Crafting the Perfect Welcome Letter for Tenants

Learn how to make new tenants feel at home through a warm, informative welcome letter guiding their tenancy.

By
Nichole Stohler
|
Last Updated
December 13, 2023
Crafting the Perfect Welcome Letter for Tenants

As a landlord or property manager, first impressions matter. Crafting a personalized welcome letter for your tenants makes them feel genuinely appreciated while allowing you to immediately set clear expectations. This thoughtful introduction prevents future headaches and fosters positive interactions from day one.

So, if you're looking to start off on the right foot with your new renter, join us as we dive in and learn how to write a tenant welcome letter. You'll create a lasting connection with your tenants and establish a positive landlord-tenant relationship, helping to keep good tenants around for the long haul.

What is a welcome letter for tenants?

A welcome letter for tenants is a communication from a landlord or property manager to new tenants when they move into a rental property.

It serves as an introduction between the two parties and provides tenants with the information they need to settle into their new rental smoothly.

Why should you send a tenant welcome letter?

A thoughtful welcome letter gives landlords the chance to establish a good relationship with their tenants from the beginning of their lease agreement. It helps tenants settle in comfortably, outlining important details and suggesting fun places to explore.

More than just a formality, a new tenant welcome letter reminds tenants of the agreed-upon rules and regulations, promoting a harmonious living environment.

What to include in a tenant welcome letter

An effective tenant welcome letter should include these details:

  • Contact details for the property manager.
  • Date and time of property owner and tenant walkthrough.
  • Key collection instructions and timing.
  • Laundry room guidelines.
  • List of property regulations.
  • Maintenance request process and reporting guidelines.
  • Moving-in checklist.
  • Neighborhood details, including zoning and noise ordinances.
  • Parking instructions.
  • Reminder for renters insurance (required or recommended).
  • Rent amount, due date, and payment methods.
  • Storage options for personal belongings.
  • Tips for move-in day.
  • Trash and recycling information, including the collection schedule and bin locations.
  • Utility setup information.

When to send tenants a welcome letter

Timing is important when it comes to sending a welcome letter to tenants. It is best to send the letter after both parties have signed the lease agreement but before handing over the keys.

Aim to send the welcome letter around one to two weeks before the scheduled move-in date, if possible. It allows the tenant enough time to review the information and prepare for their upcoming move.

Sending the welcome letter in advance allows the tenant to become familiar with the property and the surrounding neighborhood before their move-in day.

Tenant welcome letter template

Below is an example of a tenant welcome letter you can use for your rental property:

Hi [Tenant’s Name],

Welcome to your new home! We’re thrilled to have you living at [rental property address].

Below, we've provided some useful information to help you prepare for your move-in on [move-in date]. If you have any questions, please contact me at [landlord or property management's phone number and email address].

Property walkthrough

Before moving in, we'll walk through the home together to inspect and document its condition. You’ll receive a move-in checklist listing the items we’ll review. Please meet me at the property on [date] at [time]. Let me know in advance if you need to reschedule.

Key details

You can pick up the keys to your new home on [date] between [list hours available]. Please let me know if you need to collect the keys at a different time.

Move-in day

Feel free to start moving belongings in on [lease start date]. If using a moving truck or service, they can park [logistics].

Utilities

Be sure to activate the necessary utilities using this reference outlining providers and contact points:

  • Electricity: [local electric utility information, including website]
  • Gas: [local gas utility information, including website]
  • Cable/internet: [local cable/internet utility information, including website]
  • Water: [local water information, including website]

Renters insurance

Please note that per the lease agreement, you must have renters insurance to protect your personal belongings from theft or damage. We require a minimum of [amount of coverage] coverage for the property at [property address]. Check with your insurance company for a quote.

Rent payment

As the lease specifies, your rent amount is [list amount], and your first month's rent is due on [date]. You'll receive an email invitation to set up online rent payments for your convenience. Be sure to review your lease terms around paying rent, including pet fees, due dates, grace periods, move-in fees, and late fees.

Maintenance issues

Please report maintenance issues as soon as possible. For emergencies, contact our emergency repairman directly at [phone number or email address]. For other maintenance requests, contact [contact details].

Recycling and trash collection

Recycling and trash should be placed at [add location]. Please make sure that items are in the appropriate bins. Recycling collection is on [day], and trash collection is on [day].

Parking

On-site parking is available at [location]. Parking fees are [fee amount and how often to pay]. Guest parking is available at [location].

Property rules

Please familiarize yourself with the property guidelines, including the rules and regulations listed in the lease. If you have any questions, feel free to ask.

Laundry room

An on-site laundry facility is available at [location] with units that cost [price] per cycle. You'll need to supply your own laundry products, including detergent.

Neighborhood guidance

To help you get acquainted with the area, here are a few neighborhood cornerstones:

  • Grocery stores: [list nearby stores]
  • Public transportation: [list names and links to local transit]
  • Bus stop: [add route and location]
  • Restaurants: [list local restaurants and coffee shops]
  • Attractions: [list local attractions and amenities]

Condition of the property

We take pride in creating a welcoming and safe living space. We make sure to complete all necessary repairs and maintenance before you move in.

Note that the lease requires you to keep the home clean and report any maintenance issues as soon as possible. We expect the property to be left in the same condition when you move out at the end of your lease.

We hope this information helps you settle into your new home, and we wish you a pleasant stay! If you need anything or have any follow-up questions, please don't hesitate to contact us.

Best,

[Sign your name]

[Add contact information]

How to send the welcome letter to new tenants

Opting for email is the most efficient method to deliver your new tenant welcome letter. The speed of electronic communication makes sure that your tenants receive the information promptly.

Sending via email allows for quick reference and facilitates seamless communication and an option for tenants to respond with any questions.

Using email for your tenant welcome letter also means that you can incorporate hyperlinks to valuable online resources, such as local utilities, community services, and neighborhood information. It makes it easier for the tenant to access information and streamlines the tenant's onboarding process.

Welcome letter to new tenant

Crafting a thoughtful and informative welcome letter has immense value as a landlord’s first impression. It demonstrates a commitment not just to providing key details but to fostering a positive rental experience.

The journey of a successful tenancy begins right here. A welcome letter sets the tone early on for open communication and proactive problem-solving. When new tenants feel genuinely informed, supported, and cared for from day one, you establish a rapport that pays dividends for the long haul.

Use this crucial introduction to show that a positive rental experience is your priority, too.

Welcome letter for tenants FAQs

Should a welcome letter be personalized for each tenant?

Yes, it's a best practice to personalize the welcome letter for each tenant. It can include addressing them by name and including specific details about their rental unit.

Is it necessary to send the welcome letter electronically?

While electronic delivery, such as via email, is efficient, you can also send physical copies. Electronic communication is ideal since it allows for quick reference, easy updates, and the inclusion of relevant links to helpful online resources.

Nichole Stohler

Nichole co-founded Gateway Private Equity Group, with a history of investments in single-family and multi-family properties, and now a specialization in hotel real estate investments. She is also the creator of NicsGuide.com, a blog dedicated to real estate investing.

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