When renting a property in Japan, you'll encounter various parties such as the landlord, real estate agent, and property management company. If you're not clear on their respective roles, you may find yourself wondering, "Who do I contact if something goes wrong?" either at the time of signing the lease or after you’ve moved in.

For example, if something in your apartment breaks, should you contact the real estate agent or the landlord? Payment methods and contract renewal procedures can also vary depending on the property.

In this article, we’ll clearly explain the roles and relationships between landlords, real estate agents, and property management companies so you can navigate your rental process smoothly and live worry-free.

What Are Landlords, Real Estate Agents, and Property Management Companies?

When you rent a property, three main parties are typically involved: the landlord, the real estate (brokerage) agent, and the property management company. Understanding their respective roles can help you handle both the rental process and any issues that arise afterward more smoothly.

1. What Is a Landlord?

Role of the Landlord

The landlord is the owner of the rental property. This could be an individual or a company such as a real estate firm or investment business.

Typical responsibilities of a landlord include:

• Being the official lessor in the rental contract
• Collecting rent from tenants to generate income
• Making decisions about repairs and renovations
• Handling tenant recruitment and lease contracts (or outsourcing them to a management company)

Scope of Landlord Involvement

There are generally two types of landlord involvement:

■ Self-managed properties

• The landlord handles rent collection, repairs, and tenant communication directly
• Responds personally to maintenance issues or complaints
• Takes full responsibility for managing the property, which can be time-consuming

■ Outsourced to a property management company

• A third-party management company handles maintenance and tenant support
• Scope of services varies by contract (e.g., only rent collection or only repairs)
• While it involves paying a management fee, it reduces the landlord’s workload

The decision to outsource often depends on the number of properties owned and the landlord’s preferred management style.

2. What Is a Real Estate Agent?

Role of the Real Estate Agent

The real estate agent acts as an intermediary between the prospective tenant and the landlord or property management company.

Main tasks include:

• Listing and advertising properties through websites or flyers
• Arranging property viewings and explaining features
• Facilitating contract procedures between tenants and landlords (or managers)

How Real Estate Agents Earn Money

Real estate agencies are typically compensated in two ways

• Brokerage fees from tenants: Usually equivalent to one month’s rent or half, paid upon contract signing
• Advertising fees from landlords/management companies: For listing and promoting their properties

Note: Real estate agents are generally only involved until the contract is signed. They do not handle post-move-in property management.

3. What Is a Property Management Company?

Role of the Property Management Company

A property management company is contracted by landlords to handle day-to-day operations of the rental property. They play a key role in ensuring smooth communication between the tenant and landlord and in maintaining the property.

Typical responsibilities include:

• Repairs and maintenance: Cleaning of shared areas, arranging repairs, and routine inspections
• Rent collection and late payment reminders: Managing rent payments and contacting tenants who fall behind
• Handling tenant complaints: Responding to issues like water leaks or noise disputes

Types of Management Contracts

The services provided by property managers vary depending on the contract:

■ Full management

• Covers everything from rent collection to repairs and tenant communication
• Ideal for landlords who want a hands-off rental experience

■ Partial management

• The management company handles specific tasks (e.g., just rent collection or just repairs)
• The landlord manages the rest, allowing for flexible division of responsibilities

The exact duties of the property manager are defined by the agreement with the landlord.

By understanding the roles of the three main parties involved in a rental agreement—landlord, real estate agent, and property management company—you can ensure a smoother rental process and avoid confusion or disputes after moving in.

• Landlord: The property owner who may choose to manage the property directly or outsource it to a management company.
• Real Estate Agent: Acts as the intermediary between prospective tenants and landlords or property managers, supporting the process up to contract signing.
• Property Management Company: Manages the property on behalf of the landlord and handles tenant communication and rent collection after the contract is signed.

How These Parties Work Together in Rental Management

While the landlord, real estate agent, and property management company each have distinct roles, they interact throughout the rental and property management process. Here's how they relate to one another and what you should know about whom to contact after signing the lease.

Relationships Between the Parties

In a typical rental agreement, the following relationships apply:

• The real estate agent connects prospective tenants with the landlord (or property manager) and handles the process up to the point of contract signing.
• The property management company, if hired by the landlord, takes over tenant communication and problem resolution after move-in.
• The landlord, as the legal owner and lessor, may handle everything directly if there is no management company.

