How to Write a Tenant's Move-In Letter
Getting used to a new apartment can be a confusing task when you're trying to remember the rules, unpack and keep the kids from bouncing on the bed, all at the same time. Property management can make the transition easier by providing the tenant with a move-in letter, a quick reference that covers the things they need to know.
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Instructions
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List your contact numbers, both for your office and in an emergency so they can reach you during off-hours. As the property management contact, you must be accessible at all times or appoint another party to take over while you take time off.
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Detail rules that were too numerous to put in the original contract, and refer to the move-in letter within the contract. If you are providing additional tenant screening regulations, you must attach the move-in letter to the contract as a rider and have both parties sign it.
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Include the proper way to maintain appliances and utilities on the property. Detail instructions for setting the heating and cooling systems, operating the dishwasher and correctly using the commons areas.
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Mention the policy on roommates, tenant screening, how to terminate tenancy, how to report maintenance problems and the safety procedures in place. If your building has a fire escape plan, include it here.
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Add information the new tenant will need within a few days of occupying the unit. List the names and important contact numbers of the utility providers that will service the unit. This might include telephone, Internet and cable TV provider and power suppliers.
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Tips & Warnings
Provide the information in a concise, easy-to-read format. Use bullet points and highlight the most important information and headings. A tenant will usually scan the move-in letter and then refer to it in detail when the need arises.
As the property management official, pay close attention to all fair housing laws and tenant screening practices.
