A comprehensive welcome letter to give new tenants on move-in day, covering rent payment, maintenance contacts, rules, and key property information.
Send or hand-deliver this letter on or before move-in day. A welcome letter sets a professional tone from the start, reduces the number of questions you'll receive in the first weeks, and ensures tenants have all critical information in writing. It's one of the most effective tools for preventing misunderstandings early in a tenancy.
Legal Note: While a welcome letter is not a legally required document, it serves as an excellent supplement to the lease agreement. Make sure any information included in the welcome letter is consistent with the signed lease. If there are conflicts between the two, the lease typically controls.
[Your Name / Property Management Company] [Your Address / Business Address] [City, State, ZIP] [Date] [Tenant Full Name(s)] [Rental Property Address] [City, State, ZIP] Re: Welcome to Your New Home Dear [Tenant Name(s)], We are thrilled to welcome you to [Property Address / Property Name]! We hope this will be a comfortable and enjoyable home for you, and we look forward to a positive experience together. Below is some important information to help you settle in: ───────────────────────────────────────── MOVE-IN INFORMATION ───────────────────────────────────────── Move-In Date: [Date] Monthly Rent: $[Amount] Rent Due Date: The [1st / other] of each month Grace Period: [X] days Late Fee (after grace): $[Amount] ───────────────────────────────────────── HOW TO PAY RENT ───────────────────────────────────────── Rent can be paid via [payment methods, e.g., check, Zelle, online portal]. Please make checks payable to: [Name] Mail or deliver payments to: [Address] ───────────────────────────────────────── MAINTENANCE & REPAIRS ───────────────────────────────────────── For non-emergency maintenance requests, please contact us at: Phone/Text: [Your Business Phone Number] Email: [Your Email] For after-hours emergencies (e.g., flooding, no heat in winter, gas leak), contact: Emergency Line: [Emergency Contact or Utility Company] Please submit all maintenance requests in writing so we can track and address them promptly. ───────────────────────────────────────── IMPORTANT REMINDERS ───────────────────────────────────────── • Please review your lease agreement carefully. Keep a copy for your records. • Renter's insurance is [required / strongly recommended]. If required, please provide proof within [X] days. • Quiet hours are [hours, e.g., 10:00 PM – 8:00 AM]. • Parking: [Describe any parking rules or assigned spots] • Trash/Recycling: [Describe pickup schedule and location] • Utilities: [List which utilities the tenant is responsible for] ───────────────────────────────────────── YOUR LANDLORD CONTACT INFORMATION ───────────────────────────────────────── [Your Name] Phone/Text: [Business Phone Number] Email: [Email Address] Thank you again for choosing [Property Name / Address] as your home. We are committed to maintaining a well-kept property and responding to your needs in a timely manner. Please don't hesitate to reach out with any questions. Welcome home! Sincerely, ___________________________ [Your Printed Name] [Your Title / Company Name]
At minimum, include rent amount and due date, accepted payment methods, maintenance contact information, emergency contact details, and reminders about key lease rules like quiet hours, parking, and trash. A welcome letter helps tenants feel supported from day one.
Ideally both — provide a draft at lease signing for review, then give a final version on move-in day along with keys and any other documents. This ensures the tenant has your contact information immediately when they take possession.
Yes. Email is fine and creates a written record. You may also want to provide a physical copy, especially the first time you work with a tenant who may not consistently check email.
No — they serve different purposes. A welcome letter conveys practical information. A move-in checklist (also called a property condition report) documents the condition of the unit at move-in to protect both parties regarding security deposit returns.
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