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Once you’ve found your next tenant, the next step is completing a new tenant checklist to ensure everything is handled correctly before handing over the keys. Properly onboarding your new tenant can also help make the moving process more manageable for them, with less back and forth communication.

In this article, we provide a new tenant checklist and helpful resources that can help you.

New Tenant Checklist: What Landlords Should Complete

This new tenant checklist provides an overview of everything complete before, during, and after new tenants move into your rental property. 

1. Sign Lease With New Tenants 

Before handing over the keys to your rental property, have your tenants review and sign a legally-binding lease agreement. In most states, the terms in a lease agreement are only enforceable if both the landlord and tenant have signed the agreement. 

For that reason, it’s important to complete this step first so the tenants know when rent is due, what payments need to be paid before moving in, and the rules they need to follow.

2. Collect First Month’s Rent and Upfront Fees

Once all parties have signed the lease agreement, you’ll need to collect the first month’s rent and other required upfront fees (i.e., security deposit, move-in fee, pet fee). There are different ways to collect rental fees — with a rent collection app, a payment platform like Zelle, or in-person with checks or cash. Regardless of your chosen method, you’ll want to ensure the tenant submits the payment for all required fees before handing over the keys. 

It’s important to note certain payments, like a security deposit, will need to be handled carefully to avoid violating local landlord-tenant laws. 

3. Confirm a Move-Out Date With Current Tenants And Remind Them to Complete the Move-Out Checklist

If your current tenant did not want to renew their lease, they likely provided the day they’ll move out of the unit. If that’s not the case, you’ll want written confirmation on what day they plan to fully move out and provide them with a walk-through checklist to inspect the place for possible property damage. 

4. Decide on the Move-In Day Schedule

As soon as you know your current tenants’ move-out date, you can begin the apartment turnover process. Consider whether you need to paint the unit, fix any repairs, renovate the property, or install new appliances. 

Next, you should inform your new tenants on when they can officially move in and ask if they’ll need to rent out an elevator (if applicable) to move their belongings.

5. Send Welcome Letter to New Tenants 

New tenants need to set up utilities, know when to move in, and where to contact you in case of an emergency. You can do this by providing them with a tenant welcome letter.

Our templated welcome letter includes the following important information:

  • How to set up utilities
  • A 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
  • Contact info

You can easily edit this welcome letter template to fit your situation and email it to your tenants two weeks before they move in.

6. Inspect the Property When Tenants Move Out And Review Move-Out Checklist 

Once the current tenants move out, be sure to visit the property to inspect it. It would help if you had tenants complete the move-out checklist and leave it on the countertop. You’ll want to review everything the tenants marked. That means checking the floors, paint, appliances, countertops, and more. 

7. Return the Security Deposit to Previous Tenants 

If you find on the checklist that something in the property is damaged that wasn’t when the tenant moved in, calculate how much the repairs will cost you. You can then subtract that amount from the security deposit. Be sure to provide your previous tenants an itemized list and copy of receipts in a security deposit return letter if you deduct anything from their deposit.

8. Change the Locks 

Changing the locks provides new tenants an added sense of safety knowing the previous tenants cannot access the property. It’s also important to note that some states require landlords to change the lock between tenants, so it’s best to complete this step before the new tenant moves in.

9. Check the Smoke and Carbon Monoxide Detectors

As a landlord, ensuring you’re providing your tenants with a safe home is important. In some states, this means having up-to-date smoke and carbon monoxide detectors. If you own the whole building, you’ll also want to confirm the building is up to code and includes necessities like fire extinguishers. These necessary steps protect your tenants and help you avoid liability if something goes wrong.

10. Schedule Professional Cleaners 

Schedule professional cleaners to thoroughly clean the unit. A crew of professional cleaners can clean the unit in a few hours or less, depending on the size of your unit. This is a quick and easy way to make the unit presentable.

11. Take Pictures of the Unit

Take pictures of the property or videos to help prove the property’s condition before the new tenant moves in. Having updated pictures of your rental unit can make it easier to spot damage caused by tenants and wear and tear. 

12. Review Move-In Checklist With New Tenants and Sign 

After the new tenants move in, you should remind them to fill out and return the move-in checklist. Review the information on the checklist and if you agree with everything on it, then sign. Be sure to hold onto this document for when they move out.

Manage Your Rentals With Avail

Getting ready for new tenants can be stressful, but completing a new tenant checklist can help guide you. Once you’ve fully onboarded your tenant, you can use a platform like Avail to help streamline the rental process in various ways. With Avail, you can screen prospective tenants, collect rental fees, track rental property accounting, access lawyer-reviewed lease agreements, manage maintenance, and much more. 

Create an account to set up your rental properties and manage your rentals like a pro.