You did it! You found a renter after weeks or months of waiting. Now it’s time to help them move in a professional way. To that end, I created a free template for a new tenant welcome letter, available in both PDF and DOC formats, that’s easy to customize and use. This sample tenant welcome letter covers everything tenants need to know, things like the rental property address or paying rent, lease terms, and even neighborhood guidance to help them settle in. It includes important details like contact information for other maintenance requests, instructions for online rent payments, and tips for managing personal belongings. You’ll also find helpful info about local utility companies, property rules, and even suggestions for local attractions. If you’re a landlord or property manager, then this whole welcome letter is designed to build a positive relationship and make tenant moves smooth and stress-free. Just download the template and customize it with your unique details like guidelines for appropriate bins, relevant links, and the move-in checklist. Try it today and see how easy it is to create a professional and welcoming experience.

Download our Free Tenant Welcome Letter (Customizable)

PDF | Doc

A new tenant welcome letter, regardless if it’s a friendly welcome letter to the tenant from the landlord or a property management welcome letter to the tenant from the property manager, sets the tone for a positive and collaborative relationship.

Tenant Welcome Letter Template Example

[Your Company/Property Name]
[Your Street Address]
[City, State, ZIP Code]
[Date]

Welcome to Your New Home at [Property Address]!

Dear [Tenant’s Name],

We’re thrilled to welcome you as a new tenant at [Property Name]! We aim to make your move-in process as smooth and enjoyable as possible. Below you’ll find some important information and reminders to help you settle in. Feel free to reach out if you have any questions or need assistance.

Key Details

Property Address	[Insert Property Address]
Scheduled Move-In Date	[Insert Move-In Date]
Lease Start Date	[Insert Lease Start Date]
Monthly Rent Amount	[Insert Rent Amount]
Security Deposit Paid	[Insert Security Deposit Amount]

Contact Information

If you need assistance at any point, please don’t hesitate to contact us.

Property Owner/Manager Name	[Insert Name]
Phone Number	[Insert Contact Number]
Email Address	[Insert Email Address]
Normal Business Hours	[Insert Business Hours]

If there is an urgent issue (e.g., plumbing or electrical emergencies), you can contact our emergency repair service directly at [Insert Emergency Repair Contact Info].

Moving-In Checklist

☐ Verify utilities are set up with local companies	Gas Utility: [Insert Local Gas Utility Information]
	Electric Utility: [Insert Local Electric Utility Information]
	Water/Sewer Company: [Insert Local Utility Details]
☐ Review and sign the lease agreement	(if not already done)
☐ Obtain renters insurance	Provide proof of coverage before move-in
☐ Arrange for your moving truck	Ensure parking is available for [Insert Move-In Day Parking Details]
☐ Complete the property walkthrough inspection	With the landlord or property manager to document the property’s condition

Property Guidelines and Important Details

We encourage all tenants to take note of the following rules to maintain a positive landlord-tenant relationship and a pleasant living environment for everyone.

Trash Collection

[Insert Instructions and Schedule]

Guest Parking

[Insert Details About Parking]

Property Rules

[List Key Rules or Refer to Tenant Handbook for Details]

Maintenance Requests

Report maintenance issues to [Insert Contact Method] during business hours or via [Online Maintenance System, if applicable].

Helpful Neighborhood Guidance Information

To help you feel at home, here are some local resources you might find useful.

Local Restaurants

[Insert Recommendations]

Grocery Stores

[Insert Nearby Stores]

Public Transit Options

[Insert Local Transit Information]

Nearby Attractions

[Insert Suggestions]

Move-In Date Reminders

Key Collection Instructions

Please collect your keys from [Insert Key Pickup Details].

Paying Rent

Payment is due on [Insert Due Date]. Payment can be made [Online, via Mail, or By Check at Office Address].

Laundry Room Access (if applicable)

Use your access code [Insert Code] to operate the laundry machines.

