KYOTO UNIVERSITY INTERNATIONAL SERVICE OFFICE KYOTO UNIVERSITY INTERNATIONAL SERVICE OFFICE

MENU

Language

Basic Information on how to find accommodation in Japan・Apartment Lease Guarantor Service for Foreign Nationals

Kyoto University has five accommodation facilities for international students and researchers called the Kyoto University International Houses. However, as the number of rooms in the International Houses is limited and residents can only stay for a limited period, the majority of international students and researchers find other accommodation through a real estate agency. This page contains basic information on how to find accommodation in Japan, and the procedures for moving in and moving out.

How to Find Accommodations in Japan
for Foreign Nationals

Searching for Accommodation and Moving In

General Procedures

The most common way of searching for a private apartment in Japan is through a real estate agency. It Japan there are several initial expenses that must usually be paid when renting an apartment or house, including guarantor fees, a security deposit, and “key money” (a one-time payment to the landlord). Tenants should also enroll in damage insurance to protect against fires or water leakage.

1. Sources of Information on Available Accommodation
  • Kyoto University International Service Office
  • Real Estate Agencies
  • Friends and Acquaintances
2. When Seeking Accommodation through a Real Estate Agency
  • Check the room facilities, size, layouts, access to the university, and the surrounding environment (e.g. the atmosphere, safety, shopping areas, and distance from hospitals).
  • Confirm the expenses required for the lease, such as rent, security deposit, key money, etc.
  • Confirm whether a guarantor and damage insurance is required.
  • Some real estate agencies will provide you with pictures or video of the accommodation via the internet or email, but if possible, you should visit the property before signing the lease.
3. Signing the Lease and Moving In
  • Confirm the details of the lease agreement (e.g. how should the rent be paid, what is the period of the rental, how much notice is required for termination of the lease, and other important points).
  • Conclude a contract with a guarantor, and enroll in fire and damage insurance.
  • Once you have received the key, check the condition of the accommodation before moving in. If there are any problems with the accommodation (e.g. if anything is damaged or dirty), you should contact the real estate agency immediately).
  • Apply for electricity, gas, and water supplies.

Real Estate Terms You Should Know

Guarantor The guarantor is responsible for paying any outstanding rent or other costs after if a tenant vacates rental accommodation and is unable to pay the required expenses themselves. The tenant must repay the expenses back to the guarantor at a later date.
Security Deposit The security deposit is kept by the landlord as a safeguard against non-payment of rent or repairs required when the rental accommodation is vacated. When the rental accommodation is vacated, any portion of the security deposit that remains after all expenses have been settled is returned to the tenant.
Key Money A one-time payment that is made to the landlord when the rental agreement is signed. The key money is not returned.
Common Service Fee (Management Fee) This covers the costs required (electricity, cleaning fees, etc.) to maintain the shared spaces of the property, such as stairways and hallways.
Agency Fee This is paid to the real estate agent when the rental agreement is signed.
Explanation of Important Points Before a rental agreement is signed, real estate agents explain the important points of the agreement to the tenant. The important points usually include matters such as the condition of fixtures and furniture, the terms for lease termination, the terms for the security deposit, etc.
Restoration to Original Condition If a rental property has been damaged or soiled willfully, or through negligence or carelessness, the tenants are responsible for paying the expenses required to restore it to its original condition. In this case, the expenses are subtracted from the security deposit when the accommodation is vacated.
Damage Insurance Provides insurance coverage against:
  • Accidental fires or water leakage which occurs through the negligence of the tenant (if the tenant is required to pay for the damages by the landlord).
  • Damage to the tenant’s property in the accommodation due to wind, flooding, fire, lightning, etc.
  • Damage caused to the property of people living on a lower level due to water leakage.

When Renting Accommodation, Please Comply with the Following:

  • Only contracted tenants can stay in the accommodation. Do not allow other to stay in your room.
  • Be careful not to be noisy, and do not disturb others with loud voices or sounds.
  • Be sure to pay the rent by the specified day. (In general the rent for a given month must be paid by the end of the previous month.)
  • Be sure to put out the garbage appropriately and on the appointed day and time.
  • To prevent water leakage to lower levels, be sure to keep bathroom and kitchen drains clean and clear.
  • Inserting nails or pins, or otherwise making holes in the walls of a property is generally prohibited. Do not remodel any part of the property without the permission of the landlord.
  • Be sure to pay electricity, gas, and water fees by their respective deadlines. If the payments are not made on time, the supplies could be cut off.
  • If you leave the accommodation temporarily (e.g. when going on a trip), be sure to notify the landlord or real estate agency in advance, and be careful that your rent payment is not delayed during your absence.

