2. Documents Required for Foreign Owners Selling Property in Japan

This post is a practical guide for foreign property owners selling property in Japan, explaining the main documents to prepare at the listing, contract, and closing stages, as well as the additional documents required for owners living overseas.

What Documents Are Required When Foreign Owners Sell Property in Japan?

When selling property in Japan, owners are required to prepare various documents throughout the selling process.

Preparing the necessary documents in advance helps the transaction proceed smoothly from listing and contract signing through to closing and property handover.

Depending on the owner’s place of residence, the type of property, and whether there is an outstanding mortgage, additional documents may also be required.

This article explains the main documents foreign property owners should prepare when selling property in Japan.

◼︎ Documents Required When Listing the Property for Sale

When appointing a real estate company to sell your property, the following documents are commonly required or helpful for confirming ownership, property details, and the seller’s identity.

Identification and Ownership Documents

·       Identification document (eg: passport or residence card)

·       Certificate of registered seal (inkan shomeisho) (where applicable)

·       Registration identification information or the original registered title deed

·       Certificate of registered matters for the property (tokibo-tohon)

Property-Related Documents

·       Fixed asset tax notice

·       Building drawings and floor plans

·       Condominium management rules, if the property is a condominium unit

·       Land survey map, if the property is land or a detached house

·       The sales contract and Important Matters Explanation document from the time of purchase

If There Is an Existing Mortgage

If the property is currently financed by a mortgage, a loan balance certificate may also be required to confirm the remaining loan amount and coordinate the discharge of the mortgage.

Items Required at the Sales Contract Stage

At the time of signing the sales contract, stamp duty is generally required for the real estate sales contract. The amount of stamp duty depends on the contract price.

The seller should also ensure that all information needed for the contract, including registered ownership details and property information, has been properly confirmed in advance.

◼︎ Documents Required at Closing and Property Handover

After the sales contract has been signed, additional documents will be required for closing and handover. These documents are used for identity verification, registration procedures, payment confirmation, and delivery of the property to the buyer.

Identification and Registration Documents

·       Identification document

·       Certificate of residence; for overseas residents, an affidavit or equivalent notarized document may be required

·       Certificate of registered seal and registered seal, where applicable

·       Registration identification information or registered title deed

Property-Related Documents

·       Fixed asset tax notice

·       Keys to the property

·       Land survey map

·       Building confirmation certificate and inspection certificate, where applicable

·       Condominium management rules

·       Building drawings

·       Property condition report

·       Equipment list

Bank-Related Documents

·       Bankbook or bank account details

·       Bank account information for receiving the sale proceeds

·       Bank seal, where required by the financial institution

If There Is an Outstanding Mortgage

If a mortgage remains on the property, documents for discharging the mortgage will be required. These are usually issued by the financial institution and coordinated together with the judicial scrivener handling the ownership transfer registration.

Additional Documents That May Be Required Depending on the seller’s personal circumstances, additional documents may be necessary. Examples include:

·       Notification or evidence of address change

·       Certificate of foreign resident registration records, where relevant

·       Removed residence record or similar document, where applicable

The required documents vary depending on the owner’s situation and the type of property. It is therefore important to confirm the specific requirements with your real estate company at an early stage.

For Owners Living Overseas

If you live outside Japan, the required documents may differ from those needed by sellers residing in Japan.

Common examples include:

·       A notarized affidavit or equivalent document confirming identity, address, and signature

·       Original contract or closing documents sent by international mail

·       Additional documents requested by the judicial scrivener, financial institution, or buyer’s side

Because obtaining, notarizing, and sending documents from overseas can take time, it is advisable to begin preparation as soon as you start considering a sale.

Early Preparation Helps Avoid Delays

In a Japanese real estate transaction, the progress of the sale can be affected by whether the required documents are ready on time.

This is especially important for overseas residents, as document preparation, notarization, and international mailing may take longer than in a standard domestic transaction.

If you are unsure which documents apply to your situation, working closely with a real estate company can help you proceed with confidence and avoid unnecessary delays.

Summary

When foreign owners sell property in Japan, the documents required at the listing stage are not always the same as those required at closing and property handover.

Additional documents may also be necessary depending on whether the owner lives overseas, whether there is an outstanding mortgage, and the type of property being sold.

Confirming the required documents early and preparing them with sufficient time is an important first step toward a smooth property sale in Japan.

Dana Estate Supports Foreign Property Owners with Document Preparation

At Dana Estate, we assist foreign property owners by confirming the documents required for each individual situation and guiding them through the selling process step by step.

Our bilingual team provides support in both English and Japanese, from the initial document check and property valuation to contract preparation, closing, and property handover. If you are considering selling property in Japan, please feel free to contact Dana Estate for professional advice and personalized support.