How To Write The Perfect Tenant Welcome Letter For Your Rental

Many landlords have sadly gotten themselves a bad name due to unresponsiveness and lack of care. This can make tenants feel frustrated and even unwelcome in the property they’re staying in. Of course, you can remedy this by ensuring you’re there whenever your tenant needs help, but you can also start things off on a great note by presenting them with a welcome letter.

A tenant welcome letter shows that you go the extra mile and helps you make a great first impression. It may take a little bit of time, but it establishes your relationship from the beginning, and it is definitely worth it in the end. 

Here’s all you need to know about writing a tenant welcome letter and how you can write your own:

What is a tenant welcome letter?

A tenant welcome letter is basically as the name suggests. It is a letter that tells your tenant that you’re happy they are staying in your rental, and it serves as a great way to solidify your relationship for the duration of their stay. It is a nice gesture that makes your tenant feel welcome and have a more positive experience while in the property. 

While many landlords offer a little gift when their tenants move in, a welcome letter is more personal and offers your tenant important information, such as how to contact you and all they need to know about rent. 

Why a tenant welcome letter is important

A tenant welcome letter is important because it solidifies the relationship between a landlord and tenant from the very beginning. As they say, first impressions matter, so you want your tenant to see you as a positive force before they even start living in your property. 

You can also use your tenant welcome letter to act as a reminder of some of the terms of the rental agreement, ensuring you are both on the same page at all times.

How to write a tenant welcome letter

There are various aspects of a tenant welcome letter. Try to include most of the sections we mention:

Start with the fundamentals

• Greeting and welcome

Start off by saying hello and that you’re happy to have your tenant staying with you.

• Property address

Have you ever moved into a new home, and the moment someone asks you for your address, you go completely blank? Well, we’ve all been there. This is why it is always a good idea to provide your tenant with a document where they can quickly see their new address, whether it’s for inviting a new friend over or getting a takeaway.

• Contact information

Your tenants should be able to contact you if they ever need assistance or there is an emergency, so it is good to provide your contact information at the top of a welcome letter to help them out. When you make it clear you’re available to be contacted, they’ll feel much more comfortable getting in touch. 

• Maintenance contact information

Not only will your tenants need your contact information, but they will also need information about the closest emergency departments and maintenance workers. In case there is ever an emergency, and you’re out of town or can’t be reached, it is good for your tenants to have this information on hand. 

Key policies and instructions

• Move-in procedures
   

Moving is one of the most stressful events of any person’s life, so you can try and ease the chaos by laying out the specific move-in procedures. This can be anything to do with paying the final deposit, handing over the keys, or any way you are willing to help.
 

• Renters insurance
   

Renters' insurance is something that landlords need to provide their tenants, but what is covered can change depending on the property. That’s why it might be a good idea to alert your tenants on what the liability coverage is and which of their belongings are included in the insurance.
 

• Rent payments and penalties
   

As a landlord, you need to receive your rent promptly on time every month to ensure your success. That’s why you need to clarify in writing the date you expect rent to be paid. You also don’t want to sound too harsh, but you should also briefly mention the penalties they may face if the rent is late. 
 

• Utility set-up
   

If you are offering the price of utilities in your tenants’ rental price, you can skip this section. However, if your tenants are paying for their own utilities, you’ll need to offer contact information and tips on how they can set up their accounts with all the utility companies. 
 

• HOA rules and regulations
   

Homeowners associations vary depending on your property's location, which means their rules and regulations may differ from your tenant’s last property. Therefore, it’s good to inform your tenant of what the HOA expects from them by either offering a digital link or a paper copy of the terms. 
 

• Inspection checklist
   

You want to maintain a good relationship with your tenant for the entirety of their stay, and this includes when they move out. That’s why it’s good to provide them with an inspection checklist that you both can check when they first move in. You can both have a good understanding of the condition of the property and then go through it when they move out. 
 

• Trash collection
   

Similar to utilities, your tenant may have to contact a specific company or city department to set up an account for trash collection. You will therefore want to alert them on how they can do this as well as inform them on when the trash is collected each week and what time they should bring out their trash, so it is collected in time. 
 

• Neighborhood highlights

End the welcome letter on a high note by getting your tenant excited about moving into your property. That’s why you should provide them with the best nearby amenities and hotspots that they can explore when living there. It can be anything from the closest grocery store to the top-rated restaurant.