Finding a new tenant isn’t always the easiest process for landlords, and it can often be just as stressful as finding a new home is for tenants. Once you find the right tenant, a well-written tenant welcome letter is the perfect tool for setting the right tone and alleviating a lot of the built-up anxiety leading up to the move-in date.
What is a Tenant Welcome Letter?
A tenant welcome letter is exactly what it sounds like – a letter sent by the landlord to the tenant that welcomes them to the new property. A great tenant welcome letter, however, goes far beyond simply welcoming tenants – it provides them with lots of information about their new property.
If you put a lot of effort into your rental properties – you conduct regular maintenance, screen applicants, create your own rental lease agreements, and so on, you want to convey this to your incoming renters and let them know that you are a professional landlord.
A tenant welcome letter is a perfect medium for doing so, as it gives landlords a chance to outline rules and regulations, rent payment terms, how to exchange keys, and any other important thing you would like your renters to know.
Tenants moving into a new property usually have lots of questions and a renter welcome letter can contain many answers.
Things to Include in Your Welcome Letter
What to include in your letter will be tailored to your specific property, but there are many common items that you should consider including in your letters.
Here are items to include in your tenant welcome letter:
- How to exchange the security deposit for keys
- Rules about duplicating or lost keys
- How to set up utilities
- Parking information
- How to handle noise complaints
- Move-in date and walkthrough
- How to pay rent
- Whether you require renters insurance
- Whether you accept partial rent payment
- Reporting maintenance issues
- Renter responsibilities such as replacing AC filters
- Trash pickup details
- Landlord contact info
- Laundry and storage details
When to Send the Letter
The ideal time for sending the welcome letter to your renters is after you sign the lease and before the move-in date. The sooner after signing the lease the better, as doing so will prevent many ad-hoc questions by your renters.
If you find yourself still working on your tenant welcome letter after signing the lease, let your renters know that one is coming and that it will contain answers to many of their questions and more.
How to Send the Letter
The best way to send the letter these days is via email. It is the quickest and most convenient way and will serve as a reference for you and your renters throughout the tenancy period.
Sample Tenant Welcome Letter
Below is an example of a well-written tenant welcome letter. Keep in mind this is just one example and your letter should be tailored to your specific property
Subject: “Welcome to my property!”
The subject line should be short and sweet. If you have multiple properties, consider replacing “my property” with the street address so that you can later find it easier.
Hi [renter name],
I wanted to welcome you and provide you with some important information regarding your new home. Please review the below carefully and let me know if you have any questions. You can always reach me here at this email or on my cell – [enter your phone number].
As you know, your move-in date is scheduled for June 1st, which falls on a Friday. Please note that moving is not allowed over the weekend so I encourage you to try and complete your move that day.
Exchanging Keys for Security Deposit
Please prepare a cashier’s check for the move-in amount we agreed upon in the lease of [enter $ amount]. We will schedule a time on the day before your move-in for us to meet at the property. Please be sure to bring this check with you as I will not be able to provide you the keys without it.
If you lose a key or want to duplicate one, please let me know as soon as possible and I will do it for you. Please note that there is a charge of $25 per additional key and you are not allowed to create copies yourself, per our lease agreement.
During our meeting to exchange the keys, we will go through a move-in walkthrough checklist together where we will document the condition of the property. We will then both sign the checklist and I will take pictures of the property and share them with you.
At the end of your lease, we will compare the state of the property to its condition prior to your move-in and determine if none, a portion, or all of your security deposit will be used towards repairs.
You will need to setup electricity [enter electric company, for example, FPL], water [enter water company], and gas [enter gas company] under your own account prior to move-in. Please create accounts with each company or transfer existing accounts to the new address prior to move in.
If you would like to set up internet and cable – the following companies service the area: [enter companies servicing area, for example, AT&T].
Trash pickup is every Tuesday and Thursday mornings. Please leave the garbage can on the curb (but not on the street) no earlier than the night before pickup, and remove them no later than the evening of trash pickup.
I have invited you to this property on Zuby using your email address to which this letter is sent. Zuby is an app that you can download for free on the app store for your device.
Please download Zuby and sign up with this email. If you would like to sign up with another email please let me know and I will resend the invite.
Once you join Zuby and accept my invite, you will see the upcoming rent payments. You can make payments on Zuby for free. Please keep in mind that Zuby will automatically charge you for late fees according to the terms of our lease, so please pay rent on time if you would like to avoid the late fees.
Zuby also blocks partial rent payment, so you would have to pay the rent in full.
That is all for now. Please let me know if you have any further questions at this time.