How to Write a Perfect Tenant Welcome Letter

Moving to a new building can be stressful, even if it’s exciting. And a property manager’s response to new tenants can either make or break move-in day expectations and affect resident retention. One of the best ways to ensure a seamless, stress-free move-in is by writing and sending a tenant welcome letter.

Here are some tips for crafting a tenant welcome letter:

  • Welcome letter Shutterstock_1254673636 How do you introduce yourself to tenants? 
  • What makes a great tenant welcome letter? 
  • What should an apartment welcome letter include? 
  • How to send a welcome letter 
  • When to send a welcome letter

How do you introduce yourself to tenants? 

The best way to introduce yourself to a new tenant is to craft a compelling and informative tenant welcome letter. Something that will not only make them feel welcome but also answer questions they may have before officially moving in. 

What makes a great tenant welcome letter? 

A great tenant welcome letter provides all the most important information tenants will need to know before moving in but also makes them feel welcomed and excited to move into their new home.

Do you remember your experience with a new property manager or landlord? Thinking about how your new resident would like to be addressed is a good place to start when writing a welcome letter.

A good thing to remember when writing a welcome letter is this: Renters are putting money into a livable service, and your letter will serve as a reference of what they can expect.

What should an apartment welcome letter include? 

There are quite a few important components a tenant welcome letter needs. This is the best opportunity you’re going to have to make sure a new tenant has everything they need to succeed. 

The most important details to put in a property manager’s welcome letter include:

General welcome message

First, start by introducing yourself. Welcome the new resident to the neighborhood and the building. Then, let them know how you hope to help them settle in. 

Your contact information

Once you’ve introduced yourself, give them the best way to contact you should they have any questions. Offer ideal contact times so they know when you’ll be more likely to reply. 

Date of move-in

Your new tenants likely already know when they’re moving in, but having the exact date in writing is a good rule of thumb. This will also give them written confirmation that you’re aware of their move-in date. 

Key pick up

Perhaps one of the most important details to include in your welcome letter is information about key pick up. Tenants want to know when they can expect to have access to their new place so they can plan ahead, and where they can find their new keys.

Utility information

For some residents, utilities can be confusing, especially if they’re not from the area. The best thing you can do for your new tenants is to include detailed information about utilities. This includes the electrical, water, and/or gas companies that service the area. 

Move-in day instructions

Are there parking restrictions or zoning laws that could impact a new tenant’s moving window? Are there building rules or restrictions they should know about? This letter is a good way to make sure tenants are aware and can plan ahead for a smoother moving experience. 

Reminder for documents

In the middle of a moving schedule, tenants might forget to turn in critical documents such as renter’s insurance and pet policy agreements. Gently remind them to email these documents at their earliest convenience.

Parking information

If applicable, write out details about parking, parking spaces, and parking rules to your new tenants. This will ensure they don’t overstep any parking boundaries and can find their spot quickly.

Trash and recycling

Giving your new tenants the trash schedule and recycling rules is important because they’ll have many boxes and supplies that they’ll need to throw out in the first few weeks. 

Building rules and regulations

Before you expect tenants to adhere to building rules, they’ll need to be made aware of them. Including a page of regulations and rules everyone abides by (like excessive noise clauses or property rules) is critical to helping them start off on the right foot.

Need a Lease Agreement?

Access 150+ state-specific legal landlord forms, including a lease.


Neighborhood guide

Welcoming tenants to a neighborhood is great, but telling them a little about it is better. Let them know where the closest grocery store is, give them a map of the school route, or tell them some of the best restaurants in the area. In this section, you can be creative.

Rent payment

Payment is an important factor for tenants and property managers alike. Detailing for new tenants the proper methods of payment and payment schedules will ensure that there are no missed due dates. 

Make new tenants feel welcome 

When writing a new tenant welcome letter, try to remember what it’s like moving into a new building. 

Don’t let the letter be the only inviting thing they encounter. Providing a continuously welcoming environment is one of the best things you can do to maintain high resident retention!

Source: Multifamily Insiders