Tenant Move-In Checklist: Ensuring a Smooth Transition
Moving in is the most exciting yet stressful period of a tenant’s life regarding renting a home, especially if the tenant has a whole family to care for during the process. The transition is demanding, both physically and mentally, as many emotions are also involved. As a landlord, you can make this process a lot easier for your tenants if you take proactive steps to ease the burden on their shoulders. Here is a checklist of what you can do to ensure a smooth transition.
Before Move-in Day
Let’s start with the period before the actual move-in day. There are lots of preparations that should be made before the move-in day to make it as stress-free as possible. During this period, furniture and personal belongings should be transported, and the necessary paperwork, cleaning, and setting up of the utilities should also be considered. If everything is ready, the actual move-in day will be a smooth and pleasant experience for the tenants.
Ensure the lease agreement is error-free
Before the tenants moves into the rental unit, you must have a comprehensive lease agreement ready for them to sign. This means the lease agreement should be as detailed as possible, with elements previously discussed with the tenants so they are fully aware of what they need to sign. Elements include the lease term, the rent amount, the rules and special requirements, and the responsibilities of both the tenant and the landlord.
Ensure the rental unit is ready to take in the new tenants
Make a final check to see whether everything is in order. Safety is a top priority in the rental unit, so check whether all safety devices are installed and functioning correctly. Take a closer look at the smoke detectors, carbon monoxide detectors, and fire extinguishers. Double-check the locks on all doors and windows.
Next, check the utilities, such as gas, electricity, and water systems. These utilities are the main ones that provide comfort to your tenants, so make sure they are in optimal condition. Don’t forget to schedule regular maintenance and notify the tenants when to expect it.
Once the tenants move in, they will be responsible for using and observing the utilities. Still, with regular inspections and maintenance routines, you will always know whether an issue is to be resolved.
Prepare a document with all the relevant information.
Hand over a pack of information to the tenants on their moving day, including essential details like emergency contact numbers, appliance instructions, trash collection details, recycling programs, information about local amenities, restaurants, and any other relevant information about the property or the neighborhood.
It is a good idea for the tenant to receive the guide or checklist that provides them with what they should know or understand before signing the lease. For example, consider including in the pack a copy of the signed lease agreement, any relevant by-laws, a set of keys, and any other information you want to share with them.
On Move-in Day
When the move-in day comes, the tenants will have a lot of work. You can play a crucial role in making it easier for the tenant family to settle comfortably in. The most important thing you should know is to communicate clearly with the tenants and have a welcoming vibe to help them feel at home during this stage. A smile goes a long way, and remember that positive energy will be the foundation of your starting relationship. The impression you leave on the tenants on the moving day will be crucial for your future mutual bonding.
Hand over the keys
Unless you have agreed otherwise, the keys will be handed over on the moving day. Tenants will expect you to give them information on how to enter and exit their rental unit freely throughout their stay, whether with keys or access codes for the common area. You also need to know who will have access to these keys or codes to avoid unauthorized entry into the property.
Discuss maintenance and repairs
Even though this is a part that should have been discussed previously, it is a good idea to briefly discuss the matter during the moving day and let the tenants know who is responsible for handling the maintenance and repair issues and how they should react when an emergency happens. You must inform the tenants how they can inquire about problems with the rental unit or how and where they can contact you in during an emergency.
You must have an emergency plan, and the tenants should know it. For example, the tenants should know who to contact in cases of fire, flooding, or other emergencies and what to do as a priority. They should also learn to evacuate safely from the property in life-threatening situations.
Clarify the payment
Finally, you should both be left in the clear about the rent payment process. Talk about the frequency of payments and how you expect to receive the rent. Even though the lease agreement should contain this information, reviewing it on the very moving day will be helpful so that both of you are on the same page.
Post Move-in Day
Once the tenants have settled in, you must do a few more things to ensure a smooth transition.
Foster open communication
From day one, you must build an open relationship and transparent communication with your tenants. This means that you need to do regular check-ins via email, phone calls, or even in-person visits, which will help you build rapport and leave a good impression on your tenants by being responsive and approachable.
Schedule to inspect the property.
As we have previously mentioned, regular maintenance checkups and inspections should be outlined in the lease agreement. You need to follow those agreed-upon dates and ensure that inspections and maintenance are regularly done. The first inspection is typically scheduled for around six months after the tenants have moved in, allowing you to address any potential issues early on.
Respect tenants’ privacy
Finally, respect the tenants’ privacy and let them enjoy their stay. Only access the premises with their knowledge, and ensure your tenants are always aware by giving them the right amount of notice. Avoid disrupting their peace because it helps to cultivate an atmosphere of trust between everyone involved.
Conclusion
Move-in days are entirely emotional processes, much more for the tenant than for the landlord. As a landlord, you can help the tenants have a smooth transition if you have a checklist of things you need to do before, on, and after the move-in. Leaving a good impression on the tenants on this stressful day will help you build a good relationship with them and pave the way to mutually respectful bonding.
At Westrom Group Property Management, we help relieve landlords’ pressure. With years of experience in the Fort Worth rental market, we know how to make the move-in process more accessible. Our team handles everything from maintenance to ensuring all the details are managed, so you don’t have to worry. Partner with us; we’ll make property management more accessible for you and your tenants.