What additional documents do you routinely provide Tenants prior to move in?

Question

Specific Addendums, Policies, General Info...or anything at all other than the Rental Agreement?

Patrick O'Sullivan · Answer

@Joel Miller I usually provide a few simple documents beyond the lease: a move-in condition checklist, house or property rules (parking, trash, etc.), and a short welcome sheet with utility info and how to submit maintenance requests.

I have also found it helpful to include move-out cleaning expectations upfront. It sets clear standards early and tends to reduce surprises when the tenant eventually moves out.

Tom T. · Answer

@Richard F.

I say dig into the lease specifics. I've made my own lease from other leases. Yes, I've had it legally vetted and I've been to court more than once.

Plain, simple language about payment terms and exactly what happens and when.

Rent payment. Grace period. Late fee, how it works. Time table of eviction if necessary.

Set solid expectations be clear with all expectations.

Tennant responsibilities.

Landlord responsibilities.

Guests and Tennant responsibilities.

Pets and Tennant responsibilities.

Insurance requirements.

Legal requirements.

What happens if they become unreachable, complete with time tables, when eviction starts etc..

Move out instructions.

How to terminate the lease if necessary.

Stick to the rules.

The lease is your friend when stuff happens.

Good luck!

Richard F. · Answer

You mention parking regs, which is good. You should consider adding a vehicle registration document, to detail make, model, tag number, and confirm current insurance, registration, and safety check where necessary. These are particularly helpful at multi-family properties. This is another doc that should be updated annually. You don't want to end up having to remove a junker that nobody claims. Costs vary, but here it is over $400 for any vehicle with expired registration or inoperable/missing parts. Do your Contractors have instructions to confirm work with you when they are on site and have assessed the issue reported by the Tenant? Even if you have sent them for a specific task, often Tenants will request something additional. The Contractor should always have clear instructions to check and confirm with you before proceeding, except in very clear-cut situations. In all cases, I insisted on before/after pics direct from vendors.

In addition to LBP form, I also included a guidance sheet on excessive moisture and mold and minor mold cleanup.

Perhaps most importantly for the properties I managed (all of our units were "No Pets"), was the written Assistance Animal policy, and a sample "Request for Accommodation" letter for their Health or Social Service Professional to complete and sign. Our policy included the requirement of a current local Veterinarian Report and specific rules for common areas and other allowable restrictions that would not interfere with the animal's ability to perform the task(s) for which it was trained. Vet reports and Accommodation requests were required to be updated annually.

I hope you find some of these ideas helpful.

Joel Miller · Answer

Other than a copy of the lease and the lead paint form if necessary, I give them a copy of their move out cleaning instructions, noting that they will get another copy when they are ready to move out, but this is what has been done for you prior to move in. I also give them any rules and regulations that might be specific to the property, like parking or laundry room rules. I also give them a list of the contractors they can call in an emergency if they don’t happen to be able to reach someone in the office in a reasonable amount of time. These are contractors that will work on the property and bill us later. I give them the instructions for any special ways that they can pay the rent like any online services for rent payment that we offer. This includes general information about how their own bank’s free online bill pay service works.I even give them an article on bill paying and how to improve their credit score. Of course, the article states that you should always pay for where you live first.

What additional documents do you routinely provide Tenants prior to move in?

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