Prepping for a tenant’s move-in day by fostering a welcoming atmosphere and ensuring a smooth transition is the key to tenant retention. We’ll be your guide to the nine things you need to do ahead of new tenant move-in day to set the stage for a harmonious landlord-tenant relationship. This article has you covered, from ensuring the safety and functionality of the property with thorough inspections to adding those homey personal touches.
Thoroughly Clean the Property
Ensure your property is in pristine condition before your new tenant moves in. Don’t just do a quick once-over with a vacuum and dusting cloth; take your time and perform a detailed top-to-bottom scrub.
Pay special attention to the bathrooms and kitchen, where grime and germs tend to accumulate. Consider steam-cleaning the carpets to eradicate stains and odors, and don’t overlook less obvious places such as inside cabinets, appliances, and ceiling fan blades. You may want to invest in hiring a professional cleaning service that specializes in move-out cleanings for an immaculate finish if you don’t have the time to do this step yourself.
Verify Appliances Are in Working Order
During your thorough inspection, don’t forget to ensure that every appliance is operational. Conduct a thorough inspection of the property’s appliances, large and small, to verify that they function correctly. You should rigorously test each—from the refrigerator and oven to the washer and dryer—and, if necessary, repair or replace them.
Additionally, consider scheduling a professional service to clean and maintain items such as the HVAC system to prevent future issues and ensure a pleasant living environment. Keep a checklist of tested appliances, and make sure relevant warranties or guarantees are accessible, providing peace of mind to both you and your tenant.
Take Care of All Necessary Repairs
Make it a priority to inspect the property meticulously for any necessary repairs before your new tenant crosses the threshold. Addressing issues like leaky faucets, squeaky doors, or unreliable light fixtures prior to move-in day demonstrates your commitment to providing a functional space.
Each repair contributes to the overall integrity and appeal of the property, from steadying a wobbly railing to replacing a cracked window. It’s also wise to keep records of the repairs carried out, which can serve as a point of reference for future maintenance.
Ensure Safety Features Are Fully Functioning
Providing a safe, hazard-free environment is part of your responsibility as a landlord. Test and supply with fresh batteries or backup power sources, where applicable, all the smoke detectors, carbon monoxide alarms, fire extinguishers, and security devices.
Speaking of security devices, ensure the property’s electronic security system is fully functional and provide the tenant with the relevant codes and instructions. Don’t forget to inspect the locks on all doors and windows to confirm they are secure and provide the necessary keys to your tenant.
Conduct a Walkthrough Inspection Before the Tenant Moves In
Conducting a walkthrough inspection is one of the most important things to do ahead of new tenant move-in day. This walkthrough allows you to make note of the property’s condition, providing you with a point of reference should future maintenance or repair issues arise.
However, make sure to document this inspection with dated photographs as a visual record of the property’s condition. Doing so is a surefire way to prevent disputes over any damages that may arise.
Set Up a Smooth Rent Collection Process
You minimize potential conflicts and foster a stress-free transaction for both you and your tenant before they ever step foot in the door by creating a straightforward rent collection process. Consider utilizing an online payment platform or property management software, which offers tenants an easy and efficient way to make payments and track their rental history.
Providing multiple payment options can also accommodate different preferences, whether they prefer online payments, direct deposits, or traditional checks. However, make sure to clearly communicate the payment terms, due dates, and any late payment policies well ahead of the move-in day.
Provide a Welcome Packet Containing Important Info
Providing a welcome packet for your new tenant is a gesture that can significantly enhance their move-in experience. This packet should include essential information such as contact numbers for property management, emergency services, and utility companies.
It’s also wise to incorporate a copy of the lease agreement, highlighting critical clauses and community rules to ensure clarity from the beginning. A neighborhood guide with recommendations for local services, restaurants, and entertainment can help the tenant feel immediately integrated into the community. Additionally, consider including tips on property maintenance and a schedule for trash and recycling pickup to assist them in acclimating to their new environment.
Familiarize Tenants With the Rules and Regulations
A clear understanding of community guidelines, noise ordinances, pet policies, and maintenance responsibilities is the first step in cultivating a respectful living environment. You can set up a meeting with the tenant before or after the move-in day to thoroughly discuss these rules. While you can include them in the welcome packet, you run the risk of a tenant claiming they “weren’t aware” of certain regulations.
However, use clear and simple language when communicating with them, and provide real-life examples, if necessary, to illustrate the importance of their adherence to these policies. Encourage questions and keep an open line of communication to make sure everyone stays on the same page.
Provide a Point of Contact for Tenants
It is crucial to give tenants a sense of security and support by providing a consistent point of contact. Make sure your tenants know who to reach out to for any maintenance issues, questions, or concerns they might have. This contact—whether it’s you, a third-party property manager, or a dedicated staff member—should be reachable through multiple channels such as phone, email, or a tenant portal.
Property managers can manage every aspect of their rental property responsibilities when they communicate with their tenants and answer important questions, reducing back and forth. Trust Excalibur Home’s decades of experience to get the job done if you’re looking for a manager you can rely on. We’re an Atlanta-based property management company dedicated to making your life easier as a landlord.
