Documents Required for Osaka City Tokku Minpaku Application(Part 1)
Hiroi
This document outlines the list of required documents for Osaka City's Tokku Minpaku.
This content covers not only Minpaku permits, but also detailed administrative procedures encompassing Minpaku facility management, as provided by a qualified administrative scrivener.
What is Special Zone Minpaku?(Tokku Minpaku)
What is Special Zone Minpaku?
The term 'Special Zone Minpaku' (Tokku Minpaku) refers to businesses operating accommodation facilities for foreign nationals in specific areas. These businesses are subject to different regulations than those based in the Hotel Business Act, and are instead governed by the Act on Special Zones for National Strategy.
Its official title is the 'Special Zone Foreign Resident Facility Management Business for National Strategy', with the primary objective of meeting the accommodation needs of foreign tourists and promoting tourism.
Osaka City allows such Special Zone Minpaku businesses. The licensing conditions are less strict than those under the standard Hotel Business Act, but submission of necessary documentation to meet certain standards is required.
List of Required Documents for Osaka City Special Zone Minpaku(Tokku Minpaku)
So, what documents are actually required for a Tokku Minpaku application?
The list of submission documents stated on Osaka City's website is as follows:
- If the person applying is a corporation: The company's official start-up documents, including its articles of incorporation or deed of foundation, and its certificate of registered matters (which includes a list of officers, etc.).
- If the person applying is an individual: A copy of the residence certificate.
The agreement to rent the property and any other documents that apply to it.
- Drawings illustrating the structural equipment of the facility.
- The methods used when informing residents in the facility's surrounding area, along with the records that should be kept. These records should include all materials used for the explanation. (It is a form).
- The facility must implement a system for the appropriate handling of complaints and enquiries from residents in the surrounding area. The system must also include methods for publicising this system, including an overview of the facility's structural equipment and the provision of services necessary for stays. (It is a form).
- Copy of Fire Safety Compliance Certificate.
- Copy of Water Quality Test Report (should the water source not be mains water).
- For leased premises: Copies of all relevant tenancy agreements, as well as documentation confirming that the owner and lessor consent to the premises being used for business purposes.
- For purchased premises: Documentation confirming compliance with management regulations.
- A document showing the map of the facility and surrounding area.
- Instructions for using the facilities provided in the room. This document has to be written in Japanese and in any foreign languages used in the provision of services.
*Additional documentation may be required depending on the circumstances of each individual case.
The following paragraph will be dedicated to the 'instruction manual for the use of facilities provided within the living quarters'
This refers to what is commonly known as a 'user guide', 'usage instructions', or 'house manual'.
The minimum content required for the 'House Manual' document must include
- Check-in procedure.
- Emergency contact details of the accommodation provider.
- Police, fire service and ambulance contact details.
- Fire extinguisher usage instructions.
- Rubbish disposal rules.
- Appliance usage instructions.
- Other accommodation-specific house rules.
As language details must also be provided in foreign languages, many private lodgings likely list information in English and Chinese alongside Japanese.
What kind of content is practical?
So, what practical content should this documentation actually contain to be truly useful?
I will now outline the type of documentation that facility management would find practical following the obtaining of a private lodging permit, with a view to reducing issues with private lodgings.
The premise is that documentation is shared with guests via the messaging function on booking sites such as Airbnb or Booking.com, or via email, before their arrival at the private lodging facility.
① Method of Check-in Instructions
There are certain aspects of entering private lodgings that can often cause issues. The most common problems that arise are:
- Key boxes are located in inconspicuous places.
- The keys are placed inside the letterboxes, which themselves are difficult to open.
- Letterboxes use dial locks, which international guests may not be familiar with.
- It has been noted that the self-check-in tablets are not user-friendly.
And so on.
When providing check-in instructions, you can highlight any problematic areas with photographs. Include links to videos in the file, along with explanations.
This approach is effective.
② Waste Disposal Rules
Resolving waste-related issues requires clear understanding between the accommodation provider and guests.
- Provide clear guidance on waste separation using easy-to-understand photos and illustrations.
- State that guests should request collection rather than disposing of waste themselves.
- Provide replacement bin liners within the room and indicate their location.
- Communicate the importance of securely sealing bin liners.
It is recommended that these rules be displayed not only in written materials, but also posted as notices in prominent locations around the room.
③ How to Use Household Appliances
Household appliances should be reasonably straightforward for foreign guests to use, even those facing language barriers. However, it should be noted that certain appliances can present idiosyncrasies. For such appliances, providing video instructions alongside photographs has proven to be particularly effective.
Ensuring guests enjoy a comfortable stay at your accommodation involves more than just service offerings; it is also crucial to consider potential issues beforehand.
That concludes this instalment.
Part 2 will be covered in the next article. Please proceed here.
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