You’ve just signed your latest rental agreement, handed over the keys, and filled your vacancy. It’s a great feeling. But, before your tenants move in and unpack, there’s one more step that wraps up the entire leasing process: sending the tenant welcome letter.
Landlords send tenants these onboarding letters to formally welcome them to their new space. By sending a friendly, informative message before their lease officially begins, you can help facilitate a smooth transition for renters.
Besides saying hello and congratulating them on their new space, a welcome letter provides essential information such as local resources, house rules, tenant responsibilities, and the best ways to reach you. Taking the time to write a clear, helpful letter sets the tone for a positive relationship and effective communication.
In this guide, we’ll discuss everything you need to know about a welcome letter for new tenants. We’ve even included a free, customizable PDF template to make the process quick and easy. Let’s get started!
Why Use a Welcome Letter for New Tenants?
Sending a well-crafted move-in letter sets expectations and builds trust, ensuring the lease starts strong. Landlords who include this step in their onboarding process can:
Establish a positive relationship: Making sure renters feel welcomed even before their contract’s start date can help prevent disputes and miscommunications. If issues arise, this first step could increase the likelihood that you and the tenant can handle the situation amicably.
Restate important rules: Even though you’ve already outlined the terms of the tenancy in the lease documents, it doesn’t hurt to reiterate the house rules. For example, you could mention things such as:
- Trash and recycling procedures
- Handling packages and mail
- Parking regulations
- Pet policies
It’s a helpful way to make sure tenants are aware of property guidelines and understand their contractual responsibilities.
Answer frequently asked questions: Stay one step ahead by thinking through common questions and answering them before tenants even ask. Discussing things like how they can request repairs and set up their utilities can help everyone save time (and potential headaches) during move-in.
How to Write a Tenant Welcome Letter
The information you include in your document depends on both your rental unit and policies. When writing your letter, we recommend putting yourself in the tenant’s shoes. Think about the items you’d want to know if you were new to the property.
Keep it friendly, informative, and clear. Instead of writing a long message, address the most essential points, such as:
- Property and neighborhood information
- Important rules and requirements
- Move-in instructions
Next, we’ll explain how to sequence your welcome message and the talking points to include.
Structuring the Move-In Letter
To create a coherent document, we recommend organizing the letter into three sections. The general flow of the outline should be as follows:
- Friendly introduction: First, welcome the tenant to the property.
- Informative body paragraphs: Next, provide specific instructions for moving in and the property’s rules.
- Hospitable conclusion: Lastly, wrap up the letter with a warm closing.
Always offer tenants the opportunity to contact you if they have any additional questions or concerns.
Specific Items to Include in a Tenant Welcome Letter
Make sure your welcome letter is complete by covering the following:
- Date: Don’t forget to document the date you send the letter.
- Tenant info: Include their name, phone number, and email address.
- Greeting: Open with a warm welcome.
- Move-in details: Include any information about the tenant’s arrival to the property, including where and when to pick up the key and how to set up utilities.
- Move-in inspection checklist: Some states, including Alabama (Ala. Code § 35-9A-301) and Massachusetts (Mass. Gen. Laws ch. 186, § 15B), require both landlords and tenants to sign a move-in inspection checklist documenting the property’s condition.
- Rent payment instructions: Explain the monthly due date and preferred payment method. If your lease includes a late fee, be sure it complies with state law. For example, Texas law caps late fees and requires landlords to notify tenants before charging them (Tex. Prop. Code § 92.019).
- Maintenance requests: Walk the tenant through the process of submitting repair work orders.
- Trash and recycling disposal: Provide a quick overview of the local pick-up schedule and bin locations.
- Laundry: If the washer and dryer are outside of the unit, consider covering laundry room protocols.
- Smart home features: Explain how to use any smart locks, thermostats, smoke and CO₂ detectors, and any other digital technologies.
- Parking: Outline parking protocols, including assigned spots and tow penalties (if applicable) for both guests and tenants.
- Renter’s insurance: Before you ask a tenant to provide their renter’s insurance policy, check your state’s regulations. For example, Oregon law caps the maximum coverage amount (Or. Rev. Stat. § 90.222).
- House rules: Highlight any important house rules, but keep it concise since you already cover them in the lease.
- Neighborhood guide: Consider adding a community map or a list of grocery stores, restaurants, and nearby public transportation.
