When you’re preparing to move or start living alone and begin searching for a rental property, you'll often come across the term "landlord" (大家さん, ooya-san). However, in practice, many tenants might say, “I've never seen them,” or “I only know their name.” In the past, landlords often had close relationships with their tenants, but nowadays, most aspects of property searching, contracts, and even handling of issues are managed by property management companies. As a result, interactions with the landlord have become quite rare.
Despite this, landlords still play a critical role in the rental life we lead. In this article, we’ll explain, from a tenant’s perspective, who landlords really are and how to build a healthy relationship with them for a more secure and comfortable rental experience.

Who Exactly Is a Landlord?

A landlord is the owner of a rental property.

In other words, they own buildings such as apartments, mansions (condominiums), or single-family homes, and rent them out to third parties to earn rental income. They may also be referred to as “owners” or “lessors.”

The traditional landlord

In the past, it was not uncommon for landlords to live on the first floor of the same building they rented out. These landlords were seen as warm, community-oriented individuals who would clean and make repairs themselves. They often had close relationships with tenants and were approachable in times of trouble.

The Legal Role and Responsibility of Landlords

Landlords have a legal obligation to maintain the property and ensure that equipment and facilities are kept in a usable condition. This responsibility is outlined under Japan’s “Act on Land and Building Leases” (Shakuchi Shakkai Hō), which requires them to provide a space that is safe and comfortable for living.

For example, if something breaks or malfunctions during tenancy, the question of who is responsible for the repair costs may arise.

According to the Act on Land and Building Leases (Shakuchi Shakkai Hō), landlords are responsible for repairs due to natural faults, such as fixing a broken water heater or addressing deterioration of the building’s exterior. On the other hand, if the damage is caused by the tenant’s intentional or negligent behavior, then the tenant must cover the repair costs. Understanding this division of responsibilities is the first step to building a good relationship in rental living.

What Is a Property Management Company? Its Role and System

In rental life, the party that tenants most frequently communicate with is the property management company. These companies handle practical operations such as arranging property viewings, contract processing, responding to issues after move-in, and providing support until the move-out.

The Management Company Acts as the Landlord’s Agent

A management company is a specialized contractor entrusted by the landlord to manage their property. They serve as the main point of contact for tenants and act on behalf of the landlord in most situations. However, they cannot make major decisions independently. For important matters—such as rent reductions or contract cancellations—they must first obtain the landlord’s approval.

Types of Management Delegation

• Full Delegation: All management tasks are handled by the company (most common)　
• Partial Delegation: Only specific tasks, such as tenant communication or cleaning, are outsourced　
• Sublease (Master Lease): The management company rents the property from the landlord and re-rents it to tenants

These arrangements vary by property, so during the contract process, it's a good idea to confirm "What exactly does the management company handle for this property?"

Differences in Service Between Management Companies

Service quality can vary widely depending on the management company. Some companies provide polite and attentive service, while others may be hard to reach, slow to carry out repairs, or offer unfriendly responses. These differences often stem from the quality of individual staff or company policies. Checking reviews and the name of the management company can help you make a better-informed decision when choosing a rental property.

What Does a Landlord Do?

In everyday rental life, we may not always be aware of it, but the landlord plays a crucial behind-the-scenes role in supporting tenants’ lives. Their main responsibilities include the following:

Maintenance and Management of the Building and Common Areas

Landlords are responsible for maintaining safety and comfort in the entire property through regular cleaning and inspections, as well as repairs to exterior walls and roofs. This also includes managing lighting in shared spaces, installing security cameras, and tending to landscaping.

Repair or Replacement of In-Room Equipment

If equipment such as water heaters, intercoms, or ventilation fans break due to aging, it is generally the landlord (or the property management company) who arranges for repairs or replacement. Quick reporting by the tenant is essential for prompt response.

Rent Setting and Contract Renewal

Landlords set rent based on property conditions and local market rates. When renewing a lease, they may also review rent and contract terms. For long-term tenants, they may offer flexible accommodations such as waiving renewal fees or upgrading equipment.

Real Examples of Landlord-Related Issues

Here are some real cases of trouble with landlords, along with key takeaways.

Case 1: Charged a High Restoration Fee Upon Moving Out

A woman in her 30s, who had lived in a property for three years, was charged over 200,000 yen by the landlord upon moving out for floor scratches and wallpaper discoloration, all claimed to be her responsibility. She was confused, saying she had just lived normally, and consulted the property management company.

• Know the national guidelines for restoration costs beforehand (Ministry of Land, Infrastructure, Transport and Tourism)
• Aging-related wear and tear are not the tenant’s responsibility. If you don’t agree, request a written explanation and consider contacting a consumer affairs center.

Case 2: Landlord Entered Apartment Without Permission

A man in his 40s discovered that his landlord had entered the apartment while he was away, claiming it was "during a routine inspection." There was no prior notice, and some valuables had been moved, causing distrust.

• Entering a tenant’s home without consent is illegal (Civil Code Article 709, Land and Building Lease Act)
• Duplicate keys should only be used in emergencies or with prior consent
• If you’re uncomfortable, inform the management company to ensure future entry always requires notice

Case 3: Landlord Refused to Make Repairs

The tenant reported a leaky toilet, but the landlord dismissed it, saying, “Just put up with it.” Eventually, the water damage spread and became a dispute over repair costs.

