Moving in New Tenants

Drew SygitBusiness Member

Property Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes

Over the years I have refined my systems. Once a tenant is approved and we have a move in date set, we send the following email.

Hi Tenant,

Please find the following attached and important information regarding your upcoming move-in:

1. Move-In Checklist
Attached is the move-in checklist. Please print it out and make any notes upon moving in. Once completed, kindly scan or take photos of the checklist and email it back to me.

2. Utilities
Utilities will need to be transferred into your name prior to move-in. Your lease is set to begin Wednesday, April1 st. If you would like to gain access to the property sooner as listed below, please change the utilities into your name by Friday.

Move-In Appointment
I will meet you at the property on Friday (I will group message you two to schedule) to provide the keys to your new home in exchange for the required move-in funds.

Move-In Funds (Money Order or Cashier’s Check, payable to X):

First Month’s Rent: $2,455.00
Security Deposit: $2,395.00 ($2,045 will be security deposit and $350 will go towards carpet cleaning upon move out)

Total Due: $4,850.00

Rent Payments Moving Forward
Beginning in May, rent will be paid through our rental portal, RentRedi. We’ll send you an invitation to set this up—please do so promptly, as the system requires account validation.

Rental Agreement
The lease has been signed via Docusign and is attached for your records.

Maintenance Requests
If any maintenance needs arise, I will be your main point of contact. Please call, text, or email me directly. We ask that non-emergency requests be made during normal business hours.

Early Key Exchange Option
If utilities are successfully placed in your name by Friday, I can meet you at the property earlier to exchange funds for the keys, if that’s more convenient. (I will group text you two)

Please don’t hesitate to reach out if you have any questions before Friday. We’re excited to welcome you to your new home!

Best regards,

What forms or emails do you send to new tenants to standardize your process?

You're not getting an upfront Holding Fee?

When do you sign the lease?
- Hopefully NOT at the property! Electronic signing is soooo much more efficient😎

[email protected]248-209-6824

Logical Property Management4.9465 Reviews

Website View Page

2 Reply

Ryan SpathBusiness Member
OP
Real Estate Agent · Boise, ID · Member since 2017 · 577 posts · 379 votes
6mo
Quote from @Drew Sygit:
Quote from @Ryan Spath:

Over the years I have refined my systems. Once a tenant is approved and we have a move in date set, we send the following email.
Hi Tenant,

Please find the following attached and important information regarding your upcoming move-in:

1. Move-In Checklist
Attached is the move-in checklist. Please print it out and make any notes upon moving in. Once completed, kindly scan or take photos of the checklist and email it back to me.

2. Utilities
Utilities will need to be transferred into your name prior to move-in. Your lease is set to begin Wednesday, April1 st. If you would like to gain access to the property sooner as listed below, please change the utilities into your name by Friday.

Move-In Appointment
I will meet you at the property on Friday (I will group message you two to schedule) to provide the keys to your new home in exchange for the required move-in funds.

Move-In Funds (Money Order or Cashier’s Check, payable to X):

First Month’s Rent: $2,455.00
Security Deposit: $2,395.00 ($2,045 will be security deposit and $350 will go towards carpet cleaning upon move out)

Total Due: $4,850.00

Rent Payments Moving Forward
Beginning in May, rent will be paid through our rental portal, RentRedi. We’ll send you an invitation to set this up—please do so promptly, as the system requires account validation.

Rental Agreement
The lease has been signed via Docusign and is attached for your records.

Maintenance Requests
If any maintenance needs arise, I will be your main point of contact. Please call, text, or email me directly. We ask that non-emergency requests be made during normal business hours.

Early Key Exchange Option
If utilities are successfully placed in your name by Friday, I can meet you at the property earlier to exchange funds for the keys, if that’s more convenient. (I will group text you two)

Please don’t hesitate to reach out if you have any questions before Friday. We’re excited to welcome you to your new home!

Best regards,
What forms or emails do you send to new tenants to standardize your process?

You're not getting an upfront Holding Fee?
When do you sign the lease?
- Hopefully NOT at the property! Electronic signing is soooo much more efficient😎
Lease signed within 24 hours of approval via docusign
[email protected]208-600-2814
0 Reply
Drew SygitBusiness Member
Property Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes
6mo
Quote from @Ryan Spath:
Quote from @Drew Sygit:

Quote from @Ryan Spath:

Over the years I have refined my systems. Once a tenant is approved and we have a move in date set, we send the following email.
Hi Tenant,

Please find the following attached and important information regarding your upcoming move-in:

1. Move-In Checklist
Attached is the move-in checklist. Please print it out and make any notes upon moving in. Once completed, kindly scan or take photos of the checklist and email it back to me.

2. Utilities
Utilities will need to be transferred into your name prior to move-in. Your lease is set to begin Wednesday, April1 st. If you would like to gain access to the property sooner as listed below, please change the utilities into your name by Friday.

Move-In Appointment
I will meet you at the property on Friday (I will group message you two to schedule) to provide the keys to your new home in exchange for the required move-in funds.

