House Handover in Japan: Prepare a Record for Keys, Meters and Open Items
Receiving keys should leave you with a usable record of what was handed over and what still needs action. Prepare that record before the appointment, while there is time to ask questions. This is our suggested organizational worksheet, not a substitute for the contract, registration or professional advice. The header is a schematic illustration.
Agree what the appointment includes
Ask your agent who will attend, where it happens, which documents are expected and how access and payments are coordinated under your agreement. Do not assume every transaction follows the same order. MLIT's consumer guidance presents an example transaction flow and says the actual process should be confirmed with the parties or intermediary.
Send your proposed checklist in advance. If a final walkthrough is possible, agree what you will check and how a discrepancy will be recorded. A short appointment is a poor time to discover that the person attending cannot answer an outstanding question.
Make a key and access inventory
List each door, gate, outbuilding and access device that is included. Record the number of keys received and any missing item, without putting access codes in a publicly shared file. Ask who may still hold a copy and what arrangements are needed for a manager or contractor.
For electronic locks or connected devices, ask for the authorized transfer or reset procedure and the relevant manual. Never assume that receiving a device also transfers its account. Plan any locksmith or specialist work separately with permission and a quote.
Record utilities without guessing their status
For electricity, water, gas and other relevant services, note the provider, account transition contact, planned start or stop date and any appointment required. If meter readings are relevant, agree who records them and when. Do not operate unfamiliar equipment merely to fill in the worksheet.
A photograph of a meter is not proof that billing, safety checks or service transfer are complete. Obtain the relevant provider's confirmation. Keep personal account details in a restricted record rather than the general viewing folder.
Copy the open-items table
- Item: exactly what remains unresolved.
- Evidence: document, agreed photograph or written explanation.
- Responsibility: person or organization expected to act, as agreed.
- Next action and target date.
- Confirmation needed before the item is closed.
In a fictional example, a buyer receives the main-door keys but not a shed key. The record says who will locate it and how the buyer will be updated. It does not silently mark all access complete or invent a remedy outside the agreement.
Leave with an organized home file
Group the signed transaction documents, available building records, equipment manuals and agreed contact details. Make an index that another authorized person could understand. Preserve originals and ask the relevant professional how important records should be retained.
If the house will stand empty, carry the unresolved items into your management plan. For earlier stages, use the purchase timeline. When you compare houses, include the practical question of who can help you take over and look after each address.
Source checked September 20, 2026. The worksheet and fictional example are editorial proposals; contractual responsibilities must be agreed for the actual transaction.