Making the right first impression is fundamental for tenants and landlords. Accordingly, as a landlord, providing new residents with a Tenant Welcome Letter is essential in the rental process. Welcome letters address residents while additionally providing them with crucial information and rules. The move-in process can be a frantic and stressful time, so having basic contact numbers and information conveniently in one place is an advantage to all. Read below for tips on making the ideal tenant welcome letter for your property.
What Should a Tenant Welcome Letter Include?
Each rental property has distinctive necessities, rules, and details that landlords must forward to new residents. Implementing a welcome letter or packet is the most effective way to achieve this. While some components will vary from property to property, let’s observe some basics that should be included in any tenant welcome letter.
Covering the Basics
- Greeting and Welcome – Landlords should use this as a chance to extend a warm and personalized hello to your new tenant.
- Property Information – Include the property address along with any critical unit numbers. Likewise, assuming the property requires any unique access codes or entry limitations, this is a terrific opportunity to remind tenants of these details.
- Landlord Contact Information – Ensure that the tenants have the current contact information for either yourself as the landlord or your management agent.
- Maintenance and Emergency Contacts – Maintenance is a fundamental part of the landlord-tenant relationship. Tenants must know whom to contact in the event of routine fixes or an emergency. List any significant phone numbers or procedures, including emergency contacts that might occur after regular business hours.
Reiterating Key Policies
- Move-in Procedures – Move-in is a frantic time, and tenants should know precisely what’s in store and what is generally anticipated of them. This encompasses when and where to pick up the keys and any final deposits needed before move-in day. Although landlords will likely verbally discuss this with tenants, it is additionally helpful to have it on record.
- Renters Insurance – Requiring renters’ insurance has become industry standard over the past several years. Tenants can select any property coverage limits that suit their necessities; however, liability coverage should be at least $100,000. Therefore, guaranteeing the tenant’s possessions are covered from hazards and giving the landlord additional coverage against tenant damage.
- Utility Set-up – Unless the rental rate incorporates utilities, new residents should set up their accounts with the utility companies. It is highly recommended to have tenants do this before moving in. Include contact information and any applicable instructions to help make this a smooth move for your tenants.
- Rent Payments and Penalties – Acquiring on-time rent payments is essential to a landlord’s success. Despite the lease covering all the policies and penalties related to paying rent, it is wise to reiterate this process, including the rent amount, acceptable forms of payment, due date, and if online payment is available.
- Move-in Inspection Checklist – A move-in checklist is fundamental to establishing the property condition at move-in. Toward the end of the lease term, landlords will compare this to the move-out report to decide if any tenant damaged the property beyond wear and tear. The landlord and tenant will usually go over the checklist together at move-in, but provide it ahead of time to let tenants know what to expect.
Property Specific Details
Each rental property is slightly different, so the tenant welcome letter may need to include explicit property details. These details can include things such as – garbage days, parking assignments, entry fobs, garage openers, or HOA requirements.
3 Essential Tips for Writing the Perfect Tenant Welcome Letter
Giving a Tenant Welcome letter is only helpful if arranged and delivered correctly. As previously noted, moving is a frantic time, so it is easy for things to get lost in the move. To guarantee that all essential information is communicated effectively, check out these tips for writing your tenant welcome letter below.
- Keep it Professional – In conjunction with other documents, a tenant welcome letter sets the tone for the landlord-tenant relationship. Everything needs to be proficient, concise, and detailed while complying with all applicable Fair Housing Laws. Also, utilize an online editor or spell check to ensure everything is correct.
- Choose Your Timing – Landlords should give a tenant welcome letter to new residents after the lease is signed and the move-in day is set. Much of the information is critical for moving in.
- Delivery Matters – As well as giving a tenant welcome letter to the resident, send a copy via email. This way, the tenant always has all the information they need electronically.
What Other Things Can be Included in a Tenant Welcome Packet?
To officially welcome new tenants and make a great first impression, landlords need something beyond just a welcome letter. At the time of move-in, landlords have an additional opportunity to show their care throughout the entire lease. Think of the stress of moving and offer new tenants a welcome basket. As well as everything established in the tenant welcome letter, consider some additional items at move-in:
- Copy of the Signed Lease
- Maps or Guides to the Local Neighborhood
- Guides for Common Household Issues ( how to unclog a toilet)
- Small Snacks
- Cold Water
- Household Basics (trash bags or cleaning supplies)
Is There a Stress-free Way to Rent Your Property?
Renting a property is a process most landlords can do efficiently. However, owning and managing rental property for profit is tedious and typically stressful. However, a tenant welcome letter and basic packet are great to begin when growing a healthy and professional landlord-tenant relationship.
For seasoned investors, buying a rental property is one thing; managing is entirely different. Luckily, DeBaise Property Management offers full-service rental management with transparent fees and a promise to provide first-rate assistance. Our team works on the owner’s behalf constantly. If you are interested in learning more about what professional property management can do for you, give us a call today!
