Leave Your Minpaku Management to the Experts
Free Online ConsultationGetting a clear grasp of exactly which documents you need for your Minpaku Law (Private Lodging Business Act) registration is the crucial first step toward a smooth launch. If your paperwork is incomplete or contains errors, you could end up making repeated trips to the government office before it’s accepted—and in many cases, this pushes back your opening date significantly.
In this article, we’ll break down the documents required for Minpaku Law registration by category, and walk you through the common pitfalls and pointers to keep in mind when dealing with local government offices. Our goal is to give you practical, hands-on information so you can reach approval by the shortest route possible.
Keep in mind that the specific office you register with, and the exact format of supporting documents, can vary by municipality. Use this article to understand the big picture, but always confirm the latest requirements directly with your prefectural or designated city office.
The Big Picture: Required Documents and the Basic Registration Flow Under the Minpaku Law
Registration under the Private Lodging Business Act is generally completed online through the national “Private Lodging Business Notification System” (the Minpaku management system). That said, some municipalities still accept paper-based submissions, so it’s worth checking with your local office beforehand. Once your registration is accepted, you’ll be issued a “registration number.” Only after entering this number into your booking platforms can you legally start accepting guests.
The required documents fall broadly into three categories: documents concerning the applicant themselves, documents concerning the property, and documents concerning equipment and safety. The exact documents required differ depending on whether you’re applying as an individual or a company, and also vary depending on the type of property (condominium unit, detached house, etc.). The overall flow goes: gathering documents → entering information into the system → office acceptance → issuance of your registration number. As a general guideline, expect the process from acceptance to number issuance to take roughly 2–4 weeks in a typical case.
Documents Required Concerning the Applicant
Certificate of Residence (For Individuals)
If you’re registering as an individual, you’ll need your own certificate of residence (juminhyo), issued within the past three months. There’s no need to include your My Number on this document—it’s standard practice to request the version without your My Number when applying. You can obtain this certificate at your local municipal office or via multi-function copiers at convenience stores (a My Number card is required for the latter).
Even if your registered address differs from the property’s location, you should submit the certificate of residence showing your own current address. Since this may be cross-checked against the property address, be sure to double-check that your current address is listed correctly with no errors.
Certificate of Registered Matters (For Companies)
If you’re registering as a corporation, you’ll need a certificate of registered matters (a full transcript of historical matters) issued by the Legal Affairs Bureau. This, too, must be dated within the past three months. Since the representative director must also be confirmed as not falling under any disqualifying conditions, a certificate of residence for the representative is sometimes required as well.
Some municipalities also request a copy of the company’s articles of incorporation. To avoid making unnecessary trips, it’s worth asking your local office in advance for a full checklist of documents required for corporate registrations.
Sworn Statement of Non-Disqualification
Under the Private Lodging Business Act, applicants must confirm they don’t fall under certain disqualifying conditions (such as having declared bankruptcy or having been penalized for violating the Act within the past five years). To certify this, you’ll need to submit a sworn statement. The template can be downloaded from the national Minpaku management system or obtained from your prefectural office.
For corporations, sworn statements may be required not just from the representative director but from every officer of the company. If your company has many officers, gathering these documents will take extra time, so it’s best to start early.
Documents Required Concerning the Property
Certificate of Registered Matters for the Property (Real Estate Registry Transcript)
You’ll need a certificate of registered matters for the property you’re registering. This confirms that the property is classified as “residential” and that you, as the applicant, either own it or hold a legitimate right to use it. You can obtain this from the Legal Affairs Bureau counter or online (through the Registration and Deposit Online Application System), and the fee typically runs around 600–1,000 yen per copy.
If you don’t own the property outright and are instead leasing it, you’ll need an additional “proof of right to use” document alongside this one. We’ll cover this in detail in the next section.
For Rental Properties: Landlord’s Consent Form or Lease Agreement
If you’re running a Minpaku business out of a rented property, you’ll need documentation proving that the property owner (landlord) has consented to subletting for Minpaku use. Specifically, you should submit either a “landlord’s consent form” or a copy of a lease agreement that explicitly permits Minpaku use. Verbal consent isn’t sufficient—written consent is required.
Negotiating this consent with landlords can often be difficult, and this frequently becomes the single biggest obstacle to completing your registration. Since few landlords have a ready-made lease agreement tailored for Minpaku use, it may be worth hiring a licensed administrative scrivener (gyoseishoshi) or other specialist to help draft the necessary documents.
For Condominiums: Copy of the Building’s Management Bylaws
If you’re registering a unit within a condominium building, you’ll need a copy of the building’s management bylaws (kanri kiyaku). If the bylaws contain a clause prohibiting Minpaku operations, you won’t be able to register at all—so be absolutely sure to check this in advance. Once you’ve confirmed there’s no such prohibition, attach a copy of the bylaws to your application.
Some municipalities also require a “certificate confirming that Minpaku operation is not prohibited,” issued by the building’s management association. Since it can take several weeks to hear back from a management association, reach out to them as early as possible. Note that how a lack of explicit language in the bylaws is treated can vary by municipality, so it’s best to confirm directly with your local office.
Documents Required Concerning Equipment and Safety
Floor Plan (Showing Room Use and Floor Area)
You’ll need a floor plan of the property you’re registering. This must clearly indicate the intended use of each room (bedroom, living room, etc.) as well as its floor area. Since the Private Lodging Business Act requires a minimum of 3.3 square meters of floor space per guest, it’s essential that the floor area of any rooms used for lodging is clearly stated.
