For agents
If you are a real estate agent stuck helping a client turn on utilities after purchase, we’re here to help. Hand the buyer over after closing and we handle set-up, Japanese mail, and ongoing inquiries so you can focus on your next sale.
For Agents, Brokerages, and Property Managers
Set Your Home Buyers Up for Success
We handle property set‑up and administration so you don’t have to. Work with us!
We are an extension of your team
Buyers will need support post-purchase with admin, set-up, and ongoing bill-pay. Let us help so you don’t have to.
For Brokerages
If you have a specific clientele with custom needs, such as overseas buyers or akiya purchasers, talk to us. We’ll tailor a handover and support package to fit your brokerage.
For property managers
If you manage multiple properties and need a back‑office, we’re here to help. We handle the property management admin, from mail and bills to utilities and tax notices, so you can focus on the property and its tenants.
Michelle HuangAkiya Collective · Komoro, Nagano
“MailMate took what used to be our biggest operational headache (handling akiya mail and payments from overseas) and made it effortless.”
We are the Back-office for Property in Japan
Property management admin, handled in English and Japanese, for your clients or your team.
Japanese mail, made clear
Receive and digitize property mail, explain what it means in English, and identify what needs a response.
Bills & payment records
Arrange approved payments for utilities, management fees, repair funds, and other property expenses. Clear and transparent records for owner visibility.
Utilities & provider admin
Help arrange utility services and handle the Japanese correspondence and follow-up that can slow down a new owner’s start.
Tax notices & representation
Help set up tax representative and domestic contact services where needed, so important correspondence has somewhere to go.
Building & local correspondence
Help with management association notices, contractor invoices, and administrative follow-ups with local providers.
Owner updates & records
Make the next action clear, bring decisions to the agreed contact, and keep documents accessible as ownership continues.
Need rental-income accounting or tax filing support? Talk to us about accounting support alongside your property admin.
Good for your clients.
Good for the communities
they join.
A successful property purchase should work for the owner and the people around them. That means keeping up with bills, responding to building notices, and making it easy for local people to reach the right person.
We help bridge the language and distance—so your clients can understand their responsibilities and be reliable property owners in Japan.
Property & Brokerage Partners
Akiya & Inaka
AkiyaMart
Akiyaz
Koryoya
NTI
Plaza Homes
AkiyaHub
YukiHomes
E-Housing
Frequently Asked Questions
What does a back-office service for property managers in Japan do?
MailMate acts as the back office for property managers, agents, and brokerages in Japan. We receive and digitize property mail with English explanations, pay utility bills, management fees, and repair funds, set up utilities, arrange tax representation, and handle building association and contractor correspondence, so your team can focus on sales, leasing, and owner relationships.
Can MailMate help a real estate agent set up utilities for a foreign buyer after closing?
Yes. MailMate handles post-purchase set-up for buyers of property in Japan, including arranging electricity, gas, water, and internet, managing the Japanese-language correspondence with providers, and setting up ongoing bill payment. Agents hand the client over to us after closing instead of fielding utility questions for months afterwards.
Do overseas owners of property in Japan need a tax representative (納税管理人)?
Generally, yes. Owners who live outside Japan are expected to appoint a tax representative (納税管理人) to receive tax notices and pay fixed asset tax (固定資産税) and city planning tax (都市計画税) on their behalf. MailMate can be appointed as the tax representative and explains each notice in English. Learn about MailMate’s tax representative service.
How do overseas owners pay fixed asset tax in Japan without a Japanese bank account?
With MailMate as tax representative, the tax notice is received in Japan, explained in English, and paid in MailMate using the owner’s authorized credit card, so no Japanese bank account is needed. This covers fixed asset tax, city planning tax, and real estate acquisition tax. Estimate property tax with our calculator.
What mail does a property owner in Japan receive?
Owners in Japan typically receive fixed asset tax notices, utility bills, management association (管理組合) notices and repair fund requests, insurance documents, and letters from the local city office. Unanswered mail can lead to missed payments or disconnected services. MailMate digitizes this mail, summarizes it in English, and flags what needs action. See how the MailMate virtual mailbox works.
Can someone living abroad own and manage an akiya in Japan?
Yes. Foreigners can buy and own property in Japan, including akiya (vacant houses). The challenge is the ongoing admin: Japanese mail, tax, utilities, and local contacts. MailMate handles that remotely for overseas owners, often after a hand-off from the agent or akiya platform that sold the property.
Does MailMate provide on-site property management?
No. MailMate is a back-office administration service, not an on-site property manager. If a property also needs home visits, cleaning, gardening, or repairs, we can help contact local providers. Availability depends on location, and on-site work is confirmed separately.
Can MailMate support an existing portfolio, not just one client?
Yes. MailMate works with agents on single post-purchase handovers and with property managers and brokerages on portfolios of properties already under management. Tell us what is already in place and where your team needs help.
Can our agency stay the main point of contact for the owner?
Yes. During setup we agree how work and updates flow between your team, the owner, and MailMate, including who is the authorized contact and who approves payments and additional work. MailMate works in the background so your relationship with the client stays intact.
Give a better experience to everyone after closing
Set your clients up for success
Give your team dependable support
Bring us your next handover—or the admin that keeps landing on your desk.