Mail and Bill-Payment Service for Second Property Owners

Mail, tax, and bill payment services for akiya, Airbnb, and vacation homeowners

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Remote, automated mail management of your second property

MailMate’s features tailored to akiya, Airbnb, and vacation homeowners.

icon1 Virtual mailbox Manage the Japanese mail that comes to your akiya and Airbnb–completely online. Avoid missing important notices sent to your second property.
icon1 Water and power liaison Need a liaison with water and power companies? Use MailMate's utility liaison service, which includes a bill payment service.
icon1 Tax agent service Appoint us as your tax representative, and let us handle the paperwork and payments for fixed property tax and real estate acquisition tax.

Ideal use cases for MailMate’s Akiya & Vacation Home Package

Customers who choose the Akiya & Vacation Home Package include the following user types:

crossIcon Akiya owners
crossIcon Second property owners
crossIcon Vacation homeowners
crossIcon Airbnb/minpaku owners
postman
By signing up, you agree to our Terms of Service, Privacy Policy, and Handling of Personal Information.

Plans


MailMate offers home & building set-up support starting from ¥5,500 per hour for customers subscribed to one of our three packages. Support for non subscribed customers starts from ¥9,800 per hour.

Mail, Utility Liaison, & Tax Representative

What's included
  • Receive and pay your utility bills directly on MailMate
  • English Mail Summaries Available upon request
  • Tax Representative included
  • Utility Set-up & Liaison included (Gas, Water, Electricity)

¥14,800p/mo

Mail & Tax Representative

What's included
  • Receive and pay your utility bills directly on MailMate
  • English Mail Summaries Available upon request
  • Tax Representative included

¥7,800p/mo
* Annual Contract Paid Annually Required
* Virtual Mailbox requires Japanese Government Mandated KYC protocols
* Deposit may be required

A La Carte Services

Service Billable Hours Notes
Fire/disaster Insurance 2 hours Annual costs vary by property. If MailMate is point of contact, 1 monthly billable hour applies.
Utility Set-up - Water 2 hours If MailMate is to be the designated contact for utilities, 2 monthly billable hours would apply.
Utility Set-up - Electricity 2 hours If MailMate is to be the designated contact for utilities, 2 monthly billable hours would apply.
Utility Set-up - Gas 4 hours Requires physical attendance at the property – additional charges may be incurred if MailMate staff is to attend. If MailMate is to be the designated contact for utilities, 2 monthly billable hours would apply.
High Speed unlimited internet connection 4 hours Requires physical attendance at the property – additional charges may be incurred if MailMate staff is to attend. Contract will be made under MailMate's name in case of nonresident owners – 70,000 JPY deposit will be required in this case. If MailMate is to be the designated contact for internet services, 1 monthly billable hour would apply.
Non-sewage toilet facilities maintenance contract (septic tanks, pump tank) – if applicable 8 hours Annual costs vary by property.
Solar array maintenance contract, grid feed-in connectivity - if applicable 25 hours Depending on provider, contract may be signed under MailMate’s name in case of non-resident owners. In this case, additional billing may be required.
Regular cleaning/airing 18 hours Price and terms of contract vary by property - maintenance company will hold a set of keys to the property. If MailMate’s is to be the designated contact for cleaners, 1 monthly billable hour would apply.
Regular garden/yard maintenance & weeding 15 hours Price and terms of contract vary by property. If MailMate is to be the designated contact for cleaners, 1 monthly billable hour would apply.
Additional keys copied 2 hours
Building/resort fees Handling 2 hours
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Why Choose Us?

We do all the work for you

You don’t have the time to jump through hoops. That’s why we do everything for you. From scanning, translating, and securely storing—to shredding and even paying your invoices.

Superior customer support

If you ever have any questions, our digital mailroom customer service team are the best in the business. And, most importantly, they all speak fluent English.

Security focused

Security is our #1 priority. All your mail stays under 24/7 surveillance or can be shredded to ensure your privacy. Once your mail is digitally converted, it’s encrypted with 256-bit encryption level technology.

Absolute flexibility

Whether you’re in the office, travelling the globe, or drinking cocktails on the beach, you’ll always have 100% access to all your mail and documents.

There are two ways for us to receive your mail. 1) Submit the post office's forwarding service (change of address notification). 2) Please register your MailMate address directly with the service you are using.


Yes! You can open, scan, forward, request shredding, share, request translation summaries and bill payment, and more all from within MailMate's dashboard. Anyone who regularly uses e-mail can use it immediately.


We can accommodate everything from documents and envelopes that fit in mailboxes to items with (W) width + (D) depth + (H) height of less than 170cm. Please contact us if you would like to forward a package larger than 170cm.


When appointing a tax representative, you must submit a '納税管理人の届出書 Notification Form of Appointment of Tax Agent' to the tax office responsible for your tax jurisdiction. Please book a call, and we can help you with the details to use when filling out the form.


We can call the gas, water, and electricity companies and get your utilities turned on. Additionally, our bill payment service will pay the utility bills as they come in.


Security & Privacy

Digitize In Confidence

We implement industry-leading security measures to protect your data and ensure your peace of mind.

Learn more ->
P-Mark Certified CISSP Certified Team CREST Certified Team

SSL Protection

Encrypting your data for secure transactions.

2FA & SSO

Boosting access security with Two-Factor Authentication and Single Sign-On.

P-Mark Certified

Adhering to the highest privacy standards.

24/7 Surveillance Cameras

Monitoring our premises around the clock.

CISSP & CREST Certified Team

Expertise from certified security professionals.

Anti-Money Laundering Verification & Compliance

Ensuring rigorous fraud prevention.

Property & Brokerage Partners
Akiya & Inaka www.akiyainaka.com
AkiyaMart www.akiya-mart.com
Akiyaz www.akiyaz.io
Koryoya www.koryoya.com
NTI www.nippontradings.com
Plaza Homes www.realestate-tokyo.com

Happy Customers

Don’t just take our word for it...

After spending 10 years based in Tokyo as an expat you accumulate a lot of correspondence which doesn’t go away the minute you leave. Thanks to MailMate bringing this service (finally) to Japan it was a worry I crossed off my list. The process is simple, online and offers various levels of service so you have choices. My mail is making it to me in South Korea regularly and securely.

Paul Hardisty, President & Representative Director - Sports Footwear & Apparel Industry

Mailmate's service has proven to be much, much more than virtual mail forwarding. They assist with getting me copies of all my Japanese correspondence, utility bills, and government notices, provide a bill payment facility when I am outside of Japan, and even help translate correspondence I don’t understand.

They’re practically my Japanese concierge at a fraction of the cost I was previously paying property managers, assistants, and translators, etc. for the same service(s).

Managing Director (Asia Pacific), International Trading Company

Experience seamless and secure transactions
with our trusted payment partners

We understand the importance of security and convenience.
That’s why we offer multiple payment options to suit your needs.

Mastercard Visa American Express JCB Discover Stripe

Don’t live near your second property?

Sign up to MailMate, and manage your property’s mail, property tax, and water and power all online–no matter where in the world you are.✨

By signing up, you agree to our Terms of Service, Privacy Policy, and Handling of Personal Information.