First-Time Landlord Checklist: 9 Things To Follow For Success

Renting out a house for the first time? It’s okay to be nervous. After all, moving is as stressful for landlords as it is for tenants. As a new landlord, you need to learn all the legalities involved in leasing out a property. But with the right preparation and tools, it can also be a smart path to passive income and long-term wealth.

That’s why we’ve put together this first-time landlord checklist—a step-by-step guide to help you protect your investment, stay compliant, and create a better experience for both you and your tenants.

Pro Tip: Using a property management platform like Landlord Studio can help streamline everything from screening tenants to tracking income, collecting rent online, managing maintenance, and staying legally compliant—all in one place.

First-Time Landlord Checklist: Nine-Step Guide

What to do for first-time landlords? Well, checklists are very useful tools, particularly for inexperienced people. They help organize your tasks and make sure you don’t miss anything.

For landlords, it’s even more important to follow the process, particularly the legal nitty-gritty. Otherwise, you’re liable to legal action from your tenants.

To prevent any unwanted situation, here’s a landlord checklist for you to follow:

1. Prioritize Safety & Property Readiness

Firstly, your tenant’s safety is your top priority. In order to ensure your tenant’s safety, the very first item on your landlord checklist should be to perform routine checkups of the property to ensure everything’s okay. Additionally, depending on the country you live in, there’s a list of safety measures you need to take legally.

For example, landlords have to install (functional) smoke alarms on every floor of their property.

Moreover, carbon monoxide detectors need to be installed in every room that has a fuel-burning appliance (namely the kitchen).

Here’s a list of things you need to ensure are safe and viable to live in:

• Working smoke alarms on every floor
• Carbon monoxide detectors near fuel-burning appliances
• Sound structure (roof, stairs, walls, flooring)
• Functioning plumbing, electrical, and HVAC systems
• No pest infestations or environmental hazards like mold or lead paint

With Landlord Studio, you can store inspection reports, schedule maintenance reminders, and log property condition notes, keeping everything documented and easy to access.

2. Complete All Repairs and Cleaning

If the property isn’t move-in ready, now’s the time to fix it up. Ensure:

• Doors, locks, and windows work properly
• Light fixtures and appliances function
• The unit is thoroughly cleaned

A well-maintained unit attracts higher-quality tenants and can justify a higher rent price.

If there’s a solid foundation, you won’t need to perform maintenance jobs as frequently and by taking care of maintenance requirements now you can reduce your maintenance costs in the future.

3. Check Local Energy Efficiency Requirements

While not federally mandated in the U.S., some cities and states have minimum energy efficiency rules. In essence, you need to ensure your property is safe and habitable and meets the minimum energy efficiency standards. For example, in hot climates this might mean air-conditioning, in cold climates it might mean minimum insulation levels.

At the very least, a more efficient home:

• Saves tenants money on utilities
• Makes your property more appealing
• Justifies higher rent

Note: You can track utility reimbursements and improvement costs using Landlord Studio’s income and expense tracking features.

4. Screen Tenants Thoroughly (and Legally)

Tenant screening is your first line of defense against future issues. Run:

• Credit reports
• Criminal background checks
• Eviction history
• Employment and income verification
• Identity verification (e.g., government-issued ID)

With Landlord Studio's in-built tenant screening service, you can request comprehensive TransUnion tenant screening reports (including credit, criminal, and eviction data) in minutes—no need for a separate service.

5. Create and Sign a Legally Sound Lease Agreement

Once you’ve found your tenant, the next step when renting out a house for the first time is to come up with an appropriate lease agreement. A lease agreement should include:

• Name of all parties involved (tenant and landlord);
• Term of the agreement;
• The amount of rent (over a certain time, and potentially how you will be collecting rent as well);
• Terms for security deposit and other fees;
• Right of entry*;
• Prohibition of illegal activity and other disruptive practices;
• Agreement for maintenance;
• Accountability for damages to the property;
• Right to keep pets (or not);
• Limitations on tenancy (for example, subleasing).

*Right of entry states the conditions under which you, the landlord, are allowed to enter the property and with what amount of notice. For example, landlords can enter their tenants’ homes to perform repairs or routine maintenance.

Once you have the lease agreement, have a lawyer or legal expert go through it. Afterward, go through it with the tenant (in detail) to ensure no amendments are needed. If both parties are satisfied with all the terms, have the lease signed and dated.