Apartment Lease Guarantor Service for Foreign Nationals

When applying to rent the housing in Japan, an apartment lease guarantor is generally required. Kyoto University cannot act as joint guarantor for housing lease agreements. If unable to find an apartment lease guarantor, there is a private lease guarantor service for Kyoto University International Researchers and Students by a special fee.

  • Global Trust Networks Co.,Ltd.(GTN)
  • Flat Agency “F-Support” Housing Guarantor System
  • Choei “Green Guarantee Company”
  • Zenhoren (please note: no English speaking staff are available.)
  • Casa Inc. (please note: no English speaking staff are available.)
Procedures for the use of apartment lease guarantor services

STEP 1

The landlord or real estate agency must agree to the use of the apartment lease guarantor that you wish to appoint. When you find an apartment that you would like to rent, you must confirm with the landlord or real estate agency that they will allow you to use one of the above-mentioned guarantor companies.

STEP 2

Once you have confirmed that you can use the guarantor company, you must inform the company that you are (or will be) enrolled at or employed by Kyoto University so that the special fee will be applied.

STEP 3

The real estate agency will conduct the application procedure with the lease guarantor company. You should submit the required application documents in accordance with their instructions.

When Moving Out or Moving to a New Address

General Procedures

1. Notify your landlord or real estate agency
  • Be sure to notify the landlord or real estate agent that you are moving out within the period specified in the rental agreement (usually one or two months in advance)
    You may be charged for an extra month’s rent if you give the landlord/real estate agency shorter notice than is specified in the agreement.
2. Preparation for moving out
  • Have the electricity, gas, and water supplies disconnected and settle the outstanding the fees.
  • Notify the city/ward office that you are moving out or changing address.
  • Clean the room well and remove your belongings.
  • Inform the academic affairs office of your department of affiliation that you have changed address.
3. Moving out
  • Return the property keys to your real estate agency or landlord.
  • Security deposit settlement: if you are behind with your rent, or if there are expenses required to restore the property to its original condition, etc., such expenses will be deducted from the security deposit.

For Reference: Guidebook for Apartment Searching (English) issued by the Ministry of Land, Infrastructure, Transport and Tourism

Apartment Lease Guarantor Service for Foreign Nationals

If unable to find an apartment guarantor, there is a private lease guarantor service for Kyoto University International Students and Researchers by a special fee.

Global Trust Networks Co.,Ltd.(GTN)

Osaka Branch Office
Address 〒530-0001
2100, 21th Floor OsakaEkimae4th Building, 1-11-4,
Kita-ku, Osaka-shi, Umeda, Osaka-fu, Japan
TEL 06-6348-0701
FAX 06-6348-0702
E-mail support@gtn.co.jp
URL https://www.gtn.co.jp/en/

Conditions

Be accepted at or work for Kyoto University

Fee
Description
Guarantee Fee (at the first time apartment lease contract) 30% of monthly rental fee (Including maintenance fee, parking fee and any other monthly fee)
Minimum fee is 10,000yen
*Guarantee fee depends on the add-on options for guarantee contract.
Annual Guarantee Fee 10,000yen
Guarantee
bounds
  • Rent arrears (Rent and Maintenance fee) *Max warranty is the rent for 48 months.
  • Abandoned belongings disposal fee
  • Abandoned belongings storage fee
  • Eviction suit fee
    Note: The rent during the period of abandoned belongings disposal and room restoration and the room restoration fee are not guaranteed.
This service fee is included in the guarantee fee.
”TRUST NET 21” Multiple language life support by phone
Language English, Chinese, Korean, Vietnamese and other languages (15 languages in total)
Service Hours 10:00a.m.-6:30p.m.
TEL 03-5155-4674
(7 days a week excluding the year-end and new year holidays)
E-mail support@gtn.co.jp
GTN gives solutions for
  • Explanation how to set up or close gas, electricity and water
  • Explanation how to cancel or renew the lease agreement
  • Demand of rent arrears
  • Troubles about garbage disposal, noise problem etc.
Reference trustnet21

Basic Application Documents

  • Residence card
  • Passport copy (the page of photo, name and expiry date)
  • The copy for certificate of acceptance or employment issued by Kyoto University
    Note: 2 persons are required as emergency contact.

