Cancellation Request

Step1

Fill In Forms
Step2

Confirmation
Step3

Submission

You can cancel your contract by filling in and submitting this form.

※After submitting this cancellation request, you should receive in the mail a printed confirmation notice from our staff. However, in some cases you may also receive a phone call from one of our offices asking for further confirmation of your identity and/or move-out date, so please be prepared to answer the phone. Additionally, if our offices are closed due to a holiday such as Golden Week, Obon, or New Year’s, we may not be able to respond to your request until the next business day.

※The timing of your cancellation may be affected by the terms of your contract, so the cancellation date you provide below may be subject to change. We will send you a confirmation notice in the mail with your final cancellation date.

※If you are a foreign student (APU, Beppu University, etc.), you must have a room inspection with one of our staff members to check your room for damages. Please make sure to schedule this appointment with our staff in advance. You will be asked for your seal (inkan) when you return your keys, so please make sure to have it with you.

Property Information for Your Cancellation(Move Out)

Closest Office REQ
Property Name
Property Address REQ
Room Number REQ
Parking Space

Cancellation Date

Cancellation Date REQ	※We will record the date this request is sent as your submission date. ※As per our contract terms, cancellations must be 30 days in advance. ※After you return your key, if Betsudai Kohsan has to attend appointments with your Internet provider to remove any wiring or Internet you had installed, there will be a representation fee of ¥5,000.
Move-Out Reason	Please kindly let us know your reason for moving out. Office Transfer Graduation Marriage Returning Home Changing Careers Loss of Employment Relocation Purchasing A Home Other

REQ

※We will record the date this request is sent as your submission date.

※As per our contract terms, cancellations must be 30 days in advance.

※After you return your key, if Betsudai Kohsan has to attend
appointments with your Internet provider to remove any wiring or
Internet you had installed, there will be a representation fee of ¥5,000.

Move-Out Reason

Please kindly let us know your reason for moving out.

Office Transfer
Graduation
Marriage
Returning Home
Changing Careers
Loss of Employment
Relocation
Purchasing A Home
Other

Contractor Information

Contractor Name REQ		※Please enter your contractor’s name exactly as it appears on the contract. If submitted under someone else’s name (i.e., a roommate’s), then we will require you to resubmit this cancellation request.
Contact Info	Phone Number REQ	※Please enter a phone number that you can easily answer.
	Email Address REQ	※Please change your email and spam filter settings to make sure that automated emails can reach you from our server (automail@betsudaikohsan.co.jp).
	Email Address (Confirmation) REQ	※Please make sure your email is correctly entered.
Next Mailing Address (After Moving)	Post Code	※Please write an address where you can easily receive postage and letters, such as your next residence or your parents' home. If you are still uncertain, you can also leave this blank and tell our employees directly when you return your keys.
	Street Address
	Building/Room #
Refund Account (Deposits, excess rent, and other funds) Note: You must write the account holder’s name exactly as it appears on the bank book for the account (including any misspellings or incorrect Katakana!).	Refund account designation REQ	Write-in my bank account information Return funds to my automatic withdrawals bank account ※If you privately signed up for automatic remittances by directly at your bank, please write-in your preferred bank account information by selecting the option above.
Institution Name REQ	Bank Branch
Account Number REQ	Savings (普通) Checking (当座)
Account Holder Name REQ
Account Holder Name (Katakana) REQ
Notes

Notices

[Regarding returning the keys and vacating the room]

At the absolute latest your keys must be returned to us by the end of business hours on your move-out date. Our customer service department’s staff will inspect your property’s interior and contact you.

Important Points ※Please read the following very carefully!

[Contract Cancellation Date]

In accordance with the terms and conditions of our rent contracts, we require that contract cancellation requests be submitted at least thirty (30) days in advance.

[Moving Out (Vacating the Property)]

The property is officially considered vacated when you have removed all of your belongings, finished all move-out procedures, and finished returning the keys to our staff. Furthermore, you will not be allowed to continue residing at the property once you have returned the keys, even if your cancellation date has yet to pass.
Please return the keys by your cancellation date at the absolute latest. If we have not received your keys by the end of business hours on your cancellation date, we will charge you for delay damages calculated at 1.5 times your contract’s per-day rent rate for every day that we do not receive your keys, beginning with the day after your cancellation date. Furthermore, your ownership of any items left at the property following your return of the keys in considered forfeit, and any costs we incur in removing these items will be charged to you. Cardboard boxes, electrical appliances, and other items commonly discarded during move-out will not be taken away by the usual garbage collection, so please contact your local city hall for disposal instructions.
Please make sure to clean the property interior thoroughly before vacating the premises. Depending on the condition of the room, you may be charged additionally for cleaning. Please make certain to securely lock your door(s) and window(s) and turn off your electrical breaker. (If moving out in winter: There is a chance that disabled water heaters may freeze, so please don’t turn off your breaker.)

