A Quick Guide To Welcoming New Tenants

By Bethany Fischer on June 20, 2021

A property manager’s job goes beyond maintaining a property. It also means securing and welcoming new tenants into your rental space. After the lease is signed and rent payment methods are established, an effort should be made to make your tenants feel at home. Welcoming new tenants is an important step in the leasing process that can help ensure a pleasant experience for both tenant and property manager.

Why You Should Make Your Tenants Feel Welcome

 

As a property manager, welcoming new tenants may not seem like part of the job description. After all, a property manager’s main job is to keep their rental properties operating at a standard agreed-upon by themselves and their tenants. However, welcoming new tenants with friendly gestures can help start your tenant/property manager relationship on a good note. Happy tenants are more likely to be good tenants who take care of the property, pay rent on time, and cause little problems to you and the surrounding area. By welcoming new tenants in a friendly manner, you are setting them and yourself up for a successful, and potentially long-term, business relationship.

Ways To Make You Tenants Feel Welcome:

There are many ways that property managers can approach welcoming a new tenant. Most property managers will do the bare minimum, like cleaning the property and fixing any maintenance issues before the tenants arrive. However, as we have always established, it is a good idea to go above and beyond when welcoming new tenants. The good news is that welcoming new tenants can be quick and easy, and it doesn’t have to break your bank.

1. Write A Welcome Letter

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Writing a welcome letter should on your “must-do” list when welcoming new tenants to your rental property. This letter can, and should, act as more than just a “welcome to the neighborhood!” message. Your welcome letter is the place to leave important information such as

  • Information regarding utilities like water, gas, electric, garbage, etc

  • Renter’s insurance reminder

  • An overview of the neighborhood

  • Contact information and maintenance reporting protocol

A welcome letter is also a good place to answer some frequently asked questions that your tenant may have upon moving into your rental property. This can also be the place where you establish guidelines and expectations of yourself and your tenants. Typically, this letter is sent after your tenants sign their lease, but before they are given their keys. It is also a good idea to leave a printed copy of this welcome letter at the property for the tenants to have on move-in day. Welcoming new tenants with a welcome letter is a great way to lay a healthy foundation for your tenant/property manager relationship.

2. Create A Welcome Package

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Moving can be stressful, and it is likely that your tenants will be exhausted after their move-in day. Welcoming new tenants with a welcome package is a nice way of showing your tenants that you care about their comfort and are happy to have them. Your welcome package doesn’t have to be expensive and should include things that take some stress off of your tenant, such as:

- A gift card to cover dinner on move-in night

- Toiletries and cleaning supplies, like toilet paper, hand soap, and Clorox wipes

- Comfort items such as candles, flowers, or snacks

After a long day of moving, your tenants may not have the energy to make dinner or unpack cleaning supplies. By providing these things in your welcome package, you are lifting a burden off of their shoulders and helping them settle into their new home with as little stress as possible. The point of a welcome package is not to spend a lot of money. Instead, welcoming new tenants with a welcome package of small, inexpensive items will leave your tenants with a good impression of you and a good attitude going forward in the leasing experience.

3. Personalize The Experience

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If you have taken the time to get to know your tenants, show them by welcoming new tenants with some personal touches. This can be done in your welcome letter and in your welcome package. Did your tenant mention any favorites, like sports teams, colors, animals, or TV shows? Personalize your welcome package with items that coincide with some of their favorite things, like mugs, blankets, or other decorative items. Did your tenants mention a hobby that they like to participate in? Point them to places in the community where they can engage in their hobby in your welcome letter. Welcoming new tenants by acknowledging their personal tastes shows them that you are attentive and ready to assist in their rental needs.

Conclusion

Establishing a strong foundation with your tenants is the key to maintaining a healthy relationship with them. By welcoming new tenants with warm and friendly gestures, you are doing the groundwork to ensuring that your property is maintained well and your lease is upheld. Easy steps such as writing a welcome letter and creating a welcome package show your tenants that you are a caring and responsive property manager. This will instill within them that they made the right choice of renting with you, and will hopefully lead to a long-term leasing arrangement. Welcoming new tenants the right way will lead to a comfortable living arrangement for them and a greater financial return for you

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