Property Management Best Practices
Tenant Welcome Package: 7 Essentials to Include for a Stress-Free Move-In
Zac Maurais
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Moving into a new home can be stressful, but a well-prepared tenant welcome package can make all the difference. Here's what to include to ensure a hassle-free move-in experience:
These essentials help tenants feel informed, supported, and ready to settle into their new home. Keep reading for detailed tips and examples to create a package that stands out.
Getting your utilities sorted can feel overwhelming, but a detailed guide in your welcome package can make the process much easier for tenants.
Here’s a simple timeline to follow for a smooth setup:
This timeline doesn’t just simplify the process - it also helps tenants budget better. For example, average monthly costs for a one-bedroom apartment include $50–$90 for electricity and about $60 for natural gas [2].
For an even easier setup, consider automated tools like Utility Profit. This platform lets tenants arrange multiple services through a single interface and is already trusted by more than 700 property management companies in the U.S. [3].
When creating utility setup instructions, be sure to include:
These details ensure tenants are well-prepared and can handle any unexpected problems.
Pro Tip: Encourage energy-saving habits! Suggest programmable thermostats to cut energy costs, and mention budget billing plans offered by many providers. This adds an extra layer of value to your guide.
Providing detailed information about the property ensures tenants can settle in smoothly and understand their responsibilities from the start. This builds on your earlier move-in guidelines to make sure everything is clear from day one.
Supply tenants with clearly labeled keys and access codes for all necessary areas, such as their unit, emergency exits, mailboxes, storage spaces, and garage or gate entry.
Make maintenance responsibilities easy to understand and include a bi-annual inspection schedule.
Clear instructions for waste disposal are essential for keeping the property clean and organized. Include a waste collection schedule like this:
Type
Collection Day
Container Color
Location
Regular Trash
Tuesday/Friday
Black
North side
Recycling
Wednesday
Blue
Storage area
Compost
Monday
Green
Garden area
Provide a map marking key areas such as parking, laundry facilities, package delivery zones, emergency exits, and shared amenities.
For communal areas, outline specifics like operating hours, how to make reservations, cleaning expectations, guest rules, and noise restrictions.
Tip: Consider creating a digital version of these property details. Tenants can save it on their smartphones, making it easy to access anytime they need it.
Having quick access to the right contacts can prevent small issues from turning into major crises. Use the tables below to keep essential numbers at your fingertips. These should also be included in your welcome package for easy reference during any situation.
For life-threatening emergencies, always dial 911 first. For other situations, keep these contacts accessible:
Service Type
Contact Information
When to Call
Police (Non-Emergency)
Precinct phone number
Suspicious activity, noise complaints
Fire Department
Local station number
Fire safety inspections, smoke detector issues
Nearest Hospital
Emergency room direct line
Medical emergencies and facility information
Your property management team can assist with a range of issues. Reach out using the following options:
Contact Type
Available Hours
Best For
Emergency Maintenance
24/7
Water leaks, power outages, HVAC failures
Regular Maintenance
Mon-Fri, 8am-5pm
Routine repairs, appliance issues
Property Manager
Business hours
Lease questions, general concerns
Keep these utility contacts on hand for quick problem resolution:
Utility
Provider
Emergency Line
Electricity
Local provider
24/7 outage hotline
Water/Sewage
Municipal service
Emergency repair line
Gas
Local provider
Gas leak hotline
Internet/Cable
Service provider
Technical support
For more specific situations, use these resources:
You can also access these contacts digitally through:
Here's a step-by-step guide to help make your move-in day smooth and stress-free.
Before unpacking, take time to inspect key areas of your new home. Use the table below for reference:
Area
What to Check
How to Document
Walls & Floors
Look for scratches, holes, or stains
Take photos with timestamps
Appliances
Test functionality and note any damage
Record videos or photos
Windows & Doors
Check locks, screens, and weather stripping
Take close-up photos
Fixtures
Test light switches, faucets, and outlets
Test and photograph
As soon as you get your keys, tackle these tasks:
Start with the essentials to make your space functional:
While moving in, take precautions to avoid damage:
Once you're settled, document the condition of the property thoroughly.
Complete a Property Condition Report as soon as possible. Use timestamped photos and detailed notes to record the state of the unit. Make sure all parties sign and date the report to avoid potential disputes later.
"Move-in day is a flurry of activity for tenants and a huge source of stress. Even the most basic tenant welcome package can help alleviate that stress. Answering their questions right off the bat will show them that you understand." - Laurie Mega, Writer
Make your new space feel like home by taking care of a few final touches:
With these tasks completed, you'll be ready to enjoy your new home!