[Rent]

Even if we receive your keys before your scheduled cancellation date, we will charge you rent until your cancellation date as planned. In the event that your account has a whole month’s rent automatically taken out for the month that you move out, we will refund you the excess amount after totaling it together with any outstanding security deposits of damages.

[Public Utilities]

Please contact your electric, gas, water, and phone/cable companies to cancel and settle any contracts you have independently made with them. However, properties where the water is a set amount, free, or measured by Betsudai Kohsan or the owner of the property do not need to contact the Beppu City water department for cancellation. (If your property’s water is measured by Betsudai Kohsan, the final water bill will be offset against your security deposit and/or excess payments.)
If you made your own separate Internet contract, you will also need to call your Internet company, cancel, and completely remove any modems and/or installation work or cabling before you move out.
You will also need to inform the Japanese post office of your new address if you are going to continue to live in Japan.

[Property Repairs]

Upon moving out, we will calculate any damages or replacements that fall under your (the residents’) responsibility to pay for in accordance with the Japanese Ministry of Land, Infrastructure, Transport, and Tourism’s guidelines.

[Disposal of Large Garbage]

Please correctly dispose of any bicycles, motorbikes, assorted furniture items, or household electronics after consulting your nearest city hall for special instructions. The regular garbage collection will not take these items, so please be careful when attempting to get rid of them. The costs of cleaning up any garbage that is left behind at the property will be charged to you at real cost.

[Anshin Support]

If you have signed up for the Anshin Support service, we must receive your signature in writing to cancel the service. When you return your keys, we will need to have you sign a cancellation agreement.

[Zenkankyou Kyousaikai Co., Ltd.]

If you have signed up for house insurance, you will need to cancel that insurance by calling the number below. The main contractor for your contract must make the call directly.
Zenkankyou Kyousaikai Co., Ltd., Reception Center: 0120-208-001 (open from 9 AM to 6 PM every day except Saturdays, Sundays, holidays, and from December 30th, to January 3rd).

[Tokio Marine Millea SAST Insurance Co., Ltd.]

If you have signed up for Tokio Marine Millea SAST Insurance, you will need to cancel that insurance by calling the number below. The main contractor for your contract must call them directly.
Tokio Marine Millea SAST Insurance Co., Ltd., Reception Center: 0120-670-055 (open from 9:30 AM to 5 PM every day except Saturdays, Sundays, holidays, and from December 30th to January 3rd).

Personal Information and Privacy Agreement

As a real estate brokerage agency, Betsudaikohsan Co., Ltd. obtains personally identifying information such as names and addresses from its customers. In accordance with the Act on the Protection of Personal Information, the following document will explain how Betsudaikohsan Co., Ltd. collects and protect this personal information.

Enacted on: August 5th, 2006
Revised on: February 24th, 2023
Mochigahamacho 10-8,
Beppu City, Oita Prefecture
Betsudaikohsan Co., Ltd.
Hideyo Isedo, Company President

１. Purpose of Utilization for Personal Information

Betsudaikohsan Co., Ltd. will make use of retained personal information for the following purposes:

(1) ・ When involving the buying and selling of real estate: “For introducing real estate properties and any subsequent signing of a corresponding contract”
・ When involving the renting and leasing of real estate: “For contact regarding applications, inspections, referrals, results, etc.; for the signing, execution, and management of rental contracts, joint liability contracts, and management entrustment contracts, or any contracts that accompany these; for post-contract administration and customer service”
・ For corporate leadership training purposes
(2) For properties, etc., that Betsudaikohsan Co., Ltd. manages, personal information will be utilized to fulfill the duties entrusted to Betsudaikohsan Co., Ltd.
(3) To the extent that is necessary to fulfill the objectives listed above in clause (1), providing customers’ personal information to a third party.
(4) For business activities to provide the information and services mentioned above in the clause (1), including postage, phone calls, and electronic messages.
(5) In the event that Betsudaikohsan Co., Ltd. receives a direct request from a customer, Betsudaikohsan Co., Ltd. shall discontinue utilizing that customer’s personal information in order to provide information or services.
(6) For personal information protection purposes, Betsudaikohsan Co., Ltd. has previously retained a customer’s personal information, that personal information will only be utilized upon receiving direct consent from the individual in question.
(7) For crime prevention purposes, the utilization of surveillance camera footage.
(8) Business partners’ personal information obtained while exchanging business cards or in similar circumstances will be used in business communications and business requests.
(9) Personal information of job applicants will be used after hiring to provide information to applicants, contact applicants, and for employment and human resource purposes. Personal information of now-retired employees managed while those employees were employed will be utilized to respond to requests involving it.

