A tenant welcome letter provides all the necessary details to help your renters move in smoothly.
Once you find the perfect renter for your property, it’s a great idea to send a welcome letter. This is an opportunity to provide helpful information and establish a friendly relationship so the tenant has a positive experience living in your home and renews their lease agreement.
Sending a welcome letter makes a great first impression. It provides information that renters need as they prepare to move in, such as key details, rules and regulations and how to pay rent.
To help you welcome your new tenant, we have an overview of how to write a tenant welcome letter, what it should include and when to send it. We’ve also included a free template that you can use!
What is an apartment welcome letter?
Just before a tenant moves in is a great time to make them feel at home in your rental property. Moving and settling into a new place is a stressful time.
So, a whole welcome letter gives renters an overview of the important details they need to know to ease the transition.
The letter provides details about the lease agreement requirements, how to get in contact with property managers, how to make maintenance requests, contact info, move-in instructions and other details about the property the tenants need to know. You can also include information about amenities like the nearest grocery store and neighborhood highlights.
A tenant welcome letter should have a friendly tone and serve as a resource for renters so they can enjoy their new living space.
Send a tenant welcome letter once the tenant signs the lease agreement
The best time to send a tenant welcome letter is after both you and the renter sign the lease agreement and the renter pays the security deposit, but before the key collection.
It’s a good idea to send the welcome letter about two weeks before they move in. Remind them of the lease start date and when rent payments are due.
This will give the tenant enough time to prepare for their move-in date before the lease begins officially.
A tenant welcome letter gives them proper notice to set up their utilities, obtain renters insurance and contact property management with any questions ahead of time.
How to send a tenant welcome letter
How you deliver the new tenant welcome letter is up to you. You can mail it to the tenant at their current address.
But emailing the letter is faster and more convenient. That way you have proof that the tenant received the information and you can provide relevant links to resources like utility companies, property rules, renters insurance or a system for paying monthly rent electronically.
Offer a tenant welcome package
In addition to the tenant welcome letter, consider creating a small gift basket or package to welcome the new tenant. This could include some neighborhood guidance, such as take-out menus for local restaurants or details about nearby amenities.
Adding in a few home essentials, like light bulbs or paper towels, will make their move-in date go smoothly. You can take it a step further by including a gift card to a local coffee shop or eatery, or a small houseplant.
Place the gift basket on the kitchen counter in the property with a printed copy of the new tenant welcome letter, even if you’ve already emailed it.
What to include in a tenant welcome letter
Tenant welcome letters should include the following information:
- Contact info for the property owner and property managers (both during normal business hours and for maintenance emergencies)
- The time and date of the property owner and tenant walkthrough
- A checklist for moving in
- Key collection information, such as how and when they can pick up the keys
- Information about setting up utilities
- A list of property rules
- Neighborhood information, including zoning or noise ordinances
- Parking information
- Details about the rent amount, when it’s due and how tenants can make the rent payment each month
- Instructions on how to make maintenance requests or report maintenance issues
- Information on recycling and trash collection, including when it’s picked up and where trash cans are
- Laundry room information
- A reminder that you require (or recommend) renters insurance
- Information about storage for a tenant’s personal belongings
- Move-in day tips, such as where a moving company can park and unload a moving truck
New tenant welcome letter template
For help welcoming your new renter, use our template for a sample tenant welcome letter. Simply update everything in brackets [ ] for your needs.
You can also download a PDF or word document of this tenant welcome letter.
Hi [tenant’s name],
Welcome to your new home! We’re thrilled to have you living at [rental property address].
Below is some useful information to help you prepare to move in on [move in date]. If you have any questions, please contact me at [landlord or property management phone number and email address].
Property walkthrough
Before you move in, we’ll walk through the home together to check and document its condition. Attached you’ll find a move-in checklist listing the items we’ll review. Meet me at the property on [day and date] at [time]. Let me know in advance if you need to reschedule.
Key details
You’ll pick up keys to your new home on [date] between [list hours available]. Let me know if you need to collect the keys at a different time.
Move-in day
You can move in any time after your lease start date, which is [date]. If you plan to use a moving truck or hire a moving company, trucks can park [details about parking].
Utilities
You are responsible for setting up the following utilities listed below. Here is a utility reminder with contact info to set up or transfer your accounts:
- Electricity: [local electric utility information, including website]
- Gas: [local gas utility information, including website]
- Cable/internet: [local cable/internet utility information, including website]
- Water: [local water information, including website]
Renters insurance
As the lease states, you must have renters insurance [or recommended, depending on your lease]. This protects your personal belongings from theft or damage.
We require a minimum of [amount of coverage] coverage for the property at [property address]. Check with your insurance company for a quote.
Rent payment
As specified in the lease, your rent amount is [list amount] and your first month’s rent is due [date]. We will be sending you an email invitation to set up online rent payments for your convenience.
Please be familiar with your lease terms related to paying rent, including a pet fee, due dates, grace periods, move-in fees and late fees.
Maintenance issues
Let us know as soon as possible if you have a maintenance issue at the property.
- For emergencies, contact our emergency repairman directly. You can reach [name] immediately at [phone number or email address].
- For other maintenance requests, contact [contact details].
Recycling and trash collection
Place recycling and trash [add location]. Make sure that items are in the appropriate bins.
- Recycling comes on [day].
- Trash comes on [day].
Parking
On-site parking is available at [location]. Parking fees are [fee amount and how often it’s paid]. Guest parking is at [location].
Property rules
A complete list of property guidelines, including rules and regulations, are in the lease. Be sure to read through this list and let us know if you have any questions.
Laundry room
A laundry facility is available at [location]. Machines are [coin or card operated] and cost [amount]. You’ll need to supply your own laundry products, including detergent.
Neighborhood guidance
To get to know the neighborhood, here are a few details: [include all that apply to your property, but here are some examples]
- Grocery stores: [list nearby stores]
- Public transportation: [list names and links to local transit]
- Bus stop: [add route and location]
- Restaurants: [list local restaurants and coffee shops]
- Attractions: [list local attractions and amenities]
Condition of the property
We take pride in creating a welcoming and safe living space. Before you move in, we make any necessary repairs and maintenance. We also hire a professional cleaning service.
The lease requires that you keep the home clean and report any maintenance issues to us as soon as possible. We expect that the property is left in the same condition when you move out at the end of the lease.
We hope that this information helps you settle into your new home and that you’ll be happy living in our property!
If you need anything or have any follow-up questions, please contact us.
Best,
[sign your name]
[add contact information]
Writing a tenant welcome letter
A new tenant welcome letter helps establish a positive landlord-tenant relationship from the beginning. It helps the new tenant settle in and feel at home. Use our free template for help crafting the letter.
Include everything they need to know to live in the home successfully, including how to pay rent, report a maintenance problem, obtain insurance, set up utilities and move in without a hitch. Keep the tenant letter friendly, but firmly remind them of the lease terms, especially key elements, such as paying rent and rules of the rental
Source: rent.com