tenant welcome letter template

Congratulations! You’ve found your new tenant and are ready to welcome them to your property. A great way to do this is with a tenant welcome letter that provides them with information they need to make their move easier. In this article, we discuss the importance of offering a tenant welcome letter, what items to include, and how to get a free template to use.

Why You Should Send a Tenant Welcome Letter 

Moving to a new property can be stressful for tenants, especially if the rental is in a new neighborhood. Offering a tenant welcome letter that outlines the utilities they’re responsible for, contact information, and fun places to visit can let them know you’re here to help.

Your tenant welcome letter will also help tenants remember the rules they’ve agreed to follow throughout the lease term. Tenants should know which day the trash is collected, when rent is due, and where to go to do laundry. A welcome letter can also reduce the chance of your tenants asking questions regarding parking, when rent is due, and where the laundry room is (if applicable).

What to Include in a Tenant Welcome Letter

Your welcome letter should provide the following information:

  • Your contact information
  • How to set up utilities
  • Reminder that renters insurance is required
  • Where to pick up keys
  • Details about move-in day
  • Move-in day checklist
  • How to pay rent
  • How to report maintenance issues
  • Where to throw away trash and what day trash is collected
  • Laundry room and storage collection information
  • Parking information
  • Neighborhood guidance
  • Condition of the property

When to Send Tenants a Welcome Letter

The best time to welcome your tenants is after you’ve signed the lease and before you hand over the keys. As you’ll see below, the letter informs your tenants how to pick up the keys, among other important move-in information, so this is best sent to them about one to two weeks before they move in.

Some tenants are proactive about getting everything set up early. You’ll usually know when you have tenants like this, especially if you’ve screened properly. For most proactive tenants, they’ll reach out and ask about utilities ahead of time. As soon as that happens, feel free to send them the whole welcome letter. That way, you can answer any other questions they may have at that time.

How to Send a New Tenant Welcome Letter

We recommend welcoming your tenants via email. It’s typically the best way to reach people, your tenants can quickly reply, you can include relevant links as needed, and the information can be easily saved and referenced by your tenants. We also recommend leaving a printed copy on the kitchen counter for your tenants.

Friendly Welcome Letter to Tenant from Landlord Example 

Below is an example of tenant welcome letter you can use for your rentals. You can also access our free template on the Avail Resources page that can be downloaded to share online or printed out.

“Hi [TENANT NAME],

I want to provide you with some information to help your move go smoothly and to welcome you to your new home.

Utilities: You’re responsible for the electric, gas, cable, and internet utilities. You may have already set these up. If not, here are the options for the providers in the area:

  • Electricity: ComEd
  • Gas: People’s Gas
  • Cable/Internet: Comcast, RCN, AT&T, or DISH

Renters Insurance: As stated in your lease, please keep in mind that renters insurance is required. While we have landlord insurance, this policy does not cover you or your belongings in the case of a loss. To get covered, get a quote from Lemonade in seconds. This will protect you in the case of theft, a fire, or an injury on the property.

Keys: Please text/email/call me at [PHONE NUMBER] the day before your lease begins, [DATE], to arrange to pick up your keys. Typically, if it’s during normal business hours, you can pick up your keys at [ADDRESS]. If it’s after hours, we’ll arrange for one of the existing residents to help provide the keys. In some situations, a different arrangement may be required.

You’ll be provided two sets of keys for the property. Each set will have a key that opens the first-floor door (to the stairs) and back door to the building. You’ll also have a key to your unit. If you need an additional set of keys, please let me know as there’s no extra charge. We expect that all sets of keys be returned at the end of the lease. There is a [FEE] if keys are lost or stolen since we’ll need to re-key the property for your safety and the safety of the other residents.

Move-In Day: As we discussed, your lease start date and move-in date is [DATE]. Move-in time starts at [TIME] to allow our staff sufficient time to clean the property. We want to make sure we turn it over to you in great condition. On the day of your move, you can park a moving truck in the alley behind the building. You may be able to block off the street for a moving truck if you register the move with the city in advance. This is typically free.

Move-In Checklist: I attached a move-in checklist that needs to be completed and returned to me within 24 hours from when you pick up the keys. Please don’t forget to sign the checklist. At the end of the lease, we’ll review the checklist together to check for any damages above normal wear-and-tear.

Rent Payments: You have already paid your first month’s rent, move-in fee, and pet fee. Your next payment will be due [DATE]. If you have any questions about paying rent with Avail, you can contact them at [email protected]. They also offer a help center with great videos. Payments are due on the first of the month. Anything received after the fifth of the month is considered late and will have a [DOLLAR AMOUNT] late fee.

Maintenance: If there’s a maintenance issue or a necessary repair, please notify me through the Avail site as soon as you notice the problem. I’ll schedule a repair and notify you when it will be fixed. For any maintenance emergencies, please call me directly OR contact an emergency repairman directly at [PHONE NUMBER]. For other emergencies, please call 911.

Trash Collection: Garbage and Recycling is picked up from the garbage area out back by the alley. Please be sure to place all garbage into plastic bags and into the trash cans, so that rats and other pests can’t get in. The city is strict on trash left on the street or if the garbage can lids don’t close completely. They’ve been known to fine residents for this. Please also be sure not to put trash into the recycling bin.

  • Recycling : Every Other Wednesday
  • Garbage: Every Thursday

Laundry Room and Storage Locker: You have access to the laundry room, which is located in the basement and can be accessed through the back staircase. You also have a storage locker for your use. You can place a padlock on it if you choose. If you need to store additional items outside of the storage locker, please store them in a place that’s not in the way of the other lockers or affects the use of the laundry area. Anything stored outside of your locker is at your own risk.

Parking: There is zoned street parking available on [STREET NAME]. Past tenants have purchased permits from the city for about $120 per year. We also have an available garage space.

Neighborhood Guidance: You’re moving to a great part of [THE CITY]! There are several fun local things to do, including eating at Topo Gigio or enjoying a drink at Centennial Bar. The closest grocery store is [GROCERY NAME] at [ADDRESS].

Condition of the Property: We work very hard to make sure you have a welcoming, warm, and safe home. Before any tenant moves in, we repair anything that may have been broken during the prior tenant’s residency. We also hire a professional cleaning service before you move in. It’s important to us to provide a fresh start for you. We do expect that the property, at the end of the lease, is left in the same condition as when you move in.

Contact Info: You can find my contact info in your Avail account at any time. Contacting me through Avail is typically the best way for us to keep track of everything. If the need arises, you can call, email me at [EMAIL], or text me at [PHONE NUMBER].

I hope you will be happy in your new home! Please do not hesitate to reach out to me.

Best,
[YOUR NAME]”

Make Renting Easier With Avail

Providing your tenants with a welcome letter not only ensures you’re being an awesome landlord, but it also makes the moving process smoother for them. Once they’ve officially moved in, you can continue to make renting easier for both you and your tenants with Avail. Collect rent payments online, handle maintenance issues, and much more — all in one place.

Create an account or log in today to manage your rentals with Avail.