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Finding Tenants, Landlord-Tenant Law

How To Make The Perfect Tenant Welcome Letter

When you’ve found great new tenants, you want to ensure you get the relationship off on the right foot. A great place to start is to create your introductory letter.

This is different from your welcome card or notes that you might include upon moving in with your welcome pack. This is a letter or email that you send out to your new tenant before they move in with instructions and useful information to help them move successfully and as stress-free as possible.

Why send your tenants a welcome letter?

Sending a welcome letter to your tenants is an opportunity to get the relationship started on the right foot. You can make your new tenants feel at home and comfortable. It is also a great opportunity to outline any important information and details about the tenancy such as the next steps for their move in and how to report maintenance issues. Moving forward it’s important that you know your tenants have this information so that important factors such as handling rent payments and maintenance requests, are established and clear to both parties.

Even better, if you use an app like Landlord Studio, you can easily manage these communications and send automated rent reminders. It’s also a good time to suggest your tenants set up automatic online rent payments.

The welcome letter also allows you to outline the rules around the tenancy one last time. For example, you can let tenants know which day the trash is collected which will help avoid overflowing bins and potentially HOA or city fines.

Finally, the tenant welcome letter will answer all your tenants’ frequently asked questions upfront and eliminate the need for your tenants to contact you when issues arise. For example, your tenant might ask about setting up internet and whether there is fibre optic in the unit. When creating your welcome letter try and think about the questions tenants might ask or have asked n the past and answer them before the new tenant asks.

When to send your welcome letter

The best time to send the welcome letter is after the lease has been signed by both parties but before the key handover and move-in days.

The reason for this is because one part of this welcome letter is to inform your new tenant of move-in details, when and how to collect the keys, and so on. 1 to 2 weeks before the move-in date is normally a good time to send the letter.

Some tenants are more proactive than others and may get contact to ask specific questions, like how do they set up utilities way ahead of time. If you get a tenant like this, feel free to send the whole welcome letter.

One thing to note is if they haven’t yet signed the lease make sure to delete any sections that are sensitive. For example, if you have a lockbox with a code they need to pick the keys up from don’t share the code with them yet. Instead, replace it with a note that details for key collection will be given closer to the move-in date.

What goes into a new tenant welcome letter?

Your welcome letter should provide the following information:

  • Next steps and move-in details
  • Setting up utilities
  • Reminder about renters insurance
    • Some states allow you to require renters insurance. If applicable we suggest you do so in your lease agreement to help protect you and your property from liability claims in case of an injury on the property.

Read: What every landlord needs to know about renters insurance.

  • How to pay rent (We recommend using Landlord Studio for online rent collection which allows tenants to set up recurring bank to bank transfers.)
  • How to report maintenance issues
  • Information on garbage collection
  • Parking information – if relevant
  • Neighborhood guidance
  • Contact info.
Download Welcome Letter Template

Best way to send the welcome letter to new tenants

The easiest and most practical way to send your welcome letter is by email. It means they can’t lose it, and they can quickly reply if needed with any follow-up questions. Plus, you can include relevant links to things like the local council website with information on trash collection, or with public transport timetables.

We also suggest leaving a printed copy with your welcome package on the kitchen table.

Final Words

Getting your relationship with your tenants off to the best possible start is good practice. Small things like an informative welcome letter and a welcome package will yield fantastic returns on investment. Your tenants will be more respectful of your property and be easier to manage. As the saying goes, ‘a little goes a long way,’ and that is especially true in this scenario.

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Ben Luxon

Ben is the editor and lead writer for Landlord Studio. He has worked with real estate professionals all over the world and written educational articles on tech, real estate, and financial growth for sites such as Forbes, TechBullion, and Business Magazine.

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