Procedures

  • Choose preferred apartment at the real estate agencies GTN service is available
  • Fill out GTN application forms and submit the basic application documents to the real estate agency.
  • Examination by GTN
  • After approval, sign up contract for consignment of credits guaranty with GTN when making a lease agreement at the real estate agency.
    A lease guarantee fee shall be paid to the real estate agency at the same time.

Reference: Introduction of GTN Guarantor Service

Flat Agency “ F-Support”
Housing Guarantor System

Conditions

  • Be accepted at or work for Kyoto University
  • Apartments by lease of the real estate agency “Flat Agency”
Fee Description
月額賃料 Annual Guarantee Fee
Under 80,000yen 10,000 yen
80,000yen~150,000yen 15,000 yen

*A rent includes maintenance fees such as maintenance of communal facilities and cleaning of communal areas)

Guarantee bounds
  • Rent arrears
  • Renewal charge (Max warranty is the rent for one month.)
  • Abandoned belongings disposal fee
  • Legal costs
Max warranty Up to six months for monthly rent including a renewal charge

Basic Application Documents

  • Residence card
  • Passport copy (the page of photo, name and expiry date)
  • The copy for certificate of acceptance or employment issued by Kyoto University
    Note: 2 persons are required as emergency contact. One is the family in home country, the other is a friend in Japan.

Procedures

  • Choose preferred apartment at the Flat Agency.
  • Fill out the application forms of F-Support and submit the basic application documents to the Flat Agency.
  • Examination by F-Support
  • After approval, sign up contract for consignment of credits guaranty with F-Support when making a lease agreement with Flat Agency.
    A lease guarantee fee shall be paid to the Flat Agency at the same time.

Remarks:
Flat Agency treats the apartment that no lease guarantor is necessary, too.
The details are available at Kyoto University previous store or Doshisya Daigaku-mae Office.

Flat Agency Branch Offices near Kyoto University Yoshida Campus

Sakyo Branch Store
Address 3-6 Ushinomiya-cho, Yoshida, Sakyo-ku, Kyoto, ZIP code: 606-8302
Office Hours 10:00-18:00
Closed:Every Tuesday and the 1st Wednesday of every month.
Language English, Chinese speaking staff are available.
TEL 0120-36-0669/075-762-0669
FAX 075-762-0670
E-mail sakyo@flat-a.co.jp
URL https://fsupport-kyoto.com/chintai/studying_abroad/

Reference

Choei “Green Guarantee Company”

Conditions

  • Be accepted at or work for Kyoto University.
  • Apartments by lease of the real estate agency “Choei”
Guarantee Fee(at the first time apartment lease contract)
Maximum fee is 80% of monthly rental fee (Including maintenance fee, parking fee and any other monthly fee)
Minimum fee is 22,000yen
*A rent includes maintenance fees such as maintenance of communal facilities and cleaning of communal areas.
Guarantee
bounds
  • Rent arrears (Rent and Maintenance fee)
  • Abandoned belongings disposal/storage fee
  • Eviction suit fee
Max warranty Up to 12 months for monthly rent

Basic Application Documents

  • Application forms available at Choei Global Desk
  • Passport copy (the page of photo, name and expiry date)
  • Residence Card (if available)
  • The information about family in home country as emergency contact (e.g. the copy for identification card)

Procedures *available before entering Japan

  • Choose preferred apartment at the Choei Global Desk.
  • Fill out the application forms of “Green Guarantee Company“ and submit the basic application documents to the Choei Global Desk.
  • Examination by Green Gurantee Company
  • After approval, sign up contract for consignment of credits guaranty with Green Guarantee Company when making a lease agreement with Choei Global Desk.
    A lease guarantee fee shall be paid to the Choei Global Desk at the same time.

Refer: Choei Global Desk

Language English/Chinese available
URL https://www.kk-choei.co.jp/global/index_en.html

Zenhoren Co., Ltd.