You can create this using off-the-shelf floor plan software or even by hand, but be precise about the scale and area measurements. If you don’t have the original architectural drawings on hand, you’ll need to measure the property yourself and create a floor plan from scratch.
Documentation Confirming Installation of Emergency Lighting, Smoke Detectors, etc.
The Private Lodging Business Act requires the installation of safety equipment such as emergency lighting, smoke detectors, and fire extinguishers. When registering, you’ll need to submit documentation (an installation confirmation form or photos) showing that this equipment has been properly installed. Be sure to note the location and quantity of fire extinguishers, as well as confirm that smoke detectors are installed in each room and hallway.
Existing residential smoke detectors sometimes don’t meet the required standard. Before submitting your registration, check with your local fire department or government office about the equipment standards required for private lodging businesses, and if anything is missing, complete the necessary installation work first—this will make your registration process go much more smoothly. Installation costs vary depending on the equipment, but as a rough guide, expect to pay anywhere from a few thousand yen to around 10,000 yen per smoke detector.
Area Map / Location Map
Some municipalities also require a map or location diagram showing where the property is situated. In many cases, a printed Google Maps image will suffice, but if a specific format is required, be sure to follow it. Ideally, the map should show the scale clearly enough to indicate access from the nearest train station or main roads.
This document is relatively easy to prepare, but it’s also one that people often forget to include. We recommend creating a checklist and making it a habit to confirm all documents are accounted for before submission.
Key Tips for Dealing with Government Offices and Ensuring a Smooth Registration Process
Understand in Advance That You May Need to Visit Multiple Offices
The main office for Minpaku Law registration is the relevant department of your prefecture (or designated/core city), but if the municipality where your property is located has enacted its own ordinance, you may need to submit a separate notification or consult with that municipal office as well. For example, some municipalities have their own restrictions written into local ordinances—such as allowing Minpaku operation only on weekends within residential-only zoning areas—so it’s important to check with both your prefectural office and your local municipal department.
Additionally, confirming fire safety equipment falls under the jurisdiction of the fire department, while confirming the building’s designated use falls under the building administration division—meaning you may need to deal with several different government offices in total. It’s worth organizing a complete list of all the relevant offices related to launching your Minpaku business in advance, so you can move through the process efficiently.
Common Reasons Applications Get Sent Back Due to Document Errors
The most common reasons applications get sent back at government offices are: (1) the certificate of residence or registered matters was issued more than three months ago; (2) the sworn statement is missing a signature or seal; (3) the floor plan doesn’t include the floor area; and (4) the applicant submitted a registration despite the condominium’s management bylaws prohibiting Minpaku use.
Once your application is sent back, you’ll need to start over by reacquiring documents, which typically causes a delay of at least one to two weeks. Some municipalities offer a pre-check consultation before formal submission, so be sure to take advantage of this if it’s available. In many cases, you can even get this preliminary check done over the phone or by email, cutting down on the number of times you need to visit the office in person.
Don’t Overlook Additional Restrictions Set by Local Ordinances
While the Minpaku Law sets out uniform rules nationwide, individual municipalities are permitted to impose additional restrictions through local ordinances. The maximum of 180 operating days per year is simply a national ceiling—some municipalities’ ordinances allow for even fewer days in certain areas. Others prohibit Minpaku operations entirely within specific zoning districts.
This kind of ordinance information can usually be found on a municipality’s website or by visiting the office in person, but since this information isn’t always kept up to date, contacting the office directly is the most reliable approach. Checking the relevant ordinances before purchasing a property can help you avoid the risk of investing in a property where you ultimately can’t operate a Minpaku business.
Additional Documents Required When Outsourcing to a Licensed Property Management Business
If the applicant doesn’t reside at the property and will be absent during guests’ stays, they’re required by law to outsource management to a “residential lodging management business” registered with the Minister of Land, Infrastructure, Transport and Tourism. In this case, you’ll need to include a copy of the management contract and the management company’s registration number along with your registration documents.
You can verify a management company’s registration number using the registration list published by the Ministry of Land, Infrastructure, Transport and Tourism. Be sure to confirm that your chosen management company is properly registered and to finalize your contract with them before submitting your registration. Whether or not outsourced management is required depends on how the property will be used, so if you’re unsure, we recommend consulting with your local office or a specialist.
For Minpaku Law Registration and Management Support, Turn to Stay Buddy
Registering under the Minpaku Law involves a wide range of documents, plus additional compliance with municipality-specific ordinances—making it a far more time-consuming process than most first-timers expect. At Stay Buddy Co., Ltd., we provide comprehensive support for launching your Minpaku business, from organizing the required documents to helping you navigate interactions with government offices.
Whether you’re unsure which documents you need, don’t know how to go about checking a condominium’s management bylaws, or are worried about how far local ordinance restrictions might apply, our experienced staff will work with you one-on-one to address your concerns. We can also handle your full post-launch operations—including marketing, cleaning, and guest support—as an all-in-one service.
Your first consultation with us is completely free. Just let us know your property’s location, type, and current situation, and we’ll walk you through exactly which documents you’ll need and what steps to take. If you’re aiming to complete your registration and open for business as quickly as possible, don’t hesitate to reach out to Stay Buddy.
