Move-In Checklist: Important Documents to Provide Tenants on Day One

The Lease Agreement formalizes your connection with a new renter. Here are some extra papers you may use to get your partnership off to a good start.

Here are the paperwork that every landlord should have for move-in and future steps:

Tenant Move-In Documents
Property management documentation
Documents used to locate new renters
Do you need further assistance? Consult a lawyer.

After you have signed a Lease Agreement, you will need to gather the tools you will need to operate your rental property and company. Building a robust communication plan is crucial to maintaining a healthy landlord-tenant relationship, from security deposit and maintenance forms through notifications, disclosures, and receipts. Having the correct paperwork available at every stage makes a great difference in building that firm foundation.

Tenant Move-In Documents

Congratulations on the arrival of your new renters! Here are some papers to assist you get off to a good start by greeting your new renters and providing an inspection worksheet so they may record the state of the property before moving in.

Letter of Introduction

A warm greeting may go a long way toward making your renters feel at ease. You may use a Welcome Letter to not only remind new tenants of the essential conditions of their lease, but also to include information about garbage and recycling days and to anticipate any frequent queries that may occur. An Inspection Checklist as well as a brief checklist for you may be included in the Welcome Letter.

Worksheet for Renters Inspection

The Renter’s Inspection Worksheet, maybe the most important document for a tenant’s first day, allows your renter to go around their new home and record the state of the unit, as well as any pre-existing damage. Consider completing a Pre-Rental Inspection Checklist and taking photographs before allowing your renter to finish the tour without your presence. This may shield you against a renter who claims the unit was harmed when it was not. This will also assist to ensure that everyone is on the same page about any possible security deposit deductions when it comes time to move out.

In your state, a Renter’s Inspection Worksheet may be needed. If your state or local legislation requires it, you may do it on a mobile device while conducting your move-in walkthrough with your new renter. You may utilize RocketSign® to have your renter sign the inspection paperwork after the tour.

Statement of Lead Disclosure

A Lead Disclosure Statement may be needed for homes constructed in 1977 or earlier. If you know, suspect, or are unsure if the property includes lead paint, you must offer this statement, as well as the EPA’s brochure “Protect Your Family From Lead In Your Home.”

Property management documentation

You will want to remain on top of rentals, rent hikes, and maintenance concerns after your renters have moved in. Here are some materials to assist you in communicating with your renters and adhering to local legislation.

Receipt for Rent

Some states require renters to get a Rent Receipt for the first and subsequent months. Keeping track of rent payments is always a good practice, even if it is not required by law. If you create a Rent Receipt and provide a duplicate to your renter, you will both have evidence of payment for your accounting or in the event of a dispute.

Letter of Rent Increase

Notifying your renters of a rent increase in writing may also be required by state or municipal legislation. This Rent Increase Letter simplifies communicating rent increases to renters and should be included in every landlord’s rental document collection.

Request for Repairs

If you cleaned the unit and completed any necessary repairs and upgrades before to move-in day, your tenant will be well-prepared to contact you with a Maintenance Request Form if a repair is required later. Our form enables you to create a blank form to present to your renters so they can fill it out and return it to you when a repair or maintenance is needed. You should provide a copy to your renter when they move in.

Notice to Enter from the Landlord

When you or a maintenance or repair specialist has to enter your tenant’s unit, sending a Landlord’s Notice to Enter in advance is not only polite, but it is often legally mandated. Most states need at least 24 hours notice, unless there is a true emergency.

Documents used to locate new renters

Whether you are currently evaluating tenant applications or getting ready to welcome new tenants into your property, it is important to have all of your rental documentation, including pre-rental agreements, in order. Here are some forms you may use to screen new renters and collect and manage security deposits.

Rental Request Form

Before you present a Lease Agreement to a potential renter, be sure they can pay the rent and follow any regulations you may wish to impose. A renting Application may assist in providing a detailed image of a tenant’s financial status, past renting history, and other information. If the renter has a pet, you may wish to suggest that they fill out a Pet Application for Rental so you can determine if their pet is a suitable match for your home.

Receipt for Security Deposit

If your potential renter is eligible and wishes to sign a Lease Agreement before moving in, you may choose to collect the security deposit at that time. It is excellent practice — and sometimes even legally mandated — to record the receipt of your tenant’s security deposit and offer information on where the monies will be kept. With our Security Deposit Receipt, you can accomplish this fast and conveniently.

Do you want to discover whether providing a Security Deposit Receipt is legally required in your state or local area? Before accepting the deposit, consult with a lawyer.