ManyPillows Documents

  • 1. Inquiry

    Submit a Room Reservation Form and tell us a bit about yourself, your preferred move-in date, and the room you’re interested in.

    We’ll get back to you with availability and the next steps.

    2. Room Information

    We’ll share photos, videos, details, and what it’s like to live here.

    You can also visit the house in person (by appointment only).

    To respect our residents' privacy and our operational schedule, live on site video tours are arranged on a case-by-case basis. We encourage you to explore our virtual gallery first, and if you have any remaining questions or need further clarification, please feel free to contact us.

    We will send you the quotation after confirming your preferred room.

    3. Pre-Move-in Call (if needed)

    In some cases, we may request a short call to get to know you better and answer any questions about shared living at ManyPillows. You are also welcome to request a call if you would like to learn more about the house, the rooms, or life in the community before moving in.

    4. Identification Documents Submission

    If you decide to move in, we will request identification documents from you for pre-screening purposes.

    5. Approval

    If everything looks like a good fit, we’ll give you a provisional approval and provide payment instructions.

    6. Deposit

    Pay a deposit of ¥30,000 within 72 hours to secure your room. If your move-in date is approaching soon, we may allow you to pay the deposit together with the initial payment on your move-in day.

    7. Move-in Confirmation

    Before your move-in:

    • Receive and review our Guidelines and House rules

    • Confirm your arrival date & time

    • Complete the initial payment (Payment can also be made on the day of contract signing [move-in day]).

    • Once you arrive in Japan, complete the Tenant Registration Form

    8. Move-in Day

    Welcome home!

    • Sign the contract

    • Complete the initial payment (if not yet done)

    • Complete the Tenant Registration Form (if not yet done)

    • Get your key

    • Quick house orientation

    • Settle into your new space

  • These GUIDELINES AND HOUSERULES form an integral part of the Fixed-Term Building Lease Agreement. Any violation may result in financial penalties or immediate termination of the contract.

    1. Payment Terms

    Initial Fees

    • Contract Processing Fee: JPY 10,000 (Fixed/Non-refundable).

    • Short-Term Contract Fee (Stay < 90 days): An additional JPY 10,000 applies. This fee is due upon the initial payment; otherwise, it will be charged/deducted during the final settlement.

    • Security Deposit: JPY 30,000

    Initial Payment

    • Full Payment is required before or on the day of contract signing / move-in day.

    First Month Rent

    • Moving in before 20th of the month: Pay prorated rent & utilities for the current month.

    • Moving in on or after 20th of the month: Pay prorated rent & utilities together with next month's payment.

    Monthly Payment

    • Payment Due: 25th of each month for the following month’s rent and utilities.

    Payment Methods 

    • Primary Method: Bank transfer.

    • Cash Payments: Generally accepted only for the initial move-in payment and the final prorated month's settlement.

    • Alternative Methods: For credit/debit card, Stripe, PayPal, or Wise, please contact us for details.

    • Fees: Tenants are responsible for all associated transfer fees.

    2. Other Fees

    • Key Lost: JPY 10,000 replacement fee per item.

    • Room Change: JPY 10,000 room change fee applies, subject to availability. This process requires the execution of a new lease agreement.

    • Move-out Cleaning: JPY 10,000 will be deducted from your security deposit upon move-out for cleaning purposes. 

    3. Contract, Re-contract & Termination

    • No Automatic Renewal: The contract expires at the end of the term.

    • Re-contract: A 15-day notice is required before the contract end date. Failure to notice will result in a recontracting fee.
      **Please note that we begin recruiting new tenants immediately, based on the contract expiration date. Therefore, room availability cannot be guaranteed. If you intend to extend your stay, we strongly recommend that you notify us as early as possible to secure your room.**

    • Termination: A 30-day advance notice is required before the intended move-out date. Early termination is not permitted for one-month contracts.

    4. Extended Absence

    • For safety reasons, if you plan to be away from the house for more than 30 consecutive days, please notify us in advance.

    5. Move-Out

    Move-Out Flexibility

    • Subject to availability, the move-out date may be adjusted up to 3 days before or after the contract end date without revising the lease agreement. Prorated rent will be calculated during the final settlement.

