Move-Out

Click here to see the flow of the move-out process

1. Notification of Vacating Housing 

   • When you are vacating the housing, please email the form 04, "Notification of Vacating Housing" (宿舎明渡届)  form to the Asset Management Section by the end of the month prior to your move-out date.

2. Arrangement for Restoration Inspection Date

   • A representative from the contracted company will inspect the housing to determine the necessity of restoration to its original condition, with the tenant present. Please contact the contracted company in advance to arrange the inspection date.

   • If you require assistance making an appointment with the contracted company, please submit a request with the Tohoku University International Support Center: https://sup.bureau.tohoku.ac.jp/en/application-main-e/ 

   • Tohoku University has outsourced restoration inspection services to MELIFE EAST JAPAN Co., Ltd.
     TEL: 022-354-1307 (Japanese only)

3. Restoration of Alterations

   • If you have made any modifications or alterations at your own expense, you are required to restore them to their original condition upon moving out. Please inform the inspector during the inspection.

4. Details of Restoration

   • Restoration to original condition upon move-out primarily includes painting, repairs, or replacement due to damage or soiling of interior walls, floors, tatami mats, paper sliding doors (fusuma), and paper screens (shoji), that occurred during your tenancy, as well as repairs or replacement due to damage or destruction.

   • Please be aware that if there are any undisclosed damaged areas or hidden defects due to intentional acts or loss of items, you may be required to cover the cost of repairs even after you have moved out.

   • For further details, please make sure to read the attached table: "Scope of Original State Restoration" (宿舎退去時の原状回復等の範囲)

   • Please note that a flat-rate room cleaning fee is generally charged upon move-out. We appreciate your understanding in advance.

   • For repairs, please use materials of the same or similar color and pattern, with quality, grade, and construction methods equal to or better than the original, and, in principle, have the work carried out by a professional contractor.

   • Click here for a list of professional contractors' contact information. (Japanese only)

5. Settlement of Utilities and Communal Charge Fees

   • Please complete the procedures for canceling electricity, gas, water, sewage, and phone services, and ensure all fees are settled. Be sure to settle the Communal Charge fee with the person in charge.

   • If assistance is required to cancel utilities etc., submit a request with the Tohoku University International Support Center: https://sup.bureau.tohoku.ac.jp/en/application-main-e/

6. Important Notes Upon Moving Out

   • Please thoroughly clean the rooms and storage area, and completely dispose of any unnecessary items or garbage. Also, be sure to remove any of your belongings from common areas and bicycle parking.

   • If you installed any telephone sets or water heaters, please remove them yourself.

   • Remember to remove any locks you personally added to the communal mailbox and clean the inside of the mailbox.

   • Complete the transfer procedures at the city hall or ward office and arrange for mail forwarding to your new address with the post office.

   • Please leave behind any instruction manuals for equipment provided in the room, such as the bathtub heater or water heater.

   • During winter, there is a risk of water pipes and the bathtub heater freezing, so be sure to drain the water.

   • Close the main gas valve, main water valve or drain valve. Finally, confirm all fires are out and doors are locked, lower the electrical breaker, and lock the entrance door.

7. Key Return

   • You will be required to return the keys to the contracted company's representative during the restoration inspection. If even one key is lost, you will be responsible for the cost of lock and key replacement.

8. Other Procedures

   • Postponement of Vacancy: If you are required to vacate the housing but cannot do so within 20 days due to a valid reason, please email the form 05, "Application for Postponement of the Deadline of Vacating Housing" (宿舎明渡猶予申請書) form to the Asset Management Section at least 10 days before the reason for vacating occurs. If the reason is deemed appropriate, approval will be granted, specifying a new vacating date within a six-month period.

   • Reduction of Restitution Due: If you continue to use the housing beyond the postponement period and wish to apply for a reduction in the amount of restitution, please email the form 06, "Application for the Mitigation of Damages Payable in Relation to Housing" (宿舎損害賠償軽減申請書) form to the Asset Management Section at least one month before the postponement deadline. However, this is limited to cases where reduction is deemed unavoidable due to reasons such as transfer or reassignment.