You never get a second chance to make a first impression. Every property manager and landlord should take this advice to heart as they welcome a new tenant to their rental community.
Being a new member of any community can be an adjustment as renters learn a new routine, payment process, meet neighbors, learn the trash and recycling rules, and explore the events and fun happenings that may take place throughout the year. A tenant welcome letter and other regular communications may help your newest community members adjust more positively.
What Is A Tenant Welcome Letter?
A tenant welcome letter is an introductory message sent by a landlord or property management team after the lease is signed but before move-in day. It bridges the gap between the lease and move-in day, providing essential details like move-in instructions, payment procedures, maintenance requests, and property rules to ensure a smooth transition and establish a positive relationship. The overall purpose is to make the new resident feel welcome and provide them with information to help them settle into their new home and community easily.
Welcome Letter Essentials
Though personalizing a welcome letter is ideal, common sections can be efficiently templated for each new wave of renters. Depending on your rental community, these may include sections such as:
Move In Details
A tenant letter should include key details about move-in day to help relieve any anxiety the new tenant may have. The information should include where and from whom the unit key can be picked up, the move-in window, and basic parking details or parking passes that movers or helpers may need.
Contact Information
Every new tenant wants to know who to contact in case of an emergency, whether it is during the day when office personnel can handle a call or in the middle of the night. A list of contact numbers and emails should be included in a welcome letter.
Property Rules
To acquaint themselves with the property, new renters will want to know the community rules, including those on outdoor decor, noise restrictions, trash and recycling, and the reservation of amenities such as tennis courts, pools, or exercise rooms. This section of the welcome letter may include a link to the leasing rules, which outline the consequences of failing to follow community guidelines and who to contact with questions or issues.
Rent & Utilities
Save a section of your welcome letter or newsletter that includes the rent due date, payment methods, utility setup instructions, and late fees.
Local Information
As a way to welcome your new renter to the community, you may want to include a community calendar or one for the surrounding neighborhoods. Include information about public transit and maps that can help acclimate them to the area. Further information, such as nearby shopping malls, grocery stores and other resources could also be included in this section.
For a wealth of further ideas and customized tips on crafting the perfect tenant welcome letter, we encourage you to contact us at Thayer & Associates. Our experts are ready to help you make the best possible first impression.