    Move-Out Inspection 

    • If your move-out date and time do not align with our schedule, the move-out inspection and deposit refund process may be conducted either before or after your departure. We may need to enter your room while it is still occupied. On your move-out date, simply leave your key on the desk and depart.

    Deposit Refund

    • Refund Calculation: Security Deposit (¥30,000) - Cleaning Fee (¥10,000) - Other Costs (if any)

    • Possible Additional Deductions:

      • Unpaid rent / utilities

      • Short-term contract fee (if applicable)

      • Penalty fees

      • Damage beyond normal wear and tear

      • Missing items / keys / fixtures

      • Extra cleaning / repair costs

      • Unwanted items left behind (private room & common areas)

      • Charges for extended stay

    • Security deposit refund will be issued via cash or domestic bank transfer only. Tenants are responsible for all associated transfer fees. Most refunds are processed immediately, some cases require special handling and may take up to 90 days. 

    • Note: If total costs exceed the deposit, the Tenant must pay the difference.

    6. Management 

    • Weekly Cleaning: Shared spaces will be cleaned 1–2 times per week.

    • Management Patrol: Inspections will be conducted 1–2 times every 2 weeks.

    • Big Cleaning days: 1-2 times a year. All tenants are expected to participate. 

    7. Guests 

    Day Visit

    • Guests and visitors are allowed at the Property between 09:00 – 23:00 only.

    • For security and privacy reasons, please inform your housemates beforehand in the group chat  if you plan to have guests. 

    • Try not to let guests ring the doorbell. Please coordinate and meet your visitors at the entrance. Relying on housemates to answer causes disturbances and risks letting strangers inside. 

    Overnight Stay

    • Overnight stays are generally allowed, however, you must contact us in advance for approval. Same-day requests are possible; however, an extra mattress futon may not be available.

    • Fee: JPY 1,000 / night / person (utilities and extra mattress futon included). Added to the Tenant's monthly utilities.

    • Limit: Maximum of 5 nights per month.

    • Vacant Rooms: Guests may stay in a vacant room (if available) for an additional fee.   Please contact us for details.

    • Guests are your sole responsibility. They must follow all house rules at all times.

    8. Co-Living Rules

    Group Chat

    • To ensure smooth management and a harmonious community, you are required to join the group chat. 

    Key and Password

    • Access Codes & Security: The Tenant is strictly prohibited from sharing any access codes, passwords, or keys with non-residents. 

    • Front door access codes shall be changed regularly for safety and security purposes, Tenants will be notified of any updates in advance.

    Quiet Hours

    • Quiet Hours: 23:00 – 09:00

    • Please keep noise levels low, including noise from conversations, TV, music, phone calls, and avoid loud gatherings during these hours.

    • The use of washing machines and vacuum cleaners is strictly prohibited. 

    • Smaller noisy appliances such as hair dryers may be used but please be considerate.

    Privacy

    • Please be considerate and respect others' privacy at all times.

    • Avoid any behavior that may cause excessive noise, disturbance or inconvenience to others. 

    • Entering other tenants' rooms without prior permission is strictly prohibited.

    Equality 

    • When moving in with friends, or when there are multiple tenants from the same country, please avoid forming exclusive groups or monopolizing common areas with only your friends or people of the same nationality. 

    • Try to interact with all tenants equally.

    Shared Items 

    • Please do not take items from the common areas into your private room or elsewhere, as they are for everyone’s use.
      Brief usage is acceptable, but please return the item immediately afterward. For example, If you prefer to keep a mug at your desk at all times, or would like a glass for your toothbrush, please purchase your own. 

    • Do not use shared kitchenware to store food for extended periods. Please purchase your own food containers if needed. 

    • Shared cleaning tools, such as the vacuum cleaner, should be returned immediately after use. 

    Personal Belongings 

    • Do not use others' belongings without permission. 

    • All items left outside your designated personal boxes shall be labeled to avoid confusion, especially in the kitchen, pantry, fridge, shower rooms, and laundry area. 