Kyoto Branch Office
Address 〒600-8492
2nd floor, Sumitomo-seimei-kyoto Building, 62 Tsukihoko-cho, Shijo-dori, Shinmachi Higashi-iru, Shimogyo-ku, Kyoto
TEL 075-222-7370
FAX 075-222-7361
E-mail kyoto@zenhoren.co.jp
URL https://www.zenhoren.jp/
Note *Inquiries and applications must be made in Japanese as no English speaking staff are available.

Conditions

The applicant must be (or be about to be) employed by Kyoto University.

Fee
Description
Guarantee fee (at the initial conclusion of the apartment lease contract) 30% of the monthly rental fee (Including maintenance fees, parking fees, and any other monthly fees)
Renewal fee (at the renewal of the lease contract) 10% of the monthly rental fee
Items guaranteed
  • Rent arrears (rent and maintenance fees) *for a maximum of 24 months
  • Costs for the disposal of abandoned belongings
  • Room cleaning costs
  • Room repair costs
  • Eviction lawsuit costs
  • Room key replacement costs

Application Documents (Note: other documents may also be required)

  • Copy of the applicants residence card (front and back) (if the applicant is already resident in Japan)
  • Copy of the applicant’s certificate of eligibility (if the applicant is not yet resident in Japan)
  • Copy of the applicant’s passport (the pages that include the photograph, name, and expiry date)
  • Copy of the applicant’s certificate of acceptance, enrollment, or employment issued by Kyoto University
  • The contact details of an emergency contact person (the person must live in Japan and be able to communicate in Japanese. The guarantor cannot serve as the emergency contact person)

Application Procedures

  • Choose an apartment offered by a real estate agency which provides the Zenhoren service.
  • Complete the Zenhoren application forms and submit the application documents above to the real estate agency.
  • Application screening by Zenhoren.
  • Once your application has been approved, conclude a guaranty contract with Zenhoren when concluding the leasing contract at the real estate agency. The lease guarantee fee must be paid to the real estate agency together with the other rental fees.

If the real estate agency that you are using does not provide Zenhoren’s guarantor service, you will need to ask them to contact the Zenhoren Kyoto Branch office (TEL:075-222-7370). Zenhoren will then arrange for your real estate agency to provide the service.

Casa Inc.

Osaka Branch Office
Address 〒532-0003
5F Shin-Osaka, San-R Center Building,5-2-18, Miyahara, Yodogawa-ku, Osaka, Osaka, Japan
TEL 06-7668-1620
FAX 06-7668-1621
URL https://www.casa-inc.co.jp/en/service/user/
Note *Inquiries and applications must be made in Japanese as no English speaking staff are available.

Conditions

Be accepted at or work for Kyoto University, except for the status of residence for applicant is “Cultural Activities”.

Fee
Description
Guarantee fee (at the initial conclusion of the apartment lease contract) Renewal fee (at the renewal of the lease contract)
10,000yen 10,000yen
Guarantee
bounds
  • Rent arrears (rent and maintenance fees) *for a maximum of 24 months
  • Costs for restoration to original condition of room
  • Room cleaning costs
  • Eviction lawsuit costs

Basic Application Documents

  • Copy of the applicants residence card (front and back) (if the applicant is already resident in Japan)
  • Copy of the applicant’s certificate of eligibility (if the applicant is not yet resident in Japan) *Copy of the applicant’s residence card (front and back) is required when the contract is established.
  • Copy of the applicant’s passport (the pages that include the photograph, name, and expiry date)
  • Copy of the applicant’s certificate of acceptance, enrollment, or employment issued by Kyoto University
  • The contact details of an emergency contact person (the person must live in Japan and be able to communicate in Japanese. The guarantor cannot serve as the emergency contact person)

Procedures

  • Choose an apartment offered by a real estate agency which provides Casa Inc. service.
  • Complete the Casa Inc. forms and submit the application documents above to the real estate agency.
  • Application screening by Casa Inc..
  • Once your application has been approved, conclude a guaranty contract with Casa Inc. when concluding the leasing contract at the real estate agency. The lease guarantee fee must be paid to the real estate agency together with the other rental fees.

If the real estate agency that you are using does not provide Casa Inc.’s guarantor service, you will need to ask them to contact Casa Inc. Osaka Branch office (TEL:06-7668-1620). Casa Inc. will then arrange for your real estate agency to provide the service.