Move-in Letter to the Tenant | Word & Excel Templates

Moving into a new house or an apartment is a very important step of life for a tenant. Due to this, the majority of tenants are seen as insecure and overwhelmed. There is so much a tenant has to keep in mind while moving in. The tenant feels secure and comfortable when the landlord is friendly and easy to talk to.

It is the landlord’s responsibility to write a letter to the tenant before taking possession of the landlord’s property. For this purpose, the landlord can write a move-in letter to him.

What is the move-in letter to the tenant?

It is information that the landlord shares with the tenant before he moves in. In some situations, the landlord writes this letter to inform the tenant about the date on which he is allowed to take possession of the property.

Why is the move-in letter written?

Some landlords don’t write a move-in letter and rely on the agreement of tenancy to communicate the terms and some useful instructions to the tenant. However, the agreement of tenancy does not cover everything regarding a comfortable and convenient move-in. Therefore, writing a move-in letter is always recommended.

The move-in letter is written keeping in mind that the tenant might face many troubles after shifting to the new apartment. According to the landlord, there are many things on his mind that should be communicated so that any kind of inconvenience in the future can be avoided.

How to write a move-in letter to the tenant?

A landlord should be able to write a welcome letter to the tenant in the form of a move-in letter. The landowner can follow the following steps to write a letter that stands out:

Warmly welcome the tenant:

To start a friendly relation with the tenant, he should be warmly welcomed in the letter. This will make him feel good about moving in. The landowner should tell the tenant that he is glad to have started this relationship of tenancy with him.

State the purpose of the letter:

After reading this letter, the tenant might wonder why you sent him the move-in letter. So, discuss the purpose of the letter with the tenant. Share information regarding various aspects such as utility bills, maintenance work, and much more. In addition, if there are some instructions that you want to share with the tenant, now is the best time to convey your message.

Pay attention to how you end the letter:

The end of the letter should be on a friendly and positive note. Thank the tenant for agreeing with you

Below is a sample letter to get started:

Sample letter

Date:

Dear [X],

Welcome to the new apartment. I am completely aware that moving can be very overwhelming. As you are about to move into your new apartment, you will have a lot on your mind. This letter is being written to provide you with the necessary information that must be kept on board before you start to move in.

The rent you are supposed to pay every month is (mention the amount). You are required to pay the rent by the 10th of every month. When you submit the check memo, please mention your name and apartment number.

You are also responsible for paying your utility bills. But if you have any problems with the heat or electricity system in the apartment, do let us know. We can be accessed via (mention the phone number or email address).

If you find out that some maintenance work needs to be done, remember to contact us.

You are recommended to have full coverage insurance to protect yourself against accidental fire or any break-in.

We are glad to have you as our new tenant. Your move-in date is 15th October 20XX. Please call me if there is anything you don’t understand.

Regards,

Name of the landlord
Signatures of the landlord

File: Word (.docx) and iPad
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