Tenant Welcome Letter
Congratulations! You’ve found new tenants and you’re ready to welcome them to your property. Up until now, you’ve put in a lot of work: you’ve listed your property, screened tenants, signed a lease, and now you’re ready to help your tenants settle in.
Why should you send a welcome letter?
Welcoming your tenants is an opportunity to provide information and make your tenants feel at home. Moving forward, you’ll be handling rent payments and maintenance requests, so it’s good to establish a positive relationship from the start.
Your welcome letter will also help tenants remember and follow rules. For example, as you’ll see in our template below, you should let tenants know which day the trash is collected. Letting your tenants know will help you avoid overflowing trash bins, and potentially city fines.
You want to answer your tenants’ questions up front to eliminate ad hoc questions coming up later on. For example, your tenant might ask you, “What cable options are available for this unit?” But if you send them this welcome email, then you can answer these questions before they need to ask.
And last, sending a welcome letter shows your tenants you’re a helpful, professional landlord.
What should your welcome letter tell tenants?
Your welcome letter should provide the following 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
- Contact info
When should you send your welcome letter?
The best time to welcome your tenants is after you’ve signed the lease, but 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 should you send the 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.
Welcome Letter to New Tenants
Below, you’ll find our welcome letter. Keep in mind that it’s a template, so you’ll need to edit the information. We bolded information that you’ll need to update.
Hi Ben and Lucy,
I want to provide you with some information to help your move go smoothly and to welcome you to your new home.
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:
Gas: People’s Gas
Cable/Internet: Comcast, RCN, AT&T, or DISH
If you haven’t set up your utilities yet, I recommend using My Utilities. They allow you to type in your new address and then pick and choose the utilities you need. My Utilities is essentially a concierge service. You tell them what you want, they coordinate with the companies via phone on your behalf, and then they follow up to make sure appointments get set up. They keep you informed all along the way. It’s an easy way to set up everything at once, with less work.
As stated in your lease, please keep in mind that renters insurance is required. While we have landlord insurance, this policy does not cover your belongings. I recommend getting renters insurance through State Farm. This will protect you in the case of theft, a fire, or an injury on the property. Tenants in the past have said it costs about $12 per month.
Please text/email/call at 847-888-9999 me the day before your lease begins, June 30th, to arrange to pick up your keys. Typically, if it’s during normal business hours, you can pick up your keys from my office/Starbucks at 345 Main Street. 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 $50 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.
As we discussed, your lease start date and move-in date is July 1st. Move-in time starts at 4:00 pm 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.
We recommend hiring professional movers. They’re less likely to damage your belongings and the property during the moving process, and they’re insured. Rentalutions has a partnership with Two Men and a Truck. I’ve referred tenants in the past and I’ve heard great things.
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.
You have already paid your first month’s rent, move-in fee, and pet fee. Your next payment will be due August 1st. If you have any questions about paying rent with Rentalutions, you can contact them at email@example.com. 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 late fee of $50.
If there’s a maintenance issue or a necessary repair, please notify me through the Rentalutions 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 at 847-345-6655 OR contact an emergency repairman directly at 345-444-7777. For other emergencies, please call 911.
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.
There is zoned street parking available on Main Street. Past tenants have purchased permits from the city for about $120 per year. We also have an available garage space. You can access the space from Main Street/Alley.
You’re moving to a great part of Chicago! 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 Whole Foods at 444 Clark Street.
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.
You can find my contact info in your Rentalutions account at any time. Contacting me through Rentalutions is typically the best way for us to keep track of everything. If the need arises, you can call, email, or text.
I hope you will be happy in your new home! Please do not hesitate to reach out to me.
Sending this letter will be extremely helpful to your tenants as they prepare for moving day. Once you send it, there are three important next steps:
- Professionally clean your unit
- Provide keys to your tenants
- Set up online rent payments so you’re all set to start receiving rent!
- Review the move-in checklist to make sure your tenants noted the condition of the property
Sign up now to start collecting rent with Rentalutions and manage your entire rental property online.
Also published on Medium.