Move-In Funds (Money Order or Cashier’s Check, payable to X):

First Month’s Rent: $2,455.00
Security Deposit: $2,395.00 ($2,045 will be security deposit and $350 will go towards carpet cleaning upon move out)

Total Due: $4,850.00

Rent Payments Moving Forward
Beginning in May, rent will be paid through our rental portal, RentRedi. We’ll send you an invitation to set this up—please do so promptly, as the system requires account validation.

Rental Agreement
The lease has been signed via Docusign and is attached for your records.

Maintenance Requests
If any maintenance needs arise, I will be your main point of contact. Please call, text, or email me directly. We ask that non-emergency requests be made during normal business hours.

Early Key Exchange Option
If utilities are successfully placed in your name by Friday, I can meet you at the property earlier to exchange funds for the keys, if that’s more convenient. (I will group text you two)

Please don’t hesitate to reach out if you have any questions before Friday. We’re excited to welcome you to your new home!

Best regards,
What forms or emails do you send to new tenants to standardize your process?

You're not getting an upfront Holding Fee?
When do you sign the lease?
- Hopefully NOT at the property! Electronic signing is soooo much more efficient😎

Lease signed within 24 hours of approval via docusign
What are you collecting from the applicant when you have them sign the lease ahead of time?
What happens if they find another property and ghost you?
[email protected]248-209-6824
Logical Property Management4.9465 Reviews
Website View Page
0 Reply

Richard F.

Honolulu, HI · Member since 2008 · 3k+ posts · 2k+ votes

7mo

To each his own, but I REALLY disagree with the "hands off" approach.

1) I always pre-complete the move in checklist with "poor", "good", or "new" plus brief comment describing the poor elements, if any. I meet the Tenants at the unit with keys for the walk through, instructing to look for anything they want to "add" to the list, and to call it out so I can take a photo of their specific concern. Once they complete their notations (rarely do they add anything), all parties initial and date each of the three pages, signing and dating the last page. Our forms were Old School, NCR (no carbon required), so their copy was instantly provided to them, while we retained the original. Our forms had Move in data and notes on left column, Move out on right column to simplify.

2) I realize different States have different procedures as relates to LL responsibility, but in the two States I managed in, SFH, all were Tenant responsibility for their occupancy. Water was rarely shut off by the util; elec we could call in to request "interim" service from a specified date. That interim invoice would be Owner responsibility until re-rented, and the new Tenant applied. We would inform Tenant that it was scheduled to be turned off the first business day after start of their term. Gas was based on time of year, as in my earlier career I was in the MIdwest where we had that thing called Winter, and gas was critical for not freezing pipes. Here, we never need it for vacancies.

3) Move in Funds. Security Deposit is always due, in full, within 2 business days of approval, regardless of move in date. Pro-rated Rent was always due prior to obtaining the keys. All move in funds were Cashiers Check or Money Order. Future Rent payments had options including via Appfolio Portal.

4) All adults are required to be named on Rental Agreements, and to sign them. We would schedule an appointment at our office, as a group usually, but in some cases of one party might need a separate appointment due to job. Also, Co-signers would need to be present except for Parents of Student Tenants, who were often in another State. They would need to sign and return their copy prior to our meeting with the Tenants.

At the meeting, I would provide copies to each, and page by page review the KEY terms and answer any questions along the way. Obviously, stressing basic terms and late fee process on page 1; emphasizing and detailing the No Pets and Assistance Animal Policies, as well as a standard list of Tenant responsibilities such as not disturbing neighbors, responsible for clogged drains and reporting items needing repair or adjustment, and other routine items. We would review all "Special Terms" for the specific unit, which might include "quiet hours", limiting vehicles, if Tenant was responsible for yard maintenance, what that entailed; and other very specific items. I would inform them to ask any questions they might have about the Standard legal disclaimers and similar non-operations related items. In addition to the Rental Agreement, we would briefly review the LBP form and pamphlet; Info sheet on Mold, Mildew, and when to clean or call; a detailed Move Out Cleaning Guideline that they were expected to follow in the future; a separate Parking Agreement for properties with assigned parking stalls (NOT tied to the Unit Rental Agreement, sometimes used as "encouragement" for a PITA Tenant to move out, by terminating the parking agreement); and, for certain Multi-fam or Rent by room properties, the "House Rules" specific to the property.

Over the years, this proved to be very effective in educating/training most Tenants to act responsibly. It was made clear, even from their first viewing of the vacant unit, that we operated a Business, with clear expectations, and were not tolerant of poor behavior. This, along with a thorough screening process, resulted in over 90% of Security Deposits being returned in full, and minimal Tenant damages. Annual inspections and rate adjustments kept us at, or very near market rates.

