A welcome letter is a simple but effective way to provide a touch of hospitality and to connect with your tenants. Apart from setting the tone of your relationship and making them feel at home, it is also a great way to restate the important terms in your lease or rent agreement. A welcome letter may range from a single-page document to a multiple-page handbook depending on how you craft and what to include in your letter. In order to help you create one, provided below are useful tenant welcome letter templates and examples that you can refer to.
The first thing that you must know about tenant welcome letters is that the letter is used to welcome your new tenants to the property that they are leasing or renting and to provide them with the basic information with regards to the property. Just like in this standard tenant welcome letter, the following important details are present: setting up the utilities, property condition report, rent payment, renter’s insurance, maintenance, tenant resources, and pets, painting, smoking, and parties.
Aside from the basic information that the tenant must know, also included in this basic tenant welcome letter example are details regarding moving out policies as well as business details of the owner, such as the office hours, location, and contact details. While it might be too early to talk about moving out, the tenants must be informed beforehand a list of the items that must be cleaned or those that are included in the move-out inspection. You may also provide your tenant with a copy of the move-out inspection checklist.
In this detailed tenant welcome letter example, you can find a one-page welcome note, followed by an acknowledgment of new tenant booklet, and lastly, the policies and rules regarding the rent, which include rental payments, the basics of rental agreement, maintenance, utility contacts, 30-day notice for moving out, and move-out instructions, such as returning all keys, paying the rent and charges, repairing any damages, cleaning the unit, and properly disposing of all trash.
Other than a welcome letter, you may also include a short guide as regards the property being rented, as can be seen from this tenant welcome letter and guide example. This also includes a checklist for the dos and don’ts as regards the property. Surely, through this letter, your tenant would feel special and appreciated. Additionally, this would also create an impression that you are taking care not just your rental property but your tenants as well.
As stated above, your welcome letter can be in a single page or multiple pages. This depends on the items that you want to include in your list. Similar to this one-page tenant welcome letter example, you can create a concise yet informational letter, which includes certain rules regarding your stay in the property, e.g. rules regarding pets, garbage, recycling, parking, exterior and landscape revisions, and sprinkler system.
Although lengthy letters may contain the complete guidelines regarding the tenant’s stay in the property, there is a tendency that the tenant may not be able to fully read and understand the terms in the welcome letter because of its overwhelming words and lengthy paragraphs. Hence, to keep the tenant’s interest in reading the welcome letter, you may create one that is brief and direct to the point, similar to this brief tenant welcome letter example.
Make your welcome letter clear and concise yet still containing the vital guidelines, rules, and regulations related to the property being rented. Just like this clear and concise tenant welcome letter example, it might be short and brief, but the details are concise and complete, which include the following: due of the rent, term of the rent, payment for the utilities, repairs and maintenance, and the respective email addresses of the office staff.
When you create your own tenant welcome letter, you must include the following essential details: office hours, service and utilities, renting rights and responsibilities, insurance, telephone, routine inspections, repairs and maintenance, a list of urgent repairs, rent due date, rent arrears, keys, mail, change of tenants, ending the tenancy, bond refund, and communication. For more detailed information regarding the content of each of the items being enumerated, you may refer to the tenant welcome letter and information booklet example presented above.
By sending a formal letter, such as this landlord’s welcome letter to the tenant, the landlord has taken the initial step to communicate with his tenants and to have a harmonious relationship with them. There are times when conflicts and misunderstandings are inevitable in a landlord-tenant relationship. Hence, before that happens, it is vital that the relationship will start smoothly and that the parties must maintain a good and healthy relationship with each other.
Help your tenant settle down in his new residence by sending him a tenant move-in welcome letter, just like the one presented above. You can include in the letter the highlights of your agreement, such as the monthly rent, the due of the first month’s rent move-in fees, renter’s insurance and the companies that can provide you the insurance, utilities, which include gas, electricity, and water, keys, move-in house inspection checklist, repairs and maintenance, and instructions or contact numbers that you can call in case of any emergencies.