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Property Visits & Check-ins
MailMate can visit your property on your behalf to check that everything is in order, report on the condition of the property, verify that utilities are running correctly, and handle any issues that arise. This service is particularly useful for owners who live overseas or cannot easily travel to their property.
What We Check During a Visit
A standard property visit typically covers the following:
Utilities
- Gas: confirm the service is active and running (note: hot water is often heated by gas in Japanese properties)
- Electricity: check that power is on and circuits are functioning
- Water: confirm water supply is running
- Internet: verify that the connection is active; if not, identify the cause and arrange a fix
Appliances and Fixtures
- Gas stove: check that it ignites and is functional; battery replacement (typically an LR14(H) / 1.5V cell) may be needed if the ignition is unresponsive; the gas valve underneath should be open for the stove to operate
- Hot water: the hot water temperature dial (usually a wall panel) may need to be turned on manually on first use; the heating also needs to be enabled for hot water to flow
- Air conditioning: test that units turn on and are operational
- Plumbing: check for leaks or water pressure issues; if a plumber visit is required, we coordinate this and ensure the area is clean and dried afterwards
Building Access
- Confirm key access to the unit and common areas
- Note building management office hours (Japanese apartment buildings typically have an on-site management office, often staffed 9:30–17:30 with certain days off — check the reception sign for the current schedule)
- Leave keys in a designated secure location (e.g., building mailbox) and notify the management company
What We Report Back
After each visit, we send you a written update covering the status of each utility and appliance, any issues found, photos of the property and any items of note, and a list of recommended next steps. If minor supplies are needed (such as a replacement battery for a gas stove), we can source and install these either on the same visit or a follow-up trip.
Building Management Company Coordination
When you purchase a property in Japan, the building's management company (管理会社) may not automatically be informed of the change in ownership. This can cause issues with monthly management fee billing and communication. During a property visit, we can:
- Identify the management company from the building's Statement of Important Matters or on-site signage
- Contact them on your behalf in Japanese to confirm the ownership transfer
- Assist with printing and submitting ownership transfer forms to the management company
- Request that monthly management fee bills be sent to MailMate so we can process payment automatically on your behalf
This ensures your billing is set up correctly from the first payment cycle and avoids any gaps in communication with the building management.
Internet Issues After Move-In
It is common for new property owners to discover internet access problems upon moving in — particularly if the line was disconnected by a previous tenant or if the line type requires re-registration with the provider. Common situations we handle:
- Line disconnected by previous tenant: We contact the provider (e.g., NTT) and arrange for a contractor visit to reset or reconnect the line. We coordinate access and timing so you do not need to be present.
- Router not configured: If internet hardware is installed but not connecting, the router may need to be configured with your ISP credentials. We can guide you through this remotely or handle it during a visit.
- Temporary WiFi: While a fix is being arranged, we can leave a pocket WiFi device at the property so you have connectivity when you arrive.
Scheduling a Visit
Please contact us to arrange a property visit. We will coordinate timing with you and, where necessary, notify the building management company in advance. For properties where reception or access is staffed only on certain days, we will confirm availability before scheduling.
Documentation is updated from time to time — please confirm with MailMate personnel in all cases. Documentation may be out of date, lack details, or have mistakes.