For operating and transitioning owners

What to prepare before contacting a minpaku management company

You do not need every document at the start. Organize the location, current operation and work you want to delegate in one consistent order.

The purpose is not to send a large document pack. It is to provide enough context for a manager to assess location, scope and start conditions. Moving from self-management and replacing an existing manager require different follow-up checks.

Bottom line: prepare seven groups—location, legal operating status, property count, OTAs and bookings, cleaning and access, onsite setup, and requested scope and timing. You do not need to choose a plan first.

This guide is for owners already operating legally or ready to operate. StayJP does not provide property diagnostics, permit or notification applications, use changes, or revenue guarantees.

Preparation is for checking whether the operation can be accepted

State whether you are ending self-management or replacing a current manager. Mark unknown information as unknown rather than guessing, and identify who holds the source record.

Do not send guest names or passport data, OTA passwords or key codes at first contact. Share operating summaries such as booking volume and current responsibilities.

Seven details to prepare first

1. Location: prefecture, municipality and number of properties; exact address is checked before onsite work.
2. Legal status: residential lodging notification, applicable framework and whether a notification number exists.
3. Scale: notified properties, room count, maximum guests and multiple-property status.
4. OTAs and bookings: platforms, listing owner and future bookings.
5. Cleaning and access: cleaner, schedule notices, completion reports, keys and smart-lock owner.
6. Onsite setup: current owner for inspections, emergencies, equipment issues and neighbor contact.
7. Scope and timing: requested tasks, owner-retained work and preferred start date.

Put the current operation on one page

Account and listing owner and current permissions for each OTA.
Stay dates, volume and payee for future bookings; no guest personal data at first contact.
Current owner for booking changes, messages, check-in guidance and refund approval.
Who can change prices, minimum stays and calendar connections.
Cleaner, schedule notices, reports and photos, and the route for quality issues.
Physical key count and holder, smart-lock administrator and code-change owner.
Current contacts for onsite checks, emergency attendance, equipment issues and neighbor complaints.
Current settlement owner for revenue, OTA fees, cleaning, management and extra costs.

Seven extra checks when changing managers

Current contract end date, notice period and method, penalty and return items.
Target cutover date and any overlap or gap between companies.
OTA ownership, permissions, payout account, two-factor authentication and recovery contact.
Who handles messages, cleaning, refunds and settlement for bookings around cutover.
How keys, manuals, guest register, templates and cleaning schedules will be handed over.
Unsettled balances, lost property, damage, equipment issues and complaints.
Who confirms whether manager changes alter filed information.

Describe requested work and cost responsibility separately

Labels such as cleaning management or onsite support do not define scope. Separate schedule notices, photo review, correction requests, inspections, emergency attendance and repair arrangements.

StayJP's 10%, 15%, 20% and 30%+ plans have different responsibilities and location conditions. Consultation compares an available plan with the work that remains with the owner.

Onsite inspection and emergency attendance are separate; confirm address, hours, frequency and contract terms.
Repair, replacement, interior and appliance arrangement, ordering and external costs remain with the owner on every plan.
30%+ includes cleaning, basic linen and designated basic supplies within the contract limit.
Toothbrushes, slippers, extra towels and fragrance require a pre-agreed additional rate on 30%+.
Revenue, occupancy, reviews and acceptance are not guaranteed before consultation.

What is enough at first contact and what comes later

Start with prefecture and municipality, notification status, property count, current owners and requested work. Provide the notification number only if known.

Exact address, contracts, key and account permissions, and guest information are handled only as needed after scope and a safe handover method are confirmed.

Mark unknown fields as unknown
Do not put guest personal data in the first form
Do not share OTA IDs or passwords
Describe needed work before selecting a plan
Submitting a consultation does not confirm acceptance or form a contract

A clear current owner and desired change are more useful than a seemingly complete document pack.

Four steps from consultation to contract scope

1. Send location, notification status, current operation and requested work.
2. StayJP checks the area, legal operating form, onsite setup and timing.
3. Compare responsibilities, owner work, external costs and onsite conditions across 10%, 15%, 20% and 30%+.
4. If both parties proceed, define the property, method, term, compensation and handover in the contract.

Check the consultation fields against official sources

This checklist follows official guidance on entrustment, notification fields, the standard contract, and management work and expense records. Confirm property-specific application with the local authority or an appropriate professional.

Checked 20 August 2026

Questions before consultation

Must I choose a plan before contacting StayJP?

No. Share location, current owners and requested work first, then compare scope and location conditions across 10%, 15%, 20% and 30%+.

Do I need the exact address and notification number immediately?

The first discussion can start with prefecture, municipality and notification status. Exact property details are checked for onsite work or contracting. Provide the notification number if known.

Can I consult before permits or notifications are complete?

StayJP's basic service is operation management after operating conditions are in place. It does not diagnose properties or file applications; confirm unfinished procedures with the local authority or an appropriate professional.

What comes first when changing management companies?

Check termination terms, target date, OTA ownership and permissions, future bookings, cleaning, keys, unsettled balances and open cases before notifying the current manager.

Should I put guest data or OTA passwords in the form?

No. Initially share booking volume and dates, account owner and current permissions. Personal data and permissions are handled only as needed after the contract and safe handover method are confirmed.

Review the seven details and share the current operation

Provide the location, notification status, property count, OTAs and bookings, cleaning, access, onsite setup and requested work as far as known. We will check area and contract scope.

Discuss the current operation Compare fees and responsibilities