Property managers who have a waiting list for their houses or apartments sometimes begin rental agreements with new tenants without having an exact move-in date for them. It is difficult to determine how much work the apartment will require when the old tenants move out, and this can have a large impact on how long the new tenants have to wait before they can move in. When the property manager has an exact date, she will send the addendum to the rental agreement that specifies the move-in date.
Type the current date, skip a space, and type the new resident's name and current address on separate lines. Skip another space.
Create the salutation by typing "Dear Mr./Ms. (Tenant's last name)" followed by a colon.
Begin the letter by thanking the new tenant for her patience and remind her of the reason for the delay.
Tell the tenant the move-in date, and give her any information that she needs to know before moving in. For example, if the tenant can only park the moving truck in a certain area of the parking lot, she needs to be aware of that fact. The tenant may also need to be reminded to do a walk-through in which she will inspect the apartment and sign for any damage that she notices.
Close the letter by telling the tenant that you look forward to seeing her and her family (if applicable), and to call if she has any questions before she moves in. Refer to the rental agreement addendum that specifies the move-in date. Ask her to sign it and return it to the rental office when she moves in.