling corners

Room-by-Room Cleaning Guide

Kitchen

Stovetop/Burners: Remove all grease and food residue
Exhaust fan: Disassemble and clean filter and interior
Refrigerator: Defrost, clean interior, move and clean behind/underneath
Sink area: Remove scale, clean drains, polish faucets
Cabinets: Clean inside and out, remove any shelf paper
Walls: Remove food splatters and grease buildup

Bathroom

Bath/shower: Remove all scale and soap residue
Toilet: Disinfect completely, remove any stains
Sink: Clean drain, faucets, and surrounding area
Ventilation fan: Remove dust and clean cover
Walls/ceiling: Address any mold or mildew
Drains: Clear and clean all drains

Living Areas

Floors: Vacuum, mop, address any stains
Walls: Remove marks, fill small holes, clean baseboards
Windows: Clean glass, frames, screens, and tracks
AC units: Replace filters, clean vents and exterior
Light fixtures: Clean covers, replace burnt-out bulbs
Built-in storage: Empty, vacuum, and wipe down

Balcony/Exterior

Flooring: Sweep and wash
Drainage: Clear any clogs in drain areas
Windows/doors: Clean exterior surfaces
Planters: Remove all plants and containers
Storage: Empty completely

Professional Cleaning Considerations

Cost comparison: DIY cleaning vs. professional service (typically 20,000-50,000 yen)
Service levels: Basic cleaning vs. move-out specialized services
Timing: Must be completed before final inspection
Company selection: Ask management company for recommended services
Receipt importance: Keep documentation if you pay for professional cleaning

Final Inspection Process

Inspection Day Preparation

Time buffer: Complete cleaning at least one day before inspection
Presence requirement: You should be present during the final inspection
Documentation: Prepare your own inspection checklist and camera
Key organization: Gather all keys, remote controls, and manuals
Personal items: Remove absolutely everything you own
Utility cancellation: Ensure all services have been properly terminated

During the Inspection

Participation approach: Accompany the inspector through all rooms
Documentation strategy: Take photos of the same areas the inspector photographs
Question protocol: Ask for clarification about any issues noted
Dispute handling: Politely question any charges you believe are unreasonable
Signature requirements: What you'll be asked to sign and its implications

After the Inspection

Forwarding address: Provide where to send remaining deposit and mail
Timeline expectations: When to expect deposit calculation and return
Contact information: Maintain access to a Japanese phone number
Documentation storage: Keep all move-out paperwork, photos, and receipts
Follow-up procedure: How to check on the status of your deposit return

Understanding Deposit Deductions

Standard Deduction Categories

Mandatory cleaning fee (ハウスクリーニング): Typically 30,000-60,000 yen
Damage repairs (修理代・しゅうりだい): Charged based on actual damage
Replacement costs (交換費用・こうかんひよう): For items that must be completely replaced
Administrative fee (事務手数料・じむてすうりょう): Processing charges for the move-out
Restoration work (原状回復工事・げんじょうかいふくこうじ): Broader renovations deemed necessary

Typical Costs for Common Issues

Wall repairs: 5,000-20,000 yen per wall section
Flooring replacement: 10,000-50,000 yen depending on material and area
Tatami replacement: 15,000-30,000 yen per mat
Smoke damage: 50,000-200,000 yen for odor treatment
Appliance damage: Full replacement cost plus installation
Wallpaper replacement: 15,000-40,000 yen per wall
Mold remediation: 10,000-100,000 yen depending on severity

Negotiating Unfair Charges

Knowledge leverage: Understanding the 2010 Supreme Court ruling on wear and tear
Documentation power: Using your photos as evidence of condition
Comparison strategy: Researching standard market rates for repairs
Mediator utilization: Using guarantor companies or legal services when necessary
Compromise approach: Focusing on the most significant or unreasonable charges

Special Circumstances

International Departures

Proxy arrangement: Appointing someone to handle final settlement
Remote inspection options: Video call inspections when necessary
International transfer considerations: Banks, fees, and currency exchange
Mail forwarding internationally: Japan Post procedures for overseas forwarding
Power of attorney: When and how to authorize others to act on your behalf

Contract Termination Before Expiration

Break clause understanding: Contract provisions for early termination
Penalty calculations: Typically 1-2 months' rent for early departure
Negotiation strategies: How to minimize early termination penalties
Documentation requirements: Special forms for early contract breaking
Timing impact: How much notice can affect penalty amounts

Dispute Resolution Options

Initial approach: Direct negotiation with management company
Escalation path: Involving the guarantor company as mediator
Official channels: Consumer Affairs Centers (消費生活センター・しょうひせいかつセンター)
Legal support: Foreign resident advisory centers and legal consultation services
Small claims procedures: Last-resort options for significant disputes

Final Administrative Tasks

Address Change Procedures

Essential notifications: Post office, bank, credit cards, phone, insurance
Government registrations: City hall move-out notification (転出届・てんしゅつとどけ)
Time-sensitive services: Health insurance, pension, and tax-related changes
Online accounts: Updating address information for digital services
Company notification: Workplace human resources department

Utility Cancellation Process

Electricity: Contact regional provider 7-10 days before moving
Gas: Schedule final meter reading and shutoff appointment (requires your presence)
Water: Notify city water department 5-7 days in advance
Internet: Check contract for cancellation terms (potential fees for early termination)
Mobile phone: Address change or cancellation procedures

Final Payments and Settlements

Rent proration: How partial month rent is calculated
Outstanding bill clearance: Ensuring all property-related charges are paid
Bank account timing: When it's safe to close Japanese accounts
Cash reserves: Maintaining funds for unexpected final charges
Documentation importance: Keeping proof of all payments and settlements

Conclusion

Navigating the move-out process in Japan requires understanding cultural expectations that might differ significantly from your home country. By planning ahead, maintaining thorough documentation, and knowing your rights and responsibilities, you can maximize your deposit return and ensure a smooth departure from your Japanese residence.

Remember that while some deposit deductions are standard practice in Japan, you do have recourse against genuinely unfair charges. The key is distinguishing between normal Japanese practices (like mandatory cleaning fees) and truly excessive deductions.

With proper preparation and realistic expectations, you can conclude your Japanese housing experience on a positive note, whether you're moving to another Japanese residence or departing the country altogether.

Have you experienced the Japanese move-out process? Share your tips and challenges in the comments to help other foreign residents prepare for this important transition!