Introduction

Selling a home in Japan requires gathering specific legal and financial documents to ensure a smooth transaction. Whether you’re selling a modern home, a traditional machiya, or an akiya (vacant house), having the correct paperwork ready can speed up the process and prevent delays. This guide covers all the essential documents you need and where to obtain them.

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1. Property Ownership & Registration Documents

1.1 Property Registration Certificate (登記事項証明書 – Tōki Jikō Shōmeisho)

✔ Confirms legal ownership and registered details of the property.
✔ Includes information on the land, building, and any registered rights (e.g., mortgages).
✔ Obtain from the Legal Affairs Bureau (法務局 – Hōmukyoku).

1.2 Land Registry Map & Survey Certificate (公図・地積測量図 – Kōzu & Chiseki Sokuryōzu)

✔ Provides official land boundaries and size measurements.
✔ Required if the property includes land or if there is a dispute over boundaries.
✔ Obtain from the Legal Affairs Bureau.

2. Tax & Financial Documents

2.1 Fixed Asset Tax Certificate (固定資産税評価証明書 – Kotei Shisanzei Hyōka Shōmeisho)

✔ Shows the official tax valuation of the property.
✔ Used to calculate property taxes and potential capital gains tax.
✔ Obtain from the local municipal office (市役所 – Shiyakusho).

2.2 Fixed Asset Tax Payment Receipt (固定資産税納税通知書 – Kotei Shisanzei Nōzei Tsūchisho)

✔ Proves taxes are up to date on the property.
✔ If unpaid, taxes must be settled before selling.
✔ Obtain from the local tax office or city hall.

2.3 Mortgage Clearance Certificate (抵当権抹消証明書 – Teitōken Masshō Shōmeisho) (If Applicable)

✔ Required if the property has or had an outstanding mortgage.
✔ Confirms that the bank has cleared the loan and removed its claim on the property.
✔ Obtain from the lending bank.

3. Legal & Transaction Documents

3.1 Sales Agreement (売買契約書 – Baibai Keiyakusho)

✔ The legal contract outlining the sale terms between buyer and seller.
✔ Prepared by a real estate agent, lawyer, or seller.
✔ Must include the property price, payment terms, and contingencies.

3.2 Seller’s Disclosure Statement (重要事項説明書 – Jūyō Jikō Setsumeisho)

✔ Provides details about the property’s condition, history, and legal restrictions.
✔ Required to disclose defects, renovations, or risks (e.g., earthquake damage).
✔ Often prepared by a real estate agent.

3.3 Power of Attorney (委任状 – Ininjō) (If Selling from Abroad)

✔ Required if you’re not in Japan and need someone to complete the sale on your behalf.
✔ Must be notarized and translated if issued outside Japan.
✔ Obtain through a lawyer or legal notary.

4. Home Inspection & Utility Documents

4.1 Home Inspection Report (住宅診断報告書 – Jūtaku Shindan Hōkokusho) (Optional but Recommended)

✔ Confirms the structural integrity and condition of the home.
✔ Not legally required but helps attract buyers and speed up sales.
✔ Obtain from a licensed home inspector.

4.2 Utility Transfer Documents

✔ Ensure smooth transition of electricity, water, and gas to the new owner.
✔ Notify utility companies in advance to close or transfer accounts.

5. Additional Documents for Akiya or Rural Properties

5.1 Zoning & Land Use Certificate (都市計画法証明書 – Toshi Keikaku Hō Shōmeisho)

✔ Confirms the land’s zoning regulations and permitted usage.
✔ Important for akiya or countryside homes with agricultural land restrictions.
✔ Obtain from the local municipal office.

5.2 Subsidy or Grant Documentation (If Applicable)

✔ If the home is part of a government akiya revitalization program, include records of any grants or subsidies received.
✔ Important for buyers who may need to continue grant obligations.
✔ Obtain from the local government office.

6. Final Steps: Ensuring a Smooth Sale

Checklist Before Listing Your Home for Sale

✅ Gather all property and tax-related documents.
✅ Ensure mortgage and tax payments are up to date.
✅ Consider hiring a real estate agent to help with paperwork.
✅ Prepare additional documents for rural or akiya properties.

What If You’re Missing a Document?

• Most property records can be retrieved from the Legal Affairs Bureau or local municipal office.
• If you’ve lost tax documents, contact your local tax office.
• If you’re unsure, a real estate agent or lawyer can help retrieve missing paperwork.

Final Thoughts: Be Prepared for a Hassle-Free Sale

Having the right documents ready can speed up the selling process and prevent delays. Whether you're selling in a city or listing a rural akiya, preparation is key.

Need help listing your home? Old Houses Japan specializes in selling traditional and vacant homes, guiding sellers through every step of the process. Contact us today to get started!