    • Always keep personal items within your designated personal boxes and private room. 

    Unwanted Items

    • Do not leave unwanted items in the common areas. Unlabeled items left in common area for an extended period will be treated as unwanted and subject to disposal.

    • Consumables: such as unopened food, kitchen towel, plastic wrap, and detergent may be placed in the designated share boxes or labeled “SHARE” for everyone to use. Please note that these items are cleared out regularly without prior notice. 

    • Permanent Items: If you wish to donate non-consumable items, please find a new owner directly or contact us.

    • Ultimately, you are responsible for removing every item you bring into the house. Any disposal costs incurred will be charged to you. 

    Suitcases 

    • Please be extra careful when moving suitcases or heavy luggage inside the house, as it can easily cause damage to the house. 

    Delivery

    • Please avoid scheduling deliveries too early in the morning or too late at night, as doorbells may disturb other tenants. If possible, please consider using contactless delivery 

    • Please ensure you are available to receive your own packages and do not rely on your housemates. 

    • For security reasons, if you are not available for the delivery and need help, please inform your housemates in the group chat beforehand. 

     Living Room 

    • Keep the TV volume at a comfortable level. 

    • Avoid occupying shared living areas for extended periods.

    Kitchen & Dining

    • Do not leave dirty dishes in the sink or food sitting out.

    • Clean all equipment, counters, tables, and the sink immediately after use.

    • Clear your washed dishes from the drying rack promptly once they are dry. 

    • Always return items to their original places. Do not leave your ingredients or food on the kitchen counter for an extended period. Keep the space clean and ready for the next person. 

    Fridge & Pantry

    • Dispose of expired items promptly. Keep the fridge clean and organized, remove unnecessary packaging to maximize available space. 

    • Unlabeled items in the fridge and pantry that have expired are subject to disposal without prior notice. 

    Trash

    • You must separate trash strictly according to Kyoto City regulations.

    • All plastic containers must be rinsed clean and free of food residue before disposal 

    • Remove caps and labels from PET bottles. Discard them as plastic waste. 

    • Cardboard can be disposed of separately to the dumpster. All cardboard must be flattened and tied together securely with rope. 

    • Take out the trash to the dumpster outside and replace the trash bag immediately when you see that it is full.

    Shower Rooms & Toilets

    • No time restrictions for using the shower rooms. However, if possible, please avoid showering too late at night to minimize noise during quiet hours. 

    • Please keep shared lavatories clean after use.

    • Be mindful of your time inside, especially during busy peak hours.

    • Besides your designated personal boxes, shelves in the shower rooms are shared. Do not use them to store personal belongings. 

    • Please flush used toilet paper down the toilet. The sanitary bin is for sanitary products only. 

    Laundry

    • Avoid using both washing machines at the same time.

    • Washing machines can only be used between 09:00 – 23:00. All cycles must be completed before quiet hours begin.

    • Terrace drying racks are shared; remove dry clothes promptly. 

    • The hangers provided in your private rooms are for indoor use only.

    Shoe Rack

    • Shoe racks are shared. Please limit your shoes to a maximum of 6 pairs.

    • Please keep empty shoe boxes and shoe bags in your private room. 

    • Shoe-related items and bicycle/motorcycle accessories, such as shoe spray and helmets, may also be stored on the shoe rack. Please place these items on the upper shelves and leave the lower shelves for other residents' shoes. 

    Parking

    • Bicycle / Motorcycle: 1 slot permitted per person.

    • Car Parking: car parking is prohibited.

    Furniture

    • Do not rearrange the furniture layout without prior permission. 

    • Additional furniture may be placed in private rooms; however, all furniture must be removed upon move-out without causing any damage to the room.

    Electricity

    • Eco: Always turn off the lights, AC, and TV when leaving a room or when not in use.

    • Safety: Avoid leaving electrical devices, especially power banks, charging unattended. 

    Smoking 

    • Smoking and vaping (including e-cigarettes) are strictly prohibited anywhere inside or outside the property.

    Musical Instruments 

    • Musical instruments may only be used with headphones.

    Pets

    • Animals are not allowed on the property.