- Property details: Include the floor plans and dimensions of each room.
- Emergency contacts and local resources: California (Cal. Civ. Code § 1962), Arizona (Ariz. Rev. Stat. § 33-1322), and a few other states require landlords or their agents to provide their contact information. You can also include utility usage hotlines and emergency services.
- Closing statement: End the note by inviting tenants to contact you with any questions or concerns.
- Property owner info: Include your name, contact information, and signature.
Pro tip: Since you already covered the majority of this information in the lease agreement, don’t feel like you have to over-explain. Remember, you don’t want this letter to look like a copy of the rental contract. Instead, use discretion when deciding which of these items are most important for your tenants.
What Not to Include
While a thorough welcome letter is a responsible way to start a tenancy, there are certain things you don’t want to mention in this document. We recommend avoiding:
- Sensitive information you don’t want falling into the wrong hands, such as the code for the lockbox containing their key.
- Negative topics, such as eviction protocols or withholding a security deposit, are better left in the rental agreement.
- Technical information regarding overly detailed or complex aspects of the lease, such as tenant subletting.
Keeping your letter positive and simple helps you avoid creating unnecessary confusion.
5 Tips for Writing a Tenant Welcome Letter
An effective letter strikes the right balance between professionalism and kindness. Keep these five tips in mind to get it right:
1. Be Professional
Just because it’s a conversational letter doesn’t mean it shouldn’t be professional. You’ve probably already met the tenant and made your first impression. But this letter gives you the chance to present yourself as a competent, put-together landlord running a serious business.
2. Keep It Friendly
Even though it’s a business relationship, you still want your tenant to see you as friendly and personable. Make sure the document maintains an overall light, upbeat tone as you explain essential information.
3. Avoid Typos
Error-free writing showcases your attention to detail and organizational skills. If your message has grammar and typing mistakes, it could distract renters from the points you’re making.
4. Omit Unnecessary Information
If you include too much, your tenant may skip over it or not even read the letter. Only include what’s practical and relevant to the renter at move-in. Avoid any detailed or wordy points you’ve already discussed in the rental contract.
5. Proofread the Final Draft
After writing, read through the document to ensure it covers the most essential information while remaining clear, concise, and approachable.
When should you send a tenant welcome letter?
As a best practice, send your letter after a tenant has signed the lease but before they’ve gotten the keys. We recommend sending the letter 1–2 weeks before their scheduled move-in date. It gives renters enough time to get acquainted with their new neighborhood and prepare to set up the utilities.
However, the timing is flexible. If your future tenant is asking several questions, you should send them their letter a little earlier.
What’s the best way to send a move-in letter?
Unlike more formal communications, most landlords send tenants their welcome letter by email. It’s quick, convenient, and lets you include online links to your rent payment portal or to local utility companies.
In addition to sending it over email, consider mailing it to their current address or leaving a copy in their new rental unit. Make sure it’s somewhere in plain sight, such as the kitchen counter.
Pro tip: Top landlords go the extra mile by leaving a small welcome basket or a neighborhood guidebook in their unit.
Use Digital Tools to Streamline Tenant Onboarding
Consider using property management software to send welcome letters, store important documents, communicate with tenants, and facilitate rental payments. Doing so can help both you and tenants stay organized since you’ll always know where to find essential forms.
By keeping all communication in one centralized location, you’ll create digital records that can help prevent miscommunications. If a dispute does arise, these records can help you defend yourself.
What’s Next?
After sending the welcome letter, you should:
- Document the property’s condition before the tenant moves in.
- Schedule a time to inspect the rental unit with the tenant.
- Prepare the move-in checklist.
- Maintain an open line of communication with the tenant after they move in.
With a well-written welcome letter and these final steps in place, you’ll facilitate a smooth move-in process and kick off a positive relationship with your tenants.
New Tenant Welcome Letter FAQs
How do you say welcome to a new tenant?
Give them a welcome letter before their move-in. Download our free template at the top of this guide to get started!
What to include in a tenant welcome letter?
- A warm introduction
- Property rules
- Important things tenants should know at move-in
- Landlord contact information
How do you introduce yourself to a new tenant?
We recommend sending a professional yet friendly welcome letter before they move in.
What should be included in a tenant welcome pack?
Give them a welcome letter, a copy of the lease agreement, and a property manual. For an extra touch, consider adding small gifts.