Contact Details for Property Managers

Make sure tenants can easily reach both you and your property management team. Provide clear phone numbers, email addresses, or other preferred contact methods.

Contact Information

[Insert Details]

Professional Cleaning Service

Offer a welcoming touch by including a voucher or discount for a professional cleaning service, helping your tenants settle in smoothly.

Cleaning Service Details

[Insert Voucher/Discount Info, if applicable]

Property Management

Highlight the unique services your property management team provides, such as 24/7 support or an online service portal, to show tenants you’re there for them.

Property Management Highlights

[Insert Key Features or Services]

Other Property Rules

Set clear expectations by listing additional property rules, like pet policies or shared space etiquette, in a friendly manner.

Additional Rules (Renters Insurance, Property Walkthrough, etc)

[List Specific Rules or Reference Tenant Handbook]

Tenant Letter

Add a personal touch to your welcome letter by addressing the tenant by name and including a warm introductory message that makes them feel valued and at home.

Personalized Message

[Draft Warm Welcome Message]

Emergency Repairman Directly

Ensure tenants feel secure by providing contact details for reaching an emergency repairman directly for any urgent issues.

Emergency Repair Contact Information

[Insert Details]

Both You and the Tenant

Encourage a collaborative relationship by including a short statement on how both you and your tenants share a commitment to maintaining the property.

Shared Commitment Statement

[Write a Brief Note]

Tenant Settle

Help your tenants settle in by providing tips for their new home, like inviting them to neighborhood events or sharing local resources.

Settling-In Suggestions

[Insert Welcome Tips or Local Events Info]

Rental Agreement

Attach a copy of the signed rental agreement and highlight key sections to ensure tenants can easily reference important terms, such as a rent verification form.

Rental Agreement Points

[List Key Agreement Highlights or Attach the Agreement]

We are so excited to have you as part of the [Property Name] community. Our goal is to provide a safe, comfortable, and enjoyable living experience for all tenants.

Please don’t hesitate to contact us if you have any questions during your move-in or at any time throughout your lease. We’re here to help!

Warm regards,
[Your Full Name or Title]
[Signature or Printed Name]
[Contact Info (Email/Phone)]

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Note to Users of This Template

This is a customizable tenant welcome letter template. Please replace placeholders (e.g., [Insert Property Address]) with your specific details. Feel free to add or remove sections based on your property’s requirements or your tenants’ needs.

This template is designed to be converted easily into a PDF and shared digitally or printed as needed.

Extra Features You May Consider in the Welcome Letter

• Include contact details for both you and your property management team, such as phone numbers and email addresses, so tenants feel supported right from the start.
• Offer a voucher for a professional cleaning service as a one-time move-in perk to make their transition smoother.
• Highlight unique ways your property management team goes above and beyond to help tenants feel at home, such as 24/7 support or online service portals.
• Clearly outline other property rules, such as noise regulations or shared amenities policies, to set expectations while keeping communication friendly.
• Personalize the tenant letter by including their name and a warm welcome message that makes them feel valued.
• Share details for contacting an emergency repairman directly for urgent issues, ensuring they know help is always available.
• Address both you and your tenant by including a mutual commitment to maintaining the property and building a positive relationship.
• Outline steps to help the tenant settle in their new space, such as an invitation to a neighborhood event or tips for exploring the area.
• Provide a copy of the signed rental agreement, emphasizing key points so they can easily refer back to it when needed.
• Attach a move in checklist listing all essential tasks like setting up utilities, checking smoke detectors, and collecting keys for a seamless move-in experience.

Check Back for Updates to this Tenant Welcome Letter

I’m always looking for ways to make this new tenant welcome letter even more helpful for you and your tenants. A tenant welcome letter should be updated to adjust to changing needs, things like sharing how to report maintenance issues, setting clear steps for maintenance requests, or reminding tenants to pay their first month’s rent. I encourage you to customize it for each property owner, add details about care for personal belongings, and ensure this welcome letter is great for tenants and their needs.

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