２．Entrustment of Personal Information

There are cases when Betsudaikohsan Co., Ltd. will entrust external entities with personal information to fulfill the business purposes outlined in Second 1, Items (1) through (9). In these cases, Betsudaikohsan Co., Ltd. will remain committed to the safe management of personal information through contracts and other means.

３．Provision of Customers’ Personal Information to a Third Party

Betsudaikohsan Co., Ltd. will share with the third parties listed below personal information it has retained such as real estate information, names, and addresses, to achieve the purpose of utilization objectives stated above in section 1 through documentation, postage, phone calls, electronic messages, advertising media, etc. Furthermore, if Betsudaikohsan Co., Ltd. receives a direct request from a customer, the provision of that customer’s personal information will be discontinued. Additionally, with regards to the provision of customers’ personal information to third parties, Betsudaikohsan Co., Ltd. will take necessary measures to ensure that confidentiality is protected. Customers may request that Betsudaikohsan Co., Ltd. discontinue the provision of personal information to third parties; however, contractual or managerial fulfillment impediments may arise.

(1) Current or prospective business partners. Alternatively, parties such as real estate companies, etc., that have been entrusted by a current or prospective business partner.
(2) Other real estate and real estate management companies.
(3) Property owners or landlords, or parties such as rent management companies, etc., that have been entrusted by a property owner.
(4) Financial institutions, such as Oita Bank, that are involved in receiving rent.
(5) Rent debt guarantee companies involved with guaranteeing rent liabilities.

４．Cases of Insufficient Customer Personal Information

For contracts, etc., with business partners, Betsudaikohsan Co., Ltd. will utilize (section 1., clauses (1) to (9)) personal information; however, should a customer refuse to have their personal information recorded, Betsudaikohsan Co., Ltd. reserves the right to decline that customer’s contract application.

５．Customer Rights Regarding Personal Information

Customers can request that Betsudaikohsan Co., Ltd. reveal retained customer personal information. Furthermore, in the unlikely event that an error is found among the retained personal information revealed as a result of such a request, Betsudaikohsan, Co., Ltd. can amend, etc., that information in accordance with customer demand. For details about this procedure, etc., please contact Betsudaikohsan Co., Ltd. at the office listed below.

６．Methods of Personal Information Collection Less Easily Recognizable by Customers

Betsudaikohsan Co., Ltd. makes use of Internet cookies, etc. to customize website content to suit customer needs and continuously renovating website content and offered services to further improve customer satisfaction.

７. Safety and Storage Measures

(1) Fundamental policy formation
・To secure proper handling of personal information (data), comply with laws concerning protection of personal information, and provide a point of contact to address questions and complaints, Betsudaikohsan Co., Ltd. has established a fundamental policy within the privacy policy and made it publicly available.
(2) Personal information standards
・Personal information handling methods in all contexts (including collection, use, storage, provision, deletion, disposal, etc.) and employee responsibilities are established by the respective standards.
(3) Organizational safety management measures
・A Personal Information Management Supervisor has been appointed to oversee the handling of personal information (data).
・In addition to clearly defining the authority and scope of access attributed to employees when handling personal information (data), periodic inspections are carried out, and systems have been put in place for reporting problems, such as a failure to maintain legal compliance or an information leak, etc.
・Internal audits as well as third-party certification inspections regarding the handling of personal information (data) are carried out periodically, and corrective action is taken in the event that a problem is discovered.
(4) Individual safety management measures
・Employees are periodically educated about the grave influence that failures to comply with personal information (data) laws or leaks can pose and to understand the importance of protecting personal information (data).
・Employee training is periodically carried out in preparation for an emergency.
・Employees sign non-disclosure agreements when starting or leaving employment.
(5) Physical safety management measures
・Room entry privileges and access rights to workspaces handling personal information (data) are restricted and managed.
・Locking measures, etc., are taken to prevent the theft or loss of machines, electronic devices, paperwork, etc., that handle personal information (data).
(6) Technical safety management measures
・All systems handling personal information (data) require access permissions to use, which are restricted and managed.
・Preventative measures have been installed to protect information systems handling personal information (data) from being illicitly accessed from outside or affected by illicit software.

８． Contact Information

For all inquiries about the collection of customer personal information, clarification or questions about Betsudaikohsan Co., Ltd.’s privacy policy, requests for personal information disclosure, correction, or erasure, or requests to discontinue the utilization of aforementioned personal information or to discontinue providing aforementioned personal information to third parties, please contact:

Harayama Teiichi, Personal Information Management Supervisor
Mochigahamacho 10-8,
Beppu City, Oita Prefecture
TEL：0977-25-3622
harayama@betsudaikohsan.co.jp

I have read and agree to the “Notices” and “Important Points”
I agree to the “Personal Information and Privacy Agreement”