In short, real estate agents handle the process until the lease is signed, while landlords or property managers handle everything after that.

Who to Contact After Moving In

• Paying rent → Management company or landlord
• Repairs or equipment issues → Management company (or landlord if self-managed)
• Moving out / Terminating lease → Management company or landlord (not the real estate agent)

It’s important to clarify who is responsible for what when signing the lease to avoid confusion later.

Points of Contact After Signing a Rental Contract

After signing the lease, tenants may need to complete various procedures or handle unexpected issues. Here's how to know where to direct your concerns:

Rent Payment

• Direct to landlord: In self-managed properties where no management company is involved, rent is paid directly to the landlord.
• Through the management company: If a management company is involved, rent is typically paid via bank transfer or auto-withdrawal to an account designated by the company.

At the time of contract signing, confirm how to pay rent and who covers bank transfer fees.

Reporting Maintenance or Equipment Issues

• Contact the management company: This is the standard process for most managed properties.
• Contact the landlord directly: Applies to self-managed rentals where there is no management company.

Make sure to confirm the emergency contact info during contract signing in case of urgent issues.

Move-Out Procedures

• Handled by the management company: If applicable, contact them to notify your intent to move out and discuss cleaning or repair fees.
• Handled by the landlord: In self-managed properties, you'll deal directly with the landlord for all end-of-lease matters including security deposit settlements.

Key Points to Check When Signing a Rental Agreement

When entering into a rental contract, it’s important to clearly understand the roles of the landlord, property management company, and real estate agent to help prevent misunderstandings or issues later on. Below are the key points you should confirm before signing the contract.

Who Is Responsible for What?

Make sure to clarify the following details during the rental process:

■ Is there a property management company involved?

• Confirm whether the property is professionally managed or self-managed by the landlord
• If managed, ask about the scope of services the management company provides (e.g., rent collection, repairs, handling complaints)

■ Is it a self-managed property?

• If so, you’ll need to contact the landlord directly for rent payments, repair requests, or any issues after moving in

Understanding the management structure in advance will help ensure smooth communication after you move in.

Rent Payment Methods

Confirm how rent will be paid as part of the contract process. Common methods include:

• Bank auto-withdrawal: Rent is automatically deducted from your designated account (fees may apply)
• Bank transfer: You manually transfer rent each month to a specified account (check who covers transfer fees)
• Convenience store payment: You use a payment slip issued monthly to pay at the store

If there are bank or payment handling fees, confirm whether they’re covered by the tenant or the landlord.

Who to Contact in Case of Equipment Issues

After moving in, it’s essential to know who to contact if any equipment problems arise. Confirm these details at the time of signing your rental contract to avoid confusion later.

■ Confirm the Contact for Repair Requests

• If a property management company is involved → Contact the management company directly
• If there is no management company (self-managed) → Contact the landlord directly

■ Check Contact Information in the Contract Documents

• Review the rental agreement and the Important Matters Explanation (重要事項説明書) to identify the listed management contact or emergency number
• Some properties may also offer 24-hour emergency support hotlines

Problems like hot water system failures or water leaks require urgent attention, so it’s highly recommended to confirm this information before moving in.

Summary

In rental agreements, the landlord, real estate agent, and property management company each play distinct roles. Understanding how they interact will help you settle into your new home with confidence.

Landlord

The landlord is the property owner and receives rental income. Some landlords handle property maintenance and tenant communication themselves, while others outsource these tasks to a management company.

Real Estate Agent

The real estate agent acts as an intermediary between the tenant and the landlord (or property manager). They support the rental process by introducing properties, arranging viewings, and preparing contracts. After the lease is signed, they are typically not involved in property management.

Property Management Company

The property management company is appointed by the landlord to handle maintenance, rent collection, and tenant inquiries. They are often the main point of contact for tenants and manage tasks such as repairs and cleaning of shared areas.

To prepare for potential issues after moving in, be sure to confirm the rent payment method, who to contact for equipment troubles, and move-out procedures at the time of signing your lease.
By understanding each party’s role and responding appropriately, you can enjoy a smooth and comfortable rental life.