When the air conditioner installed in a rental property gets old, various problems arise such as unusual noises, strange odors, and poor performance. When replacement or repair becomes necessary, who bears the cost is an important issue for both tenants and property owners.
This article comprehensively covers everything you need to know about air conditioners in rental properties — from how to determine when a unit has reached the end of its life and the rules around cost responsibility, to specific negotiation strategies for replacement and maintenance tips to extend its lifespan.
6 Signs That Your Rental Air Conditioner Is "Too Old"
The typical lifespan of an air conditioner is approximately 10 years. If you notice any of the following symptoms, the unit may be approaching failure due to age-related deterioration.
① Loud Operating Noise or Unusual Sounds
Rattling or clattering sounds may be caused by excessive vibration due to a clogged filter. Squeaking or screeching sounds suggest possible deterioration or wear of the louvers (the vanes that direct airflow).
② Strange Odors
A musty or sour smell indicates that mold and dust have accumulated inside the unit. When cooling is in use, condensation forms inside the air conditioner, creating an environment where mold thrives.
③ Poor Heating or Cooling Performance
Symptoms such as air blowing but not cooling, the unit shutting off quickly, or no airflow at all may point to a refrigerant gas leak. Since a dirty filter can also be the cause, try cleaning it first.
④ Unresponsive to Remote Control
If the unit still does not respond after replacing the batteries, a failure of the infrared receiver on the main unit is likely. First, try unplugging and replugging the power cord to restart the unit.
⑤ Water Leaking from the Indoor Unit
Most water leaks are caused by a blocked or kinked drain hose. If the problem persists after removing any obstructions, have a professional inspect the unit.
⑥ Circuit Breaker Tripping
If the circuit breaker trips when the air conditioner starts, there is a risk of electrical leakage due to deterioration of internal components. As this poses a risk of electric shock or fire, contact your property management company immediately.
How Long Does a Rental Air Conditioner Last?
The manufacturer-defined standard service life of an air conditioner is approximately 10 years. Panasonic and Mitsubishi set this at 10 years, while SHARP sets it at 9 years.
The statutory useful life defined by Japan's Ministry of Finance is 6 years. This is the standard used for depreciation calculations and serves as a useful reference when negotiating with a property management company.
How Air Conditioner Performance Has Evolved Over 10 Years
- Energy efficiency — A difference of approximately ¥6,000–¥7,000 in annual electricity costs
- Auto-cleaning function — Automatic filter cleaning
- AI temperature control — Automatic optimization based on room temperature and occupant movement
- Smartphone remote control — Power on/off from anywhere
- Internal cleaning function — Freezes the interior to flush away dirt and buildup
Who Pays for Air Conditioner Replacement?
Cost responsibility for air conditioners in rental properties depends on whether the unit is classified as "included equipment" or a "left-behind item."
If Included Equipment → Owner's Responsibility
If the air conditioner is listed in the included equipment schedule of the lease agreement, repair and replacement costs are in principle the owner's responsibility. Under Article 606 of Japan's Civil Code, landlords have an obligation to maintain and repair the property.
However, if the damage is caused by the tenant's intentional actions or negligence, or if the tenant simply wants to replace a unit that is old but still functioning properly, the cost falls on the tenant.
If a Left-Behind Item → Tenant's Responsibility
An air conditioner left behind by a previous tenant upon moving out is treated as a "left-behind item." If the equipment section of the lease agreement shows the air conditioner as "not included," it is likely a left-behind item. All costs for repair, replacement, and removal are the tenant's responsibility.
5 Ways to Negotiate Replacement of an Old Air Conditioner
① Present Data on the Unit's Lifespan
Check the manufacturer's standard service period and the unit's date of manufacture, then communicate the facts clearly with specific data showing that the unit has exceeded its expected lifespan.
② Clearly Describe Any Health Impacts
If you are experiencing allergy symptoms such as coughing, sneezing, or skin irritation due to mold, the property management company is likely to respond promptly.
③ Keep Records of Heating and Cooling Performance
Document the set temperature, room temperature, and outdoor temperature. Having numerical data helps convey the situation accurately and makes negotiations go more smoothly.
④ Raise the Risk of Noise Complaints
If noise from the outdoor unit is disturbing neighboring residents, the property management company cannot afford to ignore it as a potential noise dispute.
⑤ Ask for Permission to Replace at Your Own Expense
If replacement at the management company's expense is not feasible, requesting permission to replace the unit at your own cost is another option. Be sure to clarify in advance how the unit will be handled upon move-out.
Maintenance Tips to Extend the Life of Your Air Conditioner
Filter Cleaning (Every Two Weeks)
Use a vacuum cleaner to remove dust from the front side of the filter, and rinse stubborn dirt from the back with water. Allow the filter to dry completely before reinstalling it. Installing a damp filter promotes mold growth.
Keeping the Area Around the Outdoor Unit Clear
Do not place objects around the outdoor unit, and ensure proper air circulation. Providing shade in summer and allowing sunlight in winter reduces the load on the compressor.
Outdoor Unit Cleaning (Once or Twice a Year)
Remove blockages such as sand, dust, fallen leaves, and insect nests. Be sure to also check the back side of the unit against the wall.
Hiring a Professional
Fine internal components are difficult for non-professionals to clean properly. In rental properties, always consult your property management company before hiring a service technician.
Summary
When dealing with air conditioner issues in a rental property, the first step is to check your lease agreement to determine whether the unit is classified as "included equipment" or a "left-behind item." If it is included equipment, the owner is in principle responsible for repairs and replacement — but to negotiate effectively, it is important to prepare data such as the unit's manufacture date, a record of malfunctions, and documentation of any health impacts.
INA&Associates Co., Ltd. provides rental property management services that help maintain comfortable living environments for tenants while maximizing asset value for property owners. Please feel free to reach out to us with any concerns regarding equipment or facilities.
