Zagdim Reader Desk · Japan rental management
Rental management in JapanLeases, income and expenses, and repairs
Whether your rental property in Japan is vacant and waiting for a tenant, already with a management company, or leased to a sublease operator, the contract you need to look at first is different. The Zagdim Reader Desk first establishes how the property is held and where it is, then shortlists suitable Japanese professionals.
Information checked: 29 October 2026
01 · ABOUT
Before you hand over a rental property in Japan, know which contract you are signing
Rental housing management (賃貸住宅管理) takes two forms. Under ordinary entrusted management, the company handles rent, maintenance and communication under a management agreement. Under a sublease (サブリース), the company first leases the property from you as owner, then sublets it to the occupier. The terms for adjusting the rent and for ending the arrangement differ between the two.
Before you engage a company, the contract should state clearly the account into which rent is collected, how expenses are approved, the authority to order repairs and how often reports are made. A management company keeping your income and expenses in order does not mean a certified tax accountant has filed your return.
- The company’s standingManagement companies above a threshold number of entrusted units must be registered. Check this first.
- Money kept apartRent collected on your behalf must be kept separate from the company’s own assets.
- Reports you can checkReview receipts, expenses and management records regularly.
Handles the relevant national tax filings, tax agent notifications and related tax matters.
Logos belong to the respective bodies and are shown only to identify where a matter is handled. Zagdim is not affiliated with them.
What is the property’s situation now?
Start with the closest situation:
Let, with a management company
- What to look at firstThe entrusted tasks, the fee and the authority over repairs in the management agreement.
- What the budget consists ofManagement fee and repairs at cost; a brokerage fee applies separately when a tenant is sought.
Next steps
- Gather the current tenancy agreement, the management agreement and your income and expense records to date
Subleased, and you want it back
- What to look at firstThe original sublease agreement, any rent adjustment notices and what was agreed on who bears repairs.
- What to knowUnder a sublease the rent may be reduced or the operator may terminate, and you as owner may also bear part of the repairs. Recovering the property requires a review of the contract and the Act on Land and Building Leases (借地借家法) first; you cannot rely on the expiry date alone.
- Who handles itA lawyer (弁護士, bengoshi) reviews the termination terms and any dispute. If the property moves to ordinary management after recovery, a management company then takes it on.
- What the budget consists ofLawyer’s fees for legal services; disputes are itemised separately.
Next steps
- Confirm the expiry date and the notice clauses of the sublease agreement
- Set out the itemised costs the operator is asking you to bear
Vacant, preparing to let
- What to look at firstWhether you want ordinary management or a sublease. Rental income, repairs and termination terms differ between the two contracts.
- Who handles itA licensed broker finds the tenant. Before the tenancy is concluded, a takkenshi (real estate transaction specialist) explains the important matters. After that, the management company handles day-to-day matters under the management agreement.
- What the budget consists ofThe brokerage fee for letting and the day-to-day management fee are quoted separately. Repairs before move-in are charged separately, within the approved scope.
Next steps
- Confirm where the property is and its current condition
- Decide how you are willing to approve repairs
Overseas, checking the accounts
- What to look at firstWho pays the rent, and where it is paid. A person paying rent on Japanese property to a non-resident must in principle withhold tax at 20.42%. There is an exception where an individual rents the property as a home for themselves or their relatives; it does not apply where a company rents the property to house its employees.
- When the tax is paidFor payments made in Japan, by the 10th of the following month. For overseas payments that meet the conditions, by the end of the following month.
- Who handles itWhere you need to file a return, receive documents or claim a refund, you appoint a tax agent (nozei kanrinin), who may be an individual or a company. Tax representation is taken on by a certified tax accountant (税理士, zeirishi); being a tax agent is not the same as holding that qualification.
- What the budget consists ofThe certified tax accountant’s fee for filing is charged separately; withholding is tax, not a service fee. From 1 October 2026, agency, brokerage and similar services for the letting of real estate in Japan commissioned by a non-resident no longer qualify for export exemption (transitional measures apply to contracts signed on or before 31 March 2026). Ask the provider to state whether the quote includes consumption tax.
Next steps
- Confirm whether the tenant is an individual or a company
- Gather the withholding records and the year’s income and expense records
Sources: Ministry of Land, Infrastructure, Transport and Tourism – explanatory pages on the business of rental housing management companies (賃貸住宅管理業者の業務) and on subleases (サブリース) / National Tax Agency – Tax Answer No. 2880 (withholding on rent paid to non-residents) and No. 1923 (tax agents). Checked 29 October 2026.
03 · CASES
Which situations need extra care?
In every caseRepair costs, vacant periods and the ending of a tenancy are confirmed against the contract and the legal position in each case.
This service may not be the right one. If you only need a tax return or a tax agent, see “Non-resident tax filing and tax agents in Japan”. For condominium management fees and owners’ association matters, see “Condominium owners’ associations and management fees in Japan”. For water leaks or alteration works, see “Renovation and repairs in Japan”.
07 · EXPERTS & PROFESSIONALS
Where the property is, who helps?
Depending on the case, different Japanese professionals are involved.
Rental housing management company (賃貸住宅管理業者)
Engaged to manage tenancies, collect rent, arrange repairs and settle accounts at move-out.
Real estate transaction specialist
宅地建物取引士 · takkenshiGives the explanation of important matters required by law for a tenancy transaction.
Certified tax accountant
税理士 · zeirishiHandles tax on rental income and the related filings.
Lawyer
弁護士 · bengoshiReviews sublease terminations and tenancy disputes.
MATCHING
How Zagdim shortlists the right professionals
What you need
Zagdim Reader Desk- Clarifying the need
- Matching providers
- Follow-up at key points
The right professionalZagdim Reader Desk
Sets out a written brief · introduces by property location · follows up
No charge to readersProfessionals in Japan
Professional advice and handling
Quote · contract · payment · receiptCan a professional be arranged where the property is?
- You tell the Reader DeskWhere the property is and its situation
- The Reader Desk checksWhether a management company or professional is available locally. Professionals work in English or Japanese; other languages on request
- The Reader Desk repliesWe say which kind of professional will take it on. If no suitable provider is available for now, we say so plainly
08 · CONSULTATION
What happens next?
Four steps after you get in touch
- Contact the Reader DeskDescribe the property and its situation by WhatsApp or email.
- A written briefThe Reader Desk sets out the contracts and what needs handling; you confirm it.
- Introduction to a local professionalMade according to where the property is. Before the introduction, the written quote, out-of-pocket costs and conditions for extra charges are confirmed with the provider.
- Quote and engagementThe professional quotes; you decide whether to engage, and contract and pay directly.
Have these points ready before you get in touch, so it is clear at once which contract to look at first.
- Where the property is and what type it is
- The tenancy, management or sublease agreements you hold, and their expiry dates
- Whether you live in Japan or overseas, and whether you already have a tax agent or a certified tax accountant
The Zagdim Reader Desk handles contact and follow-up.
