The email to send before booking a Tokyo apartment

When you find an apartment you like, start by checking whether it's available for your dates and what the whole stay would cost. Include anything that could rule it out, such as a pet or space for two people to work. You can go through the remaining questions once you have a suitable apartment and a quote.

The first email

Hello, I'm interested in [apartment or listing reference] from [arrival date] to [departure date] for [number] people. [Add any essential requirements.]

Could you confirm availability and send a quote for the whole stay, including fees and utilities? Thank you.

If you won't have a residence card, mention your immigration status and ask whether you can apply with the documents you'll have. You don't need to attach sensitive files just to explain your situation.

If an employer is paying, explain whether it will sign the agreement or pay you back. Mention anything it needs on the invoice. If you're waiting for visa approval, say so. Before committing, you'll need to know what happens if that approval doesn't arrive in time.

What the quote includes

Check that the quote covers your dates and everyone staying. Look for the total rent, mandatory fees, cleaning, utilities and any taxes not already included. A bundled price is fine as long as you know what it covers and when an extra charge could apply.

Utilities may be included without an extra usage charge, included up to an allowance, or billed separately. If there is an allowance, ask how any excess is calculated and when you'll be billed. A previous guest's bill can give you context, but your usage may differ. The utility-fee guide explains the common arrangements.

For cleaning, check whether the price includes housekeeping during the stay, a departure clean, or both, and what optional visits would cost. Our cleaning-fee guide explains those charges.

Allow for the deposit in your budget

A refundable deposit adds to the money you need upfront, even if it comes back in full. Check what can be deducted, when you'll receive the itemised statement and refund, and how the money can reach you after you leave Japan.

For example, suppose the quote is ¥400,000 in rent, ¥30,000 in mandatory fees and a ¥50,000 refundable deposit. You would pay ¥480,000, but the stay would cost ¥430,000 if the full deposit is returned. With an alternative at ¥450,000 and no deposit, you would pay ¥30,000 less before any refund, but the stay would ultimately cost ¥20,000 more on those assumptions. These are illustrative prices; the payment schedule tells you how much is due before arrival.

If you're relying on the refund to pay for your next home, its timing matters too.

What if your plans change?

Read the cancellation terms before applying, pre-booking or paying. The point at which a charge begins varies: MetroResidences' FAQ, for example, says a cancellation charge applies if you cancel after online pre-booking. An unsigned lease doesn't necessarily mean you can cancel free of charge.

A clear clause in the agreement may answer your question. If it doesn't, use your own dates in the follow-up:

If I cancel on [date], what would I owe and what would be refunded? If I leave on [date] after moving in, how would you calculate the final bill?

If the price includes a discount for staying longer, ask whether leaving early would mean paying back the discount. If you're offered a temporary hold, check when it expires and whether cancelling it would cost anything.

Consider two offers with these invented prices and terms. Offer A costs ¥210,000 for a month and charges one month's rent if you cancel after pre-booking. Offer B costs ¥230,000 and allows a full refund until an agreed deadline. If you stay, A saves ¥20,000. If your assignment is cancelled before B's deadline, A costs ¥210,000 while B costs nothing under these assumptions.

Documents, payment and arrival

Before going ahead, ask for the application requirements and draft agreement. If a guarantor is required, ask whether that means an individual or a paid guarantee company. A guarantor agrees to cover unpaid rent under the guarantee agreement. Once you know which documents are needed, ask how to send them securely.

Check who you are signing with and paying, including whether an agent or booking platform charges you a fee. If the name on the invoice or payment details differs from the agreement, ask for an explanation before transferring money. Ask when you must pay, which payment methods are accepted and whether there are processing or transfer fees.

For a fixed-term lease, check when it ends. Before you sign, the landlord must give you a statement that the lease ends without renewal and explain it to you. If a form asks you to reserve the apartment before signing the lease, ask whether submitting it commits you to a payment. Use the cancellation guide to check what happens if you cancel at that stage.

Ask what's supplied in the exact apartment, when and how to collect the keys, and whom to contact if your flight is delayed. Settle anything that affects your choice before booking; save the confirmed arrival instructions before travelling.

Follow up on what's missing

You don't need to send every question in this guide. Read the reply and ask about the points still unclear. For example:

Thank you—the price and arrival instructions are clear. Before I go ahead, could you confirm how much the utility allowance covers and how extra usage is charged? I'd also like to know when the deposit would be refunded and whether you can return it to an overseas account.

A call can help with an unfamiliar clause. After the call, ask for the agreed points in writing and check that the final contract reflects them.

Keep the final quote, agreement and any written clarifications together. You'll have the details to hand if a question comes up during the stay.