• Tenants have the right to live in a functioning property (right to use and enjoy)
• If ignored, consult with the property management company or local housing support offices
• Keep records of communication (emails, photos, etc.) as evidence

Case 4: Sudden Rent Increase at Renewal

Before renewing, a tenant was told, without any prior notice, that rent would increase by 5,000 yen. No explanation was given, and the landlord’s response—“If you don’t like it, you can move out”—was intimidating.

• Rent increases are legally allowed, but they must be based on valid reasons (e.g., market rates, tax hikes)
• A proper approach involves explanation and discussion in advance, not a one-sided notice
• If you feel it’s unfair, organize past communications and contract details to prepare for negotiations or consultations

A Mindset for Building a Good Relationship

The relationship with your landlord or property management company can be greatly influenced by your everyday behavior and attitude as a tenant.
You don’t need to feel overly self-conscious just because you're “renting someone else’s property,” but by simply observing basic rules and manners, it’s entirely possible to build a healthy, trusting relationship. Below are some key points to keep in mind to become a reliable and respected tenant.

Pay Rent on Time

First and foremost, paying rent on time is the foundation of trust.
For landlords, rent is an important source of income used for property maintenance, repairs, taxes, and more. Repeated delays or missed payments can lead to serious distrust and anxiety.

Even if it’s an honest mistake, forgetting to pay on time may still be seen as a lack of responsibility. To prevent this, set up automatic withdrawals or use calendar reminders on your phone—always aim to pay on time.

If there is any reason you might be late on rent, it’s crucial to inform your landlord or management company in advance. There is a big difference in how you’re perceived between silently missing a payment and explaining your situation and negotiating a due date.

Follow the Rules and Be Considerate

In apartment complexes or shared housing, you're not the only one using the space—others live there too. This makes it especially important to follow rules related to noise, garbage disposal, and use of common areas.

For instance, playing loud music late at night or smoking on the balcony, where the smoke drifts to neighbors, could result in complaints—many of which will go directly to the landlord.

Improper garbage disposal, such as taking trash out on the wrong day, could attract crows and cause messes, potentially involving the local community or management company.　

Simply pausing and thinking, “Will this bother others?” in your daily life can help prevent conflicts and build trust with those around you.　

Stay Calm When Reporting Issues

It’s normal to feel anxious or frustrated when something breaks or goes wrong in your rental.　However, staying calm in these moments is actually a great opportunity to demonstrate maturity and build credibility.

For example, if your water heater breaks and you no longer have hot water, avoid saying “Fix it now!” in anger. Instead, clearly state the situation:
“Since [date], the hot water hasn't been working, and it's been causing trouble. Could you please take a look?”

Organizing the facts and communicating clearly helps the other party understand and act quickly. If possible, attach photos or provide a timeline of events—this will make it easier for the landlord or management company to understand the issue and take action.

Remember, landlords and managers are people too. When you communicate sincerely, you’re much more likely to receive a sincere response in return.

Remember You’re a Tenant

Even though you live there, a rental property is still someone else’s asset—you are borrowing the space. This means you need to be mindful of the fact that the landlord retains ownership of the room or building.

Causing damage—like hitting walls or floors—or remodeling or doing DIY work without permission can lead to issues when moving out.
Also, reporting small problems early helps preserve the property and is something landlords truly appreciate.

Your efforts to take care of the property may also influence things like favorable lease renewal terms or flexible repair responses.
Being seen as someone who can be trusted makes your living experience smoother and more pleasant in the long run.

Have a Sense of Consideration

Landlords and management companies may seem like they're on the other side, but in reality, you are partners in creating a better living environment.
Rather than seeing it as a one-sided “landlord vs. tenant” relationship, aim to build mutual trust and cooperation.

When something goes wrong, you should feel comfortable reaching out. And when you do, it’s reassuring to know you’ll be met with a helpful and sincere response.　That kind of relationship can turn renting into a much more secure and comfortable experience.

The Future of Renting and Landlords

The Changing Role of the “Landlord”　

In Japan, due to the increase in vacant homes and the aging population, the traditional image of the "landlord" is also evolving.

• Elderly landlords are selling off properties, shifting ownership to corporations or real estate companies.
• Growth of “smart rentals,” where remote properties are managed using smart locks and IoT devices
• Digitalization of communication with management companies via chat and online platforms

In the future, the role of landlords may continue to change with the times. However, one thing will remain the same: the trust between tenants, property management companies, and landlords is the foundation of rental life.

Conclusion

Understanding the Role of Landlords: The First Step to a Comfortable Rental Life

In rental living, landlords are not just “people who rent out rooms”—they are quiet supporters of our daily lives. Even if you rarely meet them face-to-face these days, landlords still play a vital role in maintaining the property and making important decisions during issues or repairs.

Also, the management company that bridges tenants and landlords is an essential key player in ensuring a safe and comfortable living experience.
While tenants usually interact with the management company, the landlord's intentions are clearly reflected behind the scenes.

To prevent conflicts and build a good relationship, it’s important to have a proper mindset and basic manners as someone “borrowing a home.”
Daily actions—such as paying rent on time, properly using shared spaces, and calmly communicating during issues—build mutual trust.

The role of the landlord may continue to evolve in the future, but mutual respect and compassion remain the simplest and most effective way to create a comfortable living environment.

To enjoy a safe and pleasant rental life, why not start today by reconsidering your relationship with your landlord?