Landlord Introduction Letter: Introducing Yourself To New Tenants

A new landlord introduction letter is a great way to introduce yourself to the tenants when you take over an existing tenancy.

When you take over a new rental property with an existing lease and tenants, you will want to establish contact with those tenants using a new landlord introduction letter to inform them of the changeover. This article outlines what and why exactly you will want to use a landlord introduction letter as well as provides a free introduction letter template to help get the management of your new property started on the right foot.


Why You Need To Send A New Landlord Introduction Letter

Although the previous landlord may have given the tenant some indication regarding their successor, the new landlord must take the reigns of communication from the get-go of managing the property. The first and most obvious reason for sending a new landlord introduction letter is that personally delivering your contact details in a new landlord introduction letter to your new tenant will go a long way to helping establish a positive relationship with the tenant.

It will reassure them that their living situation isn’t in danger and it gives you the opportunity to outline any changes from the previous landlord. Moreover, laying the grounds for communication with a new tenant will allow maintenance requests to be handled smoothly.

How To Introduce Yourself To Existing Tenants

With a new person in charge of their rental, it’s not unsurprising that tenants may be worried about what happens next. An introductory letter is a perfect opportunity to reassure and put your tenants at ease.

Ensure that you have a friendly and warm opening in your landlord introduction letter followed by a reassurance that you’re looking for a healthy and transparent relationship with your tenants. It might be a good idea also to conduct a first house inspection to meet the tenants in person. Here, you can make sure that your tenants are clear on what is expected from them and go over the finer details of the lease agreement.

What To Include In Your New Landlord Introduction Letter

There are a few key points that need to be covered in your new landlord introduction letter. Here’s a list of the core topics to make sure you touch on:

  • Personal introduction
  • Provide contact details & preferred method
  • Attach documents regarding continued occupancy
  • Explain the process of rent payment
  • Outline how to submit a maintenance request

Also, it’s advised that the landlord attach a Tenant Update form to their introduction letter. This form will allow tenants to supply their most recent updated contact information plus additional details like vehicles, pets, employment information, and emergency contacts.

A template for a Tenant Update form can be found here.

If you purchased a property that is under property management and plan to keep the same management company then you may not need to introduce yourself at all. It is a good idea to consult with the property management company in this scenario who should be able to direct you on the best way to introduce yourself (if at all).

While there is a lot of information to include in the new landlord introduction letter, it’s best to keep it brief and straightforward.

What To Do If You Want The Tenants To Continue Living At The Property

This decision will ultimately be up to the tenant to decide. After a kind introduction, you’ll want to begin the foundations of the new management processes with the tenant. The following points should be outlined in the letter:

  • Offer an inspection date to meet the tenants in person
  • Expectations for rent payment (You may want to request tenants to start paying rent online)
  • Protocol for reporting maintenance issues

It’s very likely the previous agreement would cover grounds regarding the above but it’s important to clarify with the tenant if there are any changes requested on their behalf.

What To Do If You Want The Current Tenants To Move Out Of The Property

Regardless of your intentions with the property, the tenants have rights. If the tenants are on a fixed-term lease, the best course of action is likely to allow the lease to expire and to send them a letter of non-renewal informing them at the end of the tenancy period informing them that you will not be renewing the current lease agreement. There are, however, a couple of options for landlords if they want tenants to move out of the property prior to the expiry of the existing lease. Any lease can be legally terminated before its end date if both parties agree.

  1. Renegotiate the lease agreement
  2. Buy them out of the lease agreement
  3. Trigger a clause in the lease agreement

Landlords may be successful in reaching an agreement about an early lease termination if they offer incentives like covering the cost of moving expenses or offering a rent discount. Expanding on point 3, some lease agreements come with a clause that states if the landlord sells or transfers the property then that landlord may have the power to terminate the lease.

It should be noted that a tenant has no obligation to break the tenancy agreement they signed. If they’re unwilling to renegotiate the lease, you have no recourse as forcibly breaking the lease may leave you exposed for being sued.

If the tenants are on a month-to-month lease, they have fewer protections for staying at the property after a sale and you can choose to end the tenancy using a written notice. Depending on your state or city, you are required to notify your tenants before they must move, typically 30-90 days in advance. It is extremely important to check with local and state laws to ensure this is handled legally and properly.

Then, when it’s time to find new tenants, ensure you use a good tenant screening process to find reliable tenants that won’t cause headaches.

Free Landlord Introduction Letter Template

Here’s an example of how a brief yet informative landlord introduction letter should look:

Dear [insert names of tenants],

My name is [landlord name], I and [other property owners] are the upcoming new owners of [property address]. The forthcoming change in ownership will be in place from [date]. It is a pleasure to be taking over, and we look forward to meeting you. The purpose of this letter is to advise you about the following:

  1. A notification regarding the change in ownership of the property. If any queries regarding the lease agreement, maintenance, or general matters arise, please contact me at [contact detail]. Regarding rent, please have rent [preferred rent payment method] and addressed to [landlord].
  2. I have been made aware of your prior lease agreement and know that you have a security deposit of [$ security deposit amount]. If you wish to change the method of rent payment, we can happily discuss this possibility. In addition, the monthly rent has been set at [$ rent amount] and is expected to be paid on the [day] of every month. The previous landlord has informed you have no pets; however, if you are interested in getting one, we will need to discuss this. There will be a pet deposit and a monthly pet fee.
  3. A request to fill out the necessary documents regarding the continued occupancy: this new agreement comes into effect from [date]. These documents will also give information regarding the rules of the property, domestic violence protections, and my contact details.

Upon maintenance or repairs being needed, please contact me via my details as listed below. My preferred method of contact is [method of contact]. For emergencies please [other method of contact].

  • [email address]
  • [mobile phone number]

It shall be known that utilities and lawns are your responsibility. However, if there are any concerns regarding any aspect of the property, I am happy to discuss resolutions.

I would love to organise a time in the near future for a property inspection so that we can meet in person and discuss any queries you have regarding the new change in ownership or the property.

Please send the paperwork back by [final deadline]. If the paperwork is not sent back, it will be interpreted that you do not wish to proceed with the new tenancy agreement and thus will end the occupancy from the [date of new agreement beginning].

Kindest regards and look forward to hearing back from you,

[Landlord name]

Final Words

There is no question you’ll want to set a warmhearted tone for a new landlord introduction letter. Coming across as understanding and considerate will make the tenants far more inclined to stay. As mentioned, you will have likely been briefed regarding their previous lease agreement but it’s courteous to reach out and clarify where your tenants stand and what changes (if any) they can expect.

The above template covers the key points that should be covered in the letter. Keeping it brief is important as any subsequent questions or points can be covered in the first in-person property inspection. As lease agreements do vary in their content and obligations, keeping communication open with your new tenants is vital in ensuring you’re always on the same page.

For tips on how to introduce a new tenant to your existing property, read: How To Make The Perfect Tenant Welcome Letter