A Guide to Renting in Japan for Foreigners: 5 Points to Avoid Mistakes When Duplicating Your Keys

1. Unauthorized duplication of keys is prohibited in rental housing in Japan.
2. The correct procedure for creating a duplicate key
3. What to do if you lose your keys and how to prevent it from happening again
4. Average cost of making duplicate keys and pricing by key type
5. Unauthorized copying can lead to serious problems.

In Japan, it is prohibited to make duplicate keys for rental properties without permission from the landlord or property management company.

Keys are part of the building's facilities and are generally treated as "loaned items" under the contract. In other words, tenants should understand that they are "holding" the keys rather than "owning" them.

Reasons why unauthorized copying is wrong

• Because it would be a breach of contract
• Because it increases security risks (it becomes impossible to keep track of who has how many).

If a key that has been duplicated without permission is lost and misused for unauthorized use or intrusion, the tenant may be sued for damages not only for breach of contract but also for breach of their duty of care.

What is prohibited is creating a key "without permission"; it is possible to make a duplicate key if you obtain permission.

Steps for creating a duplicate key

1. Review the contract: Check the clauses regarding keys.
2. Contact the management company or landlord and explain the reason for wanting a duplicate key (e.g., for family members, caregivers, etc.).
3. Created after permission is granted:
   • Serrated keys (common keys) → Can be made at locksmiths or hardware stores.
   • Dimple key/card key → Requires ordering from the manufacturer via the management company.

Cases where permission to make a duplicate key is likely to be granted

• For family members living together (if permitted by the contract)
• In cases of necessary daily living, such as regular use of caregiving or cleaning services.
• Emergency contact information for relatives (for disaster and illness preparation)

In any case, you will be required to contact them in advance and explain the reason for making a duplicate key.

Points to note when making a duplicate key

When obtaining permission to make a duplicate key, please note the following:

• Make duplicates from the master key: Making duplicates from duplicate keys can result in lower accuracy, making it difficult to open the lock, and potentially damaging the inside of the lock cylinder. Always make duplicate keys from the master key you received when you signed your lease agreement.
• Keep the number of duplicate keys you create to a minimum: Making too many keys makes management difficult and increases the risk of problems. Make only the bare minimum necessary.
• You must also return any duplicate keys you made when you move out: You must return any duplicate keys you made when you move out (more details will be provided later).

If you lose your keys, including spare keys, please follow these steps.

1. Report it to the police: First, go to your nearest police box or police station and file a lost property report. This way, you will be contacted if your keys are found.
2. Contact the management company/landlord: Contact them immediately after reporting to the police and inform them that you have lost your keys. Be sure to explain in detail when, where, and how you lost them.
3. Cylinder replacement procedure: If you lose your key, it's common practice to replace the entire cylinder for security reasons. The management company or landlord will arrange this. This replacement cost is usually borne by the tenant.

To prevent this from happening again, take precautions such as deciding on a place to store your keys or attaching them to a keychain.

The cost of creating a duplicate key varies depending on the type of key.

The costs are only estimates. The price of card keys/electronic keys, in particular, varies greatly depending on the type.

Making a duplicate key without permission can lead to the following problems:

• When returning keys upon moving out, the number of keys did not match, and I was questioned about it.
• Lost spare keys can be misused, leading to security incidents.
• You will be sued for repair costs and damages due to breach of contract.

If you have a valid reason, there's no reason why you shouldn't make duplicate keys. Just be sure to get permission first and only make the minimum number of keys necessary.

Finally, we have compiled a list of frequently asked questions regarding key duplication.

Q1. Do I have to return any duplicate keys I made myself when I move out?

A: Yes, in principle, you must return it.

The reasons are as follows:

1. Contractual obligations: Many rental agreements stipulate that tenants must return the keys to the landlord upon vacating the property. This includes not only the original keys but also any duplicate keys you have made yourself.
2. Ensuring security: Keeping a spare key poses a risk of the previous tenant gaining unauthorized access to the room. Returning the spare key is important to protect the safety of the next tenant and the landlord.
3. Legal perspective: A spare key may be considered the property of the lender. Illegally storing or using it could lead to charges of trespassing or property damage.

Q2. If more people move in, will I get an extra key?

A: First, please consult with the management company or landlord. Usually, they will issue you an additional key, but there may be a fee. Also, in Japan, you must report any increase in the number of people living in your apartment, even if they are family members or your partner.

Q3. Can dimple keys be made at a local locksmith?

A: General locksmiths may not be able to duplicate dimple keys. In that case, you should contact a specialized locksmith or a locksmith that works with the manufacturer.

Q4. Will the key deposit be returned?

A: You will usually get your keys back if you return all the keys specified in the contract. However, if you lose or damage any keys, you may be charged for replacement costs.

• In Japan, unauthorized duplication of keys is prohibited in rental properties.
• If you need to make a duplicate key, you must obtain permission from the management company or landlord.
• In case of loss, the basic procedure is to report it to the police, contact the management company, and have the cylinder replaced.
• The cost of creating a duplicate key varies greatly depending on the type of key.
• Unauthorized copying is a breach of contract and poses security risks.

To live in peace and security, please follow the rules and manage your keys correctly.