2 Reply

Ryan SpathBusiness Member
OP
Real Estate Agent · Boise, ID · Member since 2017 · 577 posts · 379 votes
6mo
Quote from @Richard F.:

To each his own, but I REALLY disagree with the "hands off" approach.
1) I always pre-complete the move in checklist with "poor", "good", or "new" plus brief comment describing the poor elements, if any. I meet the Tenants at the unit with keys for the walk through, instructing to look for anything they want to "add" to the list, and to call it out so I can take a photo of their specific concern. Once they complete their notations (rarely do they add anything), all parties initial and date each of the three pages, signing and dating the last page. Our forms were Old School, NCR (no carbon required), so their copy was instantly provided to them, while we retained the original. Our forms had Move in data and notes on left column, Move out on right column to simplify.
2) I realize different States have different procedures as relates to LL responsibility, but in the two States I managed in, SFH, all were Tenant responsibility for their occupancy. Water was rarely shut off by the util; elec we could call in to request "interim" service from a specified date. That interim invoice would be Owner responsibility until re-rented, and the new Tenant applied. We would inform Tenant that it was scheduled to be turned off the first business day after start of their term. Gas was based on time of year, as in my earlier career I was in the MIdwest where we had that thing called Winter, and gas was critical for not freezing pipes. Here, we never need it for vacancies.
3) Move in Funds. Security Deposit is always due, in full, within 2 business days of approval, regardless of move in date. Pro-rated Rent was always due prior to obtaining the keys. All move in funds were Cashiers Check or Money Order. Future Rent payments had options including via Appfolio Portal.
4) All adults are required to be named on Rental Agreements, and to sign them. We would schedule an appointment at our office, as a group usually, but in some cases of one party might need a separate appointment due to job. Also, Co-signers would need to be present except for Parents of Student Tenants, who were often in another State. They would need to sign and return their copy prior to our meeting with the Tenants.
At the meeting, I would provide copies to each, and page by page review the KEY terms and answer any questions along the way. Obviously, stressing basic terms and late fee process on page 1; emphasizing and detailing the No Pets and Assistance Animal Policies, as well as a standard list of Tenant responsibilities such as not disturbing neighbors, responsible for clogged drains and reporting items needing repair or adjustment, and other routine items. We would review all "Special Terms" for the specific unit, which might include "quiet hours", limiting vehicles, if Tenant was responsible for yard maintenance, what that entailed; and other very specific items. I would inform them to ask any questions they might have about the Standard legal disclaimers and similar non-operations related items. In addition to the Rental Agreement, we would briefly review the LBP form and pamphlet; Info sheet on Mold, Mildew, and when to clean or call; a detailed Move Out Cleaning Guideline that they were expected to follow in the future; a separate Parking Agreement for properties with assigned parking stalls (NOT tied to the Unit Rental Agreement, sometimes used as "encouragement" for a PITA Tenant to move out, by terminating the parking agreement); and, for certain Multi-fam or Rent by room properties, the "House Rules" specific to the property.
Over the years, this proved to be very effective in educating/training most Tenants to act responsibly. It was made clear, even from their first viewing of the vacant unit, that we operated a Business, with clear expectations, and were not tolerant of poor behavior. This, along with a thorough screening process, resulted in over 90% of Security Deposits being returned in full, and minimal Tenant damages. Annual inspections and rate adjustments kept us at, or very near market rates.

Thank you for the detailed response. I may take some of your processes and repurpose them as my own. I appreciate youtaking the time to type this all out / share!
[email protected]208-600-2814
1 Reply

Jim Johnson

Real Estate Agent · Memphis · Member since 2026 · 593 posts · 349 votes

7mo

One thing that tends to make a big difference long-term is separating “welcome” from “rules and expectations.” The smoother move-ins I’ve seen usually include a short follow-up that clearly outlines how the property will operate day-to-day.

A few items owners often add:

A simple “what happens next” timeline (first rent due, portal setup deadline, when inspections may occur)
Clear maintenance expectations (what’s emergency vs non-emergency, response times, how requests should be submitted)
A quick note on rent enforcement (due dates, late fees, no grace period ambiguity)
Confirmation of utility transfer + proof before key handoff
Where to find key info later (portal, docs, contacts)

Most issues don’t come from bad tenants — they come from unclear expectations early on. The more structured the first few days feel, the fewer problems show up later.

Your process is already solid — tightening expectations upfront just makes it more consistent at scale.

1 Reply

Ryan SpathBusiness Member
OP
Real Estate Agent · Boise, ID · Member since 2017 · 577 posts · 379 votes
6mo
Quote from @Jim Johnson:
One thing that tends to make a big difference long-term is separating “welcome” from “rules and expectations.” The smoother move-ins I’ve seen usually include a short follow-up that clearly outlines how the property will operate day-to-day.

A few items owners often add:

A simple “what happens next” timeline (first rent due, portal setup deadline, when inspections may occur)
Clear maintenance expectations (what’s emergency vs non-emergency, response times, how requests should be submitted)
A quick note on rent enforcement (due dates, late fees, no grace period ambiguity)
Confirmation of utility transfer + proof before key handoff
Where to find key info later (portal, docs, contacts)

Most issues don’t come from bad tenants — they come from unclear expectations early on. The more structured the first few days feel, the fewer problems show up later.

Your process is already solid — tightening expectations upfront just makes it more consistent at scale.
Tanks for the insight, totally agree about setting the expectations early on!
[email protected]208-600-2814
0 Reply

Moving in New Tenants

Moving in New Tenants

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