Note: Landlord Studio allows you to track leases and tenants, store and organize lease documents, and even automate tenant communications

6. Collect the First Month’s Rent and Security Deposit

The next piece of business on your landlord checklist is collecting the first and last month’s rent. If you’re a first-time landlord, this must be very exciting. As any experienced landlord will tell you, always collect the first month’s rent as well as the security deposit before the tenant has moved in.

There may be certain exceptions to this rule. For example, if your tenant is getting government aid, he/she can pay after the move-in date. Check for other exemptions under real estate law guidelines.

As for the last month’s rent, some states allow you to collect this at the beginning of a lease as well. However, it’s not always necessary or advisable.

Landlord Studio’s online rent collection lets tenants pay rent and deposits directly through the app. Plus, automate receipts, reminders, and late fees to help reduce the chances of late and missed rent payments.

Related: The Best Ways to Collect Rent from your Tenants

7. Change the Locks (Or Go Keyless)

Are you done with the above? Now, it’s time to get the locks changed. Technically, this step is only applicable if people were living in the property before the new tenant. If the tenant is the first ever to live there, you can ignore this step.

However, if not, changing the locks is both a safety measure and a way to protect yourself from possible legal issues.

Consider Wireless Commercial Door Locks

Changing the locks every time a property welcomes a new tenant can become a time-consuming and costly exercise that can easily be avoided. Many landlords are now making the shift towards a wireless commercial door lock system, or ‘keyless access’ as it is commonly known, where doors are unlocked using keycards or through a mobile phone.

Benefits include:

• Improved security
• No rekeying required
• Access can be updated remotely
• Better for multi-unit or short-term rentals

This is especially popular for landlords operating short term rentals where there are a lot of guests coming and going.

8. Conduct a Move-In Inspection with a Checklist

This is an important step. When your tenant finally moves in, go over the move-in checklist together. The move-in checklist is a document that specifies the condition of the rental unit. This is essential as both proof of the unit is safe and habitable, and also will be used should disputes arise over any deposit deductions at the end of the tenancy.

In sum, a move-in checklist includes:

• Tenant’s name, address, and apartment number;
• The move-in date;
• The move-out date (end of the lease);
• Inspection results (both move-in and move-out);
• State of each room in the unit (upon both move-in and move-out);
• Proof that safety devices (like smoke alarms) are functional;
• Your signature;
• The tenant’s signature.

Once the tenant has looked it over, have him/her sign and date it as proof. As you can infer, move-in checklists are very important as they allow you to track the changes in your property over time.

Remember to Give Your Contact Info

This may seem like a small thing to have on this list but think of it as a fall-safe. In case of emergencies or complaints, tenants need your contact information. Responsible landlords always provide their contact information with prompt response rates.

However, ensure your tenants know to call within business hours (unless there’s an emergency).

See if There Are Any Special Requests

Sometimes tenants have special requests so it’s a good idea to have this on your landlord checklist so you don’t forget to check. For example, the tenant may want to paint the walls another color as opposed to the standard white. Additionally, you may receive a disability accommodation request.

If the request is based on wants more than needs, you can decide whether you want to accommodate it or not. However, ensure that the condition is within the lease. Charging an extra fee for re-painting the walls is okay as long as it’s in the lease.

On the other hand, if you receive a request to accommodate a disability, you’re legally bound to follow through.

9. Provide Required Documentation

If you’ve gone through our first-time landlord checklist, you know there are many documents you need to give/show your tenant.

Some we’ve mentioned above, but here are the rest:

Depending on your location, you may be legally obligated to give tenants:

• A government-issued lease checklist or disclosure booklet
• Security deposit handling details (e.g., where it’s held. Required in some states.)
• Safety certifications (e.g., gas, lead paint)
• Contact information for the landlord or property manager

Review this guide to state by state security deposit laws to learn more.

Bonus: Don’t Forget These First-Time Landlord Tips

• Give clear contact instructions: Tenants should know how and when to reach you.
• Log special requests: Requests to repaint, install fixtures, or accommodate disabilities should be documented and confirmed in writing.
• Stay organized: Tax season is easier when you track everything from day one. Landlord Studio makes income and expense tracking easy. Plus, you can instantly generates tax reports, and it even helps you prepare your Schedule E

Conclusion

SBecoming a landlord for the first time can feel daunting—but with a smart system in place, it doesn’t have to be. This checklist is your roadmap to success, helping you protect your investment, stay compliant, and start building wealth through real estate.

If you think this is too much work, you can always try real estate crowdfunding to invest in real estate for passive income.

Learn how you can streamline your rental accounting and management with Landlord Studio →

This is a guest post by Financial Wolves, a blog about making money with side hustles to help you achieve financial freedom.

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