Tenant Welcome Letter (2024)

Help your new renter settle in to their home with a tenant welcome letter.

Katie Gallagher

•Aug 31 2020

You might not think of your renters as “customers,” but as a landlord, you’re providing them with goods and services — a place to live, and an assurance of regular maintenance and upkeep — in exchange for monthly rent. Putting a little effort into customer service when you find a new tenant can help foster a positive landlord-tenant relationship and, ideally, lead to a reliable long-term renter.

One way to make a great first impression is to send your new tenant a welcome letter. A tenant welcome letter includes move-in instructions and useful tips to ease their transition into a new home.

When to send a tenant a welcome letter

A good time to send your new tenant a welcome letter is after both parties have signed a lease but before you hand over the keys. If you don’t already have a customized lease, you can use Zillow Rental Manager’s lease builder to create one (available in select states).

Your welcome letter should provide move-in details and next steps, so plan to send it one to two weeks before the scheduled move-in date, when possible. This helps the renter get acquainted with the home and neighborhood ahead of their moving day.

Around this time, you can also inspect the rental property and schedule any needed repairs before the new tenant moves in. Download our rental move-in checklist to streamline your walkthrough inspection, and send a copy to your tenant so they’re prepared ahead of time.

How to send a new tenant welcome letter

Email is probably the fastest and most reliable way to send a new tenant welcome letter. The tenant can easily reference the letter when needed and quickly reply to the email if they have any follow-up questions.

Email also allows you to include links to helpful websites like local utilities, service providers and neighborhood resources.

If you want to go the extra mile, you can leave a printed copy of the welcome letter along with a modest welcome package on the kitchen counter so the tenant starts to feel at home as soon as they move in. The package could include local takeout menus, some household “must-haves” like light bulbs and toilet paper, and perhaps a gift card to a nearby coffee shop or bakery.

What to include in a tenant welcome letter

A welcome letter to a new tenant might include the following, depending on your property type and policies:

Your contact information
Time and date of the rental walkthrough
Time and location for key collection
Instructions on setting up utilities
Any special move-in day details (loading zone rules, service elevator usage if applicable)
A reminder to provide proof of renters insurance, if required
Instructions on how and when to pay rent
Instructions on how to report maintenance issues
Parking information for the tenant and guests
Trash and recycling information
Property rules and regulations
Laundry room usage (if shared)
General neighborhood tips (like nearby grocery stores, parks and transit)
Bonus points: Include a floor plan with dimensions of each room so tenants can see how their furnishings will fit in the new place.

Some of these items will also be covered in your rental agreement, so focus on what your tenants will find most helpful at move-in.

Tenant welcome letter template

Below is a sample of a tenant welcome letter that you can customize and share with your new tenant. You can download a copy of the tenant welcome letter by clicking on the green Download buttonat the top of this page.

Hi [Tenant First Name],

Welcome! I’m thrilled you’ve selected [rental address] as your new home.

I’ve included some useful information to help get you ready for your move on [move-in date]. Should you have any questions, please feel free to contact me at [landlord phone number] or [landlord email address].

1. Property walkthrough

Before you move in, we’ll walk through the rental together to document the condition of the home. I’ve attached a move-in checklist so you’ll know what to expect. We will meet at the property on [day] at [time]. If you need to reschedule, please call or email in advance.

2. Key collection

You can pick up the keys to your new place between the hours of [e.g., 9-5] on [date(s)]. If you need to arrange a different time, please email or call before that date.

3. Moving in

Your lease start date is [date], and you can move in anytime on or after that day. If you are using a moving truck or moving company, truck parking is available at [location to park moving truck].

4. Setting up utilities

As specified in the lease, you are responsible for [list of utilities]. If you haven’t already set up your accounts, here is the provider information:

Electricity: [local utility company + link]
Gas: [local utility company + link]
Cable/Internet: [local utility company(s) + link]

5. Renters insurance

I [recommend/require] renters insurance to protect you and your personal belongings in the event of liability, theft or damage. [If required:] As specified in the lease, the required coverage amount for [address] is a minimum of [coverage amount].

You should speak with your local insurance provider to get a quote on how much coverage is right for you. Renters insurance typically costs between $15 and $30 per month.

6. Paying rent

Per the lease agreement, your first month’s rent of [rent amount] is due on [rent due date]. [If you choose online payments:] You’ll be receiving a separate email invitation to set up convenient online rent payments.

Please review your lease for specific terms regarding rent due dates, grace periods and late payments.

7. Maintenance requests

Please let me know if anything needs maintenance attention so I can make the necessary arrangements.

For emergencies: Please contact [name] immediately at [phone number or email].
For all other maintenance requests: Please [insert contact method].

8. Trash and recycling

Garbage and recycling should be placed [building or street location]. Please make sure to place items in the appropriate bins.

Recycling is collected on [collection day].
Garbage is collected on [collection day].

9. Parking

[Parking type] is available for [fee] at [location]. All guests should park at [location].

10. Property rules and regulations

A full list of property rules and regulations can be found in the lease agreement. Please read through it and feel free to reach out to me if you have any questions.

11. Laundry facility

A shared laundry facility is available at [location]. Machines are [coin/card operated]. Please supply your own detergents and other laundry products.

12. Neighborhood tips

To help you get to know the area, here are a few neighborhood highlights:

Closest grocery stores: [list of grocery stores]
Local transit provider: [name of local transit and link to website]
Nearest bus stop: [bus route and location]
Local restaurants and eateries: [list of popular restaurants in the area]
Local attractions: [list of local attractions]

I hope this information helps you settle in and feel right at home!

Sincerely,

[Your Name]

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