Help tenants settle in by sharing details about nearby services, dining, and transit options.
CVS Pharmacies provide convenient same-day prescription delivery, a user-friendly app for managing prescriptions, and a wide selection of health products. For grocery needs, Valley Marketplace offers international items, while King Soopers supports SNAP EBT payments and features digital savings for budget-conscious shoppers.
For a taste of the neighborhood, check out the local dining scene.
Gene S. highly recommends The Westside Local, known for its consistently great food [7].
Restaurant
Features
Popular Items
The Westside Local
Dog-friendly patio, seasonal menu
Brussels sprouts, Sriracha chicken sandwich
The Lobster Trap
Fresh, sustainable seafood
Local seafood specialties
"One of my favorite spots in KC! The grilled cheese is out of this world!...try to get a reservation. This place gets busy!!" - Leah E., Google Review
And when it comes to getting around, local transit options make daily commutes a breeze.
Public transit options include MTS buses and trolleys (details at www.sdmts.com), the COASTER train with a $15 Regional Day Pass, and the San Diego Bay Ferry for just $5 per person. Youth under 18 ride free with a PRONTO card, and on weekends, two kids aged 12 and under can ride free with a paying adult.
Key transit hubs like 12th and Imperial, Park and Market, and Gaslamp Quarter Station (Fifth Avenue and Harbor Drive) are conveniently located within two blocks of major destinations [8].
These resources offer a well-rounded introduction to the neighborhood, making the move-in process smoother and more enjoyable.
Setting clear property rules from the start helps avoid confusion and keeps things running smoothly. Including these rules in your move-in guide establishes expectations for behavior and responsibilities, creating a solid foundation for a positive tenancy.
Lay out quiet hours and acceptable noise levels to ensure a peaceful living environment for everyone.
Clarify occupancy limits (generally two people per bedroom) and provide clear guest policies [9].
Explain tenant responsibilities, such as keeping the property clean, reporting damages promptly, and getting written approval for any changes or modifications. These duties should align with the maintenance steps mentioned in Section 2.
Include clear parking rules, as required by law, before the lease is signed [10]. Notify tenants in writing before making any changes to parking or towing policies during the lease period.
Outline the required notice period for lease changes based on local laws. For example, short-term leases might require 15 days’ notice, while longer leases could need 30 days [9].
Specify which pets are allowed, any breed or size restrictions, required documents, and details about deposits or fees related to pets.
A well-chosen welcome gift can help establish a positive connection between landlords and tenants. It’s a simple way to show thoughtfulness while being practical.
A move-in care package with basic necessities can make a tenant's first day more comfortable. Consider including:
Incorporate local charm into your gift. For instance, Keyrenter Knoxville Property Management once included $50 gift cards to nearby restaurants along with holiday greeting cards. This not only delighted tenants but also supported local businesses [11].
Tailor your gift to the season. During summer, items like bottled water, sunscreen, or a portable fan can be helpful. In winter, think hot chocolate mix, hand warmers, or a cozy blanket. For spring or fall, practical items like umbrellas might be especially useful.
The type of property can guide your choice of gifts. Apartment tenants might prefer compact and practical items, while those in single-family homes may appreciate tools or accessories for home maintenance. In multi-unit buildings, gifts that encourage community interaction can leave a lasting impression.
Some landlords take it a step further with creative tenant engagement initiatives. For example, Brad Randall's "12 Days of Giving" program rewarded timely rent payments with prizes like grills and event tickets [11].
"Who doesn't love to feel celebrated, seen, valued, appreciated, and considered? Reach out early and often. Identify the real roadblock or concern, and do everything in your power to listen and solve it."
– Melissa Gillispie, JWB Real Estate Capital
A well-thought-out welcome package brings together all the critical elements we've discussed. It's more than just a nice gesture - it's an investment in creating satisfied tenants and effective property management. By focusing on these essentials, landlords can build stronger relationships, improve communication, and simplify property operations.
The welcome package focuses on three key areas:
"Who doesn't love to feel celebrated, seen, valued, appreciated, and considered? Reach out early and often. Identify the real roadblock or concern, and do everything in your power to listen and solve it."
– Melissa Gillispie, JWB Real Estate Capital
With two-thirds of landlords now offering welcome packages, it's clear they play a role in boosting tenant satisfaction and fostering a sense of community [12]. Including these essentials can make move-ins smoother and set the stage for long-term tenant happiness.
Start building your welcome package today to strengthen tenant relationships and create mutual benefits for both parties.
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