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01 | Management Agreements and Tenants
Rental management can include tenant enquiries, lease renewals, equipment issues, move-outs and payment records. The leasing agent and day-to-day manager may be different businesses, so confirm their division of work.
Agree on emergency contacts, repair-approval limits and the content and frequency of reports before appointing a manager.
- Scope: Who handles tenants, renewals and move-outs.
- Fees: Management charges, re-letting and extras.
- Authority: Who approves repairs and changes to rent.
02 | Rent Collection and Expense Records
Monthly oversight should separate rent due, rent received, arrears and expenses. Overseas owners should check how rent is received in Japan and the cost of any international remittance.
Tax treatment depends on whether the owner is an individual or company, Japanese tax-residency status and the tenant's circumstances. Net cash received alone does not determine the final tax bill.
- Rent: Due, paid, late and unpaid amounts.
- Expenses: Management fees, repairs and agreed charges.
- Records: Keep transfers, invoices and renewal dates.
Reading a monthly report
| Item | Example (JPY) |
|---|---|
| Rent due / rent received | 80,000 / 80,000 |
| Monthly management / approved repairs | 4,000 / 12,000 |
| Balance after these items | 64,000 |
This is an illustrative record, not a fee quotation. The balance excludes applicable taxes, other ownership costs and remittance charges; it is not net investment income. List arrears separately from rent actually received.
03 | Vacancies and Re-letting
After a tenant leaves, check cleaning, equipment and preparation needs. Set a new asking rent using comparable local listings and property condition. A vacant home earns no rent, and delays in preparation may extend vacancy.
If enquiries are limited, review photos, listing details, rent and terms. Letting time and rental income depend on market supply and demand.
- Handover: Condition, keys, equipment and restoration matters.
- Listing: Clear photos and accurate property details.
- Progress: Enquiries, viewing feedback and reasons for changes.
04 | Repairs and Move-out Condition
For air conditioning, water heaters or plumbing problems, assess urgency, arrange an inspection and estimates as appropriate, obtain approval under the management agreement and record the work completed.
Restoration at move-out does not mean making the home brand new. Normal wear differs from damage caused by tenant fault. Allocate costs based on the lease, actual cause and relevant guidance.
- Process: Report, inspect, estimate, approve and complete.
- Evidence: Photos, estimates, receipts and dates.
- Costs: Distinguish aging, normal wear and attributable damage.
05 | Tax Notices and Owner Reports
Overseas owners should track Japanese fixed asset tax, city planning tax where applicable, and possible tax obligations on rental income. Check the mailing address, receipt of notices, payment deadlines and records.
Where a statutory tax agent is required, national and local taxes may use different procedures. A property-management agreement does not itself appoint a tax agent. Tax calculations, return preparation and individual tax representation belong with qualified professionals.
Regular property-by-property reports should cover rent and expenses, occupancy, repairs, tax notices and outstanding decisions. TUKISUMI can discuss the scope of local management and administrative coordination case by case. Use our Service Inquiry to share your location, rental status and requested support.
- Tax papers: Fixed asset tax notices and proof of payment.
- Tax agent: Check appointment needs and relevant authority.
- Reports: Income, occupancy, repairs and open matters.
Prepare these details before appointing a manager
Share the location, property type, occupancy and tasks you would like handled. If a manager is already appointed, state whether you need additional services or a change of manager. We will confirm scope and fees for the property and request.
- Before changing managers, check the notice period and outstanding balances under the existing agreement.
- Arrange handover of leases, deposit records, keys, tenant contacts and unfinished repairs, and agree who will notify tenants of new payment details.