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What To Include in Move-In Letters

When a tenant is moving into a property, it is a good idea to give them a move-in letter. You can use the move-in letter to give them information about the property, and more importantly to remind them of some terms of the lease.

Moving in to a new property can be hectic and people can often skim the lease agreement or not remember everything that is required of them, so it is recommended that you reiterate that in the move-in letter, so that they can read it at their own pace.

Standard information that is usually mentioned in a landlords move-in letter is:

Basic Information:

You should list basic information about how the tenant can contact you if there are any problems. This should be your telephone number and possibly a cell phone number. Also inform the tenant as to how they should report any issues that occur.

You can also reassure the tenant by putting in the letter that if there is a health and safety hazard, to call you immediately. If there is anything special the tenant is required to do in regard to the garbage disposal, laundry area etc then you should cover that in the move-in letter.

If you plan to inspect the property for any routine maintenance issues, mention this in the move-in letter as well. Restate any information in the lease agreement that they signed which you feel is relevant.

You may want to also list information about the area surrounding the property if the tenant is new to the area, such as local hospitals, stores, etc.

Renters Insurance:

You should mention in the move-in letter that it is recommended the renter get insurance, because your policies obviously don’t cover any personal belongings or “acts of God”.

Trash and Recycling:

In the move-in letter, you should provide details about when garbage is collected, and any rules and regulations in regard to recycling. You can usually contact your local city commerce to get a garbage calender which informs the tenants of all recycling days.

Moving Out Information:

Move-In letters should always contain information about when the tenant is moving out. You need to restate the fact that you need 30 days notice prior to the tenant moving out, and that the property will be inspected for cleanliness and damage prior to getting their security deposit back.

If at any point the tenant does move out and gives you the notice, you will need to remind them again that you will be inspecting the apartment for overall cleanliness.