Free Tenant Welcome Letter Template
You might not think of your renters as “customers,” but as a landlord, you’re providing them with goods and services — a place to live, and an assurance of regular maintenance and upkeep — in exchange for monthly rent. Putting a little effort into customer service when you find a new tenant can help foster a positive landlord-tenant relationship and, ideally, lead to a reliable long-term renter.
One way to make a great first impression is to send your new tenant a welcome letter. A tenant welcome letter includes move-in instructions and useful tips to ease their transition into a new home.
What to Include in Your Letter
- How to set up utilities and use them
- A reminder about renter’s insurance (if you require it)
- Where to pick up keys
- Details about move-in day
- How to pay rent and utilities
- How to report maintenance issues
- Where to throw away trash and what day trash is collected
- Measurements for things like the windows (in case tenants want to install curtains)
- Parking/towing information
- Neighborhood guidance
- Condition of the property
- Contact information
Other Ways to Welcome Tenants
You can provide a small gift to the tenants, such as a bucket with some cleaning supplies or mugs with the city’s name. While this isn’t necessary, a small token goes a long way toward creating a solid relationship between you and your tenants, as landlord-tenant relationships are sometimes strained. A strained relationship creates havoc, causes tenants to break leases, and may even require court intervention.
When to Send the Letter
The best time to send out your welcome letter is after the tenant has signed the lease and before you give them the keys. Your tenant(s) should receive the letter 1-2 weeks prior to their move-in date. After all, the letter will contain important information regarding the move-in process.
Some tenants like to be proactive and get everything in order ahead of time. If you have a tenant reach out to your beforehand, asking questions about moving in, go ahead and send them the letter then. That way, you can already answer any other questions they might have.
How to send a new tenant welcome letter
Email is probably the fastest and most reliable way to send a new tenant welcome letter. The tenant can easily reference the letter when needed and quickly reply to the email if they have any follow-up questions.
Email also allows you to include links to helpful websites like local utilities, service providers and neighborhood resources.
If you want to go the extra mile, you can leave a printed copy of the welcome letter along with a modest welcome package on the kitchen counter so the tenant starts to feel at home as soon as they move in. The package could include local takeout menus, some household “must-haves” like light bulbs and toilet paper, and perhaps a gift card to a nearby coffee shop or bakery.
After your tenant has picked up the keys and moved their stuff into the unit, make sure you receive the completed move-in checklist from them. From here on out, you should notify tenants of any changes on the property and maintain a good line of communication.