When moving out of a rental property, many people are unsure about "when and who to contact." Delayed move-out notices can result in unnecessary rent charges. This article provides a detailed explanation of when to give notice, how to communicate it, the process from notice to moving out, and how to reduce move-out costs.
When and Who Should You Notify About Moving Out?
Rental properties automatically renew unless the tenant submits a termination request, so you must communicate your intention to vacate within the "notice period" specified in your lease agreement.
What Is the Notice Period Deadline?
Most rental properties require notice at least 1 month before the move-out date, though some properties require 2–3 months. Always check your lease agreement carefully. Also confirm whether a written termination notice is required.
Who Should You Contact?
Generally, you should call the property management company. Some properties may require direct contact with the landlord, so check the contact information in your lease. Phone calls are the standard method, as emails carry the risk of not being received or read.
What Happens If You Notify Late?
If the notice period has passed, rent will be charged for each day of delay. A delay of one or two days may be waived at the management company's discretion, but if payment is requested, you cannot refuse. Contact them immediately once you realize the delay.
How to Give Move-Out Notice and the Steps Involved
What to Communicate Over the Phone
Provide the following information over the phone.
- Tenant's full name
- Property name and unit number
- Desired move-out date
- Contact phone number
If your moving schedule is not yet confirmed, give an approximate timeframe such as "planning for the fourth week of March" and follow up with details later.
Submitting the Termination Notice Form
After your phone call, you will often be required to submit a written termination notice. Many management companies use the date the form is received—not the date of the phone call—as the official notice date, so return it as soon as possible. If you have lost the form, request a new one from the management company. We recommend obtaining and returning the form at least two weeks before the notice deadline.
The Process from Move-Out Notice to Moving Day
The general process is as follows.
- Move-out notice (phone call)
- Submission of written termination notice
- Various procedures related to moving (utility transfer for electricity, gas, and water; mail forwarding; deregistration of residence, etc.)
- Moving and cleaning the unit
- Move-out inspection (approximately 30–60 minutes)
- Security deposit settlement
What Is Checked During the Move-Out Inspection
During the move-out inspection, the unit is checked for dirt, damage, and defects, and the cost-sharing for repairs is determined. Dirt or damage caused intentionally or negligently by the tenant is the tenant's responsibility, while deterioration from normal use and aging is the landlord's responsibility.
Estimated Move-Out Costs and Ways to Save
The typical move-out costs (restoration costs + cleaning fees) by floor plan are as follows.
- Studio/1K: ¥15,000–¥30,000
- 1DK/1LDK: ¥20,000–¥40,000
- 2DK/2LDK: ¥30,000–¥50,000
- 3DK/3LDK: ¥50,000–¥60,000
The most effective way to reduce move-out costs is to photograph any existing scratches and stains in the unit when you move in and submit them to the management company. Regular cleaning also helps reduce restoration costs.
For more on restoration rules, refer to the Complete Guide to Pre-Move-In Inspections.
Frequently Asked Questions (FAQ)
Q. Does "1 month before the notice period" mean 1 month before the move-out date?
Yes, you must provide notice at least 1 month before your planned move-out date (the date you hand back the keys and vacate the unit). Calculate backward from the date you return the keys and vacate—not from your moving day.
Q. Is a verbal (phone) notice sufficient to complete the move-out process?
In most cases, a written termination notice must be submitted after the phone call. Some management companies treat the date the written notice is received as the official notice date, so send the written notice promptly after calling.
Q. Will I always get my security deposit back?
If restoration costs are less than the security deposit, the difference will be refunded. It is common for costs to fall within the deposit amount, but if there is significant damage or soiling, additional charges may be requested.
Q. Do I have to attend the move-out inspection?
There is no legal obligation, but skipping the inspection increases the risk of being charged for unwarranted repair costs. We strongly recommend attending the inspection.
Q. Can renters insurance be used toward move-out costs?
Depending on your renters insurance policy, it may be applicable to move-out costs. You must file a claim with your insurer at the time the damage or stain occurs. If you forget to file before moving out, coverage may not apply.
