10 Things New Tenants Need to Know from Landlords When They Move In

When you lease your rental property to a new tenant, information overload for them is real.  They may be preoccupied with moving and all the fun stuff that comes with that monumental task.  Even if you review move-in details in person, consider creating a “New Tenant Welcome Binder” for them to reference.  Undoubtedly, there will be an instance when they try to remember something you mentioned.  This welcome binder will keep them from having to make phone calls to you, saving you from having to repeat yourself.  Here are 10 things new tenants need to know from landlords when they move in.

Our welcome binder includes all of the following:

1. A copy of their signed lease.

Yes, an electronic copy is great.  However, we also include a physical copy so that tenants can do a quick reference on dates and amounts or look for the information we noted on an addendum that they can’t remember about the washer and dryer repair.

2. How they pay rent?

Make sure they have the link to the app you use, an address to mail it, or instructions on when they should expect an invoice from you (if using accounting software).  If there are any specifics regarding fees or payment methods related to paying online, this is where you can remind them of it.  For example, we use accounting software for invoicing our tenants on the 15th of the month before the next due date.  Because it can take five business days for us to receive the rent (it gets deposited into our account), we always remind tenants to pay it by the 25^th of the month before the due date so it will not be considered received late by us.  This reminder is because we account for rent paid when it is in our hands, not when the system emails us letting us know the tenant paid their invoice and money is on the way.

3. Where they sign up for utilities not covered by you.

Please do yourself a favor and make sure they know the names and phone numbers of the utility companies.  They may not know all the company names if they are from out of town.  For instance, we use PG&E (Pacific Gas and Electric) for our home in the San Francisco Bay Area for gas and electric utilities.  However, Sacramento has its own electric company (SMUD), and PG&E manages only gas services for that region.  Also, many new buildings are built with electric-only components,  so this situation may confuse a newcomer to the state.

4. Instruction manuals for the appliances.

This task may seem like overkill, but many tenants are young and have never had a dishwasher.  They might not know how to use the self-clean option on the oven or what all the buttons on the microwave mean.

These manuals also include sections on troubleshooting issues that arise.  Instruct them to see if they can resolve the problem before contacting you for maintenance.  If you want your appliances to last longer, having a tenant who understands how the machine works is important.

If you do not have the actual manuals, consider including a link where they can find the manual online or take it one step further and create QR codes with the link, download the QR code image, and create a page with the QR codes for all of the appliances.

Do you think this is one of the things new tenants need to know from landlords?

5. Key codes for the property.

We used to provide keys for the tenant’s entry, the mailbox, the dumpster, and the back gate.  Some of that has changed, and we now have key codes for one or two of those access points. Make sure you notate the codes for all points of entry so they can reference them if needed.

6. Contact information for you and, if applicable, the property manager.

How do they report maintenance issues, noise complaints, etc.?  Do you prefer calls, emails, or texts?  Does your landlord software include a link for them to notify you?  Define what you deem an emergency vs what is not.  This will help them determine whether they should call you at 2am or just send a message.

Tip: Always ask them to provide a request in writing (when possible), so you have a paper trail.   If they call, follow up with an email to them on how and when you plan to remedy the problem.  In this email, note the time and date of their call.  It is best if you can respond within 12 hours to show you understand and respect their inconvenience.  If you ever end up in court over something, correspondence is something the judge will ask to see.

7. Information specific to the property.

This is a very important thing new tenants need to know from landlords!  For example, what day is garbage picked up?  Does your property offer recycling and green waste services?  Are they picked up all on the same day?  For example, our 6-plex in Sacramento has a garbage dumpster as the city requires, but it is only picked up every other week.  On the other hand, recycling and green waste dumped into large rolling bins are picked up weekly at the curb.

Also, where can they turn off the main water source?  Is it in front, on the sides, or at the home’s curb?  Do they need a unique water main key to turn it off?  If so, where is that located?  For example, the water main for our 6-plex is in the ally around the corner amongst ALL the other apartment buildings in the area.  Very confusing, especially if the new tenant has no experience in what it is or it works!  For our single-family home rental, tenants must use this unique water valve key (standard in very old homes) to turn off the water at the main.  In contrast, other locations may only require a plumber’s wrench.

8. Move-In Inspection Form.

This form is a detailed form that goes room by room for the tenant to inspect items independently.  For example, they can check that all the burners work on the range, lights work, plugs work, cabinets open and close, and windows lock and blinds go up and down without issue.  This form also should include testing of the smoke and carbon detectors.  One the most important things new tenants need to know from landlords!

Inform the new tenant of the date you want the form returned to you; to advise you of any issues.  We typically allow two weeks.  This inspection is how you best cover your assets and avoid the “It was like that when I moved in” statement.  Please include a self-addressed, stamped envelope and ask them to sign and return the form to you.

Note:  YOU also should do your inspection before their move-in.  Take photos of every room from every angle.  Note all deficiencies like a dishwasher’s dent or a kitchen counter chip.  This form is the same one you will use when they move out, so keep it handy in their file.  Download our FREE Move In/Move Out Inspection Checklist!

To learn more about Move-In/Move-Out inspections (done in the middle of the lease term), read our blog The What and Why of Move-In/Move-Out Inspections for Rental Properties.

9. Any state required forms.

For instance, California requires we give each new tenant information about lead in the home, drinking water additives, and how to detect and handle if mold or bedbugs are present in the unit.  Some of these forms are part of the lease; some are just pamphlets we must provide.   Where we do email these forms to the tenant, we also provide them all in the binder regardless.

10. Any quirks they need to know about the property.

For instance, in our single-family home, when the backyard water faucet is open, and you turn the water on inside the house (like the kitchen), it will create a loud rattle of the pipes when one turns the interior water faucet off.  So, again, there’s nothing wrong, but the noise is startling if you are unaware it can happen.

When the seasons change, is there anything specific you want your tenants to do or be aware of?   For single-family homes where the tenant oversees all maintenance, create a “Winter Preparation Checklist” for them.  Instructions should include when to clean roof gutters, why to cover the outdoor faucets to protect them from freezing, etc.  Use photos or have a checklist for them to follow.

Tip: Email them this form in October with a reminder that they are responsible for these items.  Set a reminder on your phone to send it out.

Read our Fall Seasonal Maintenance for Rental Properties blog for more information about preparing for the winter months.

We created this binder because we often fielded calls within a couple of weeks of a new tenant moving in.  A binder stays in the unit, and we update it with each new move-in.  We leave it next to the Welcome gift on the kitchen counter.  What are things your new tenants need to know from landlords when they move in?

Check out our other blogs to guide you on your self-management journey as a landlord:

How Landlords Can Help Tenants Improve Their Credit Score

The Pro’s and Con’s of Holding Your Rental Property In An LLC

Why Landlords Need to Use Independent Contractor Agreements

How to Handle Unapproved Roommates in Your Rental Property

Buying Rental Property?  Make Sure You Evaluate These Structural Items!

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