Gather residential tenant relocation evidence in Japan

What distinguishes residential relocation evidence from commercial evidence

The essential difference between residential and commercial relocation evidence is the subject of loss: a residential relocation involves the disruption of a household’s daily life, while a commercial relocation involves the disruption of a business operation. For a residential tenant, the evidence must demonstrate how the move affects the family’s accommodation, schooling, care arrangements, and commuting. The key record that marks a relocation as residential is the certificate of residence items (住民票の記載事項証明書, juminhyo no kisaiji shomeisho), which lists all household members registered at the present address. A commercial relocation, by contrast, requires a business registration (商業登記, shogyo toki) or corporate registry extract and evidence of employee rosters and workplace location. If a property is mixed-use, you must prepare separate evidence packages: one for the residential portion and one for the commercial portion.

The core evidence bundle for a residential tenant relocation

Family composition records

The foundation of any residential relocation evidence package is proof of who lives in the household. Go to your municipal office and request a certified copy of the residential basic book (住民基本台帳, jumin kihon daicho). This register shows every person registered at your address and is governed by the Basic Resident Registration Act (住民基本台帳法). A certificate of residence items (住民票の記載事項証明書) listing all household members is the standard record for this purpose. Additionally, if you have dependents, obtain a family register extract (戸籍謄本, koseki tohon) to prove the legal relationship, for example, spouse, child, or parent. These certified extracts are typically valid for three months from the date of issuance, so check the date before submission.

School and daycare evidence

If school-age children are part of the household, visit the present school office and request a certificate of school enrollment (在籍証明書, zaiko shomeisho). For pre-school children, obtain a certificate of daycare enrollment (在園証明書, zaien shomeisho) from the present facility. These records confirm that the children are attending specific institutions and will need to transfer. The school transfer itself requires a school transfer notice (転校届, tenko todoke) submitted to the present school, and the new school district is determined by the municipal board of education’s school district map (通学区域図, tsugaku kuiki zu). Daycare transfer is subject to vacancy in the new municipality, with April intake being the standard entry point.

Nursing care evidence

If a household member requires nursing care, request a certificate of nursing care service use (介護サービス利用証明書, kaigo sabisu riyo shomeisho) from the present care provider or the municipal elderly welfare department. Also request a care service availability statement from the proposed relocation municipality. Nursing care continuity depends on service provider availability and a care plan revision, so this evidence must be recent, typically valid for three months from issuance.

How to gather residential tenant relocation evidence for alternative housing costs

The purpose of alternative housing cost evidence is to show the difference between your present accommodation costs and the cost of comparable accommodation in the relocation area. This is not a simple rent comparison; it must account for the same number of bedrooms, similar floor area, similar age and facilities, and the same school district or within a defined radius. The standard sources for this comparison are:

• Japan Real Estate Institute (JREI) appraisal standards, JREI sets the methodology for formal valuations.
• MLIT real estate transaction price information database (取引価格情報), Published quarterly by the Ministry of Land, Infrastructure, Transport and Tourism (MLIT), this database shows actual transaction prices.
• Local government public rental accommodation rent schedules, Useful as a benchmark for publicly managed dwellings.
• Private rental market survey by a licensed real estate appraiser (不動産鑑定士, fudosan kanteishi), This is the most authoritative source for a formal comparison.

The comparison period should cover three to six months of market data preceding the relocation date. If you own the property you are leaving, include an official land price (公示地価, koji chika) or an appraisal report. MLIT publishes the koji chika annually around March through its Land Appraisal Committee.

Moving distance and commuting cost evidence

Moving distance is measured from your present registered domicile to the proposed relocation address. The measurement standard, straight-line distance or road distance, varies by municipal guideline, so confirm with the municipal board of education or planning department. For working household members, calculate the change in commuting cost based on public transportation fare tables or the standard mileage rate for a private vehicle. The commuting cost period is typically monthly cost multiplied by 12 months.

How to compile moving cost records for a Japanese tenancy relocation

Collect the following items to substantiate the actual costs of moving:

• Moving company quotations, three or more is standard practice.
• Temporary accommodation cost receipts if interim lodging is required.
• Utility connection and disconnection fee schedules from providers.
• Address change notification costs (driver’s license, bank, insurance).
• School supplies and uniform replacement costs if a school change is required.
• Daycare admission fee and new supplies if a daycare change is required.
• Nursing care equipment reinstallation cost if a care recipient is relocated.

Where to obtain the official records

• Legal Affairs Bureau (法務局), Maintains the land register (土地登記, tochi toki) and structure register (建物登記, tatemono toki). Access via the online system (登記ネット, toki net) or counter request. The fee per registration extract is 600 yen as of 2026.
• Municipal office, Issues certificates of residence and family register extracts. Typical fees are 300-400 yen for a certificate of residence and 450 yen for a koseki tohon as of 2026.
• Municipal planning department, Holds city planning maps (都市計画図, toshi keikaku zu) and development permission ledgers.
• Prefectural construction department, Maintains development permission ledgers (開発許可台帳, kaihatsu kyoka daicho).
• Municipal construction department, Holds confirmation certificates (確認済証, kakunin zumisho) and inspection certificates (検査済証, kensa zumisho).

How to structure the evidence package

A residential tenant relocation evidence bundle (居住者移転証拠資料, kyojusha iten shoko shiryo) should be organized as follows:

1. Family composition records (certificate of residence items, family register extract)
2. School and daycare records (enrollment confirmations, school district map)
3. Nursing care records (service use confirmation, availability statement)
4. Alternative accommodation cost comparison (market survey, appraisal report)
5. Moving distance and commuting cost calculation
6. Relocation cost records (quotations, receipts)
7. Correspondence with the landlord or redevelopment entity (written, with delivery record)
8. Photographs of present residence condition with date stamp

All official records should be obtained as certified copies (証明書, shomeisho), not simple copies. The package should be bound as A4 sheets with an index and page numbering. Keep one copy for your records and one for your legal representative.

Professional roles in evidence compilation

• Licensed real estate appraiser (不動産鑑定士), For property valuation and market rent surveys.
• Judicial scrivener (司法書士, shio shoshi), For registry record retrieval and verification.
• Certified administrative procedures specialist (行政書士, gyosei shoshi), For permit and license evidence.
• Licensed architect (一級建築士, ikkyu kenchikushi), For structure condition assessment.
• Lawyer (弁護士, bengoshi), For legal interpretation of tenancy rights under the Act on Land and Building Leases (借地借家法, Shakuchi Shakka Ho).

Key legal context

The Act on Land and Building Leases grants tenants a right to lease renewal unless the landlord has a justifiable reason. For a fixed-term structure lease, the landlord must give six months’ notice of non-renewal. For a land lease, the notice period is one year. The Urban Redevelopment Act (都市再開発法, Toshi Saikaihatsu Ho) provides the legal framework for coordinated redevelopment projects, including tenant relocation procedures. The statute of limitations for contractual relocation claims is five years under the Civil Code as of 2026.