The short version
- Move-in sets the record you will rely on at move-out. A documented walkthrough with photos is the single most valuable step.
- Collect move-in funds in certified form or online before handing over keys, and give a receipt.
- Finish required disclosures, such as the federal lead paint disclosure for pre-1978 housing, before the lease is signed, not on move-in day.
- A short welcome packet answers most first week questions: how to pay rent, how to request repairs, who to call in an emergency.
- Check in after the first week and again at 30 days. Small fixes made early buy a lot of goodwill.
The first week of a tenancy shapes the rest of it. A tenant who arrives to a clean unit, working keys and clear instructions starts with confidence that problems will be handled. A tenant who arrives to a dirty fridge and no idea how to pay rent starts with doubt. Move-in is also when you build the record that decides every deposit conversation a year or more from now.
This guide walks through the process in order, from the signed lease to the first rent payment.
Before move-in day
Finish the paperwork early
Everything with a signature should be done before the keys change hands.
- The lease and addenda, signed by every adult occupant. Our lease addendum guide covers pet, parking and other common addenda.
- Required disclosures. For housing built before 1978, federal law requires the lead based paint disclosure form and the EPA pamphlet before the tenant is bound by the lease. Our lead based paint disclosure template covers the required statements. Many states add their own disclosures, such as mold, flood zones, bed bugs or the name of the person authorized to manage the property.
- Guaranty, if you approved with a guarantor.
- Proof of renters insurance, if your lease requires it.
In TenantLoop, an approved application opens the lease wizard already filled in, and the applicant gets one email to sign and add a payment method. You countersign and the lease turns active. Signing runs on Dropbox Sign behind the scenes. See rental applications.
Collect move-in funds
Collect the security deposit and first month’s rent before move-in day, using a method that clears and leaves a record. Personal checks that bounce after you hand over keys are a hard problem to fix. Give a receipt for every amount. Our security deposit receipt template and rent receipt template work if you are doing it by hand. Some states require a written deposit receipt that names the bank where the deposit is held, so check your state’s security deposit rules.
If the tenant moves in mid month, charge prorated rent for the partial month. Our prorated rent calculator does the math.
Worked example: move-in funds
Rent is $1,650 a month. The tenant moves in on September 20. The deposit is one month’s rent.
- Deposit: $1,650
- Prorated September rent, 11 days of a 30 day month (20th through 30th): $1,650 divided by 30 = $55 a day, times 11 = $605
- Total due before keys: $2,255
- October 1 rent of $1,650 is due on the normal schedule.
Some landlords prefer to collect the full first month and prorate the second month instead. Either way, put the method in the lease so there is no surprise.
Prepare the unit
Complete your make ready turnover before the walkthrough, not during it. At minimum:
- Locks rekeyed and all keys, fobs and remotes tested
- Smoke and carbon monoxide alarms tested, with batteries replaced where needed. See our guide to smoke and CO alarms in rentals.
- Appliances cleaned and working
- HVAC filter replaced
- Utilities that you provide turned on, and tenant paid utilities ready to transfer
Send instructions before the day
Two or three days before move-in, send a short message that covers the time, the address, where to park a moving truck, elevator reservations if relevant, and what to bring. Ask the tenant to have utilities in their name by the move-in date. Our tenant welcome letter template is a good base.
On move-in day
The walkthrough
This is the most valuable 30 to 45 minutes of the tenancy. Walk every room together with a checklist and photograph each item.
- Floors, walls and ceilings in each room
- Doors, locks, windows, screens and blinds
- Kitchen appliances inside and out
- Bathroom fixtures, caulking and ventilation fans
- Closets, shelving and storage
- Outlets, switches and light fixtures
- Smoke and CO alarms, with the test button pressed while the tenant watches
- Exterior items the tenant is responsible for, such as a patio or yard
Note the condition of each item plainly: “small scratch on left side of oven door, about 2 inches” is far more useful than “fair.” Take wide shots for context and close ups for any existing damage. Both of you sign and date the checklist, and the tenant gets a copy. Our move-in checklist is organized room by room.
In TenantLoop, an inspection walks you item by item on a phone, with up to 20 photos and 5 videos per item. It saves without a signal and syncs later. The PDF report carries every photo and note, and at move-out each item is compared against the move-in record. See inspections, and our photo documentation guide for technique.
Hand over keys and information
Give the tenant keys and record how many of each you handed over. Then walk them through:
- How to pay rent: due date, grace period, late fee and the payment methods you accept
- How to request repairs: the one channel you use, and what counts as an emergency
- Emergency contacts: an after hours number and when to call 911 first
- Shutoffs: main water valve, electrical panel, gas shutoff if applicable
- Building rules: trash and recycling days, quiet hours, parking, packages
- Appliance quirks: the garbage disposal reset button, the thermostat schedule
A one page welcome sheet with all of this taped inside a kitchen cabinet saves a dozen phone calls.
Set up their portal access
If tenants pay online and submit requests through a portal, get them set up before you leave. In TenantLoop, tenants use a mobile friendly web portal to pay rent, set up autopay, send a maintenance request with photos and read their lease. See residents for what tenants see.
The first 30 days
Follow up at one week
Send a short message after the first week asking whether everything is working. New tenants often notice small problems, like a slow drain or a sticky window, that they hesitate to report. Fixing them early shows you respond.
Close the move-in record
If the tenant reports anything missed in the walkthrough within your stated window, add it to the record with a date and photos. Repair items that need repair. Note cosmetic items so they are not charged at move-out.
Confirm the first payment
Watch the first full rent payment. If it arrives late, a friendly reminder is usually enough the first time. Being clear about the late fee policy now prevents a bigger conversation later. Our late fee policy guide covers how to set and apply one.
Check in at 30 days
A brief check in at 30 days is a good time to ask about anything else and to remind tenants how to reach you. Our post on tenant retention covers low cost habits that keep good tenants renewing.
Common mistakes
- Handing over keys before funds clear
- Doing the walkthrough without photos, or with vague notes
- Skipping the lead paint disclosure on older housing
- Leaving the tenant to guess how to pay or request repairs
- Forgetting to rekey after the previous tenant
- Letting small move-in fixes linger for weeks
A quick checklist
- Lease, addenda and disclosures signed
- Deposit and first rent collected, receipts sent
- Unit made ready, locks rekeyed, alarms tested
- Pre arrival message with logistics
- Signed move-in checklist with photos
- Keys counted and recorded
- Welcome sheet and portal access set up
- One week and 30 day check ins scheduled
Disclosure, deposit receipt and move-in inspection rules vary by state and city. This post is general information, not legal advice. Check your state and local law before you finalize your move-in documents.
Before you try it on a tenant.
Should I do the move-in inspection with the tenant present?
It is best practice. Walking the unit together and signing the checklist at the end gives both sides the same record. If the tenant cannot attend, complete it yourself with photos and give them a few days to add notes and return a signed copy. Some states require a move-in condition statement, so check your state's rules.
When should I collect the deposit and first month's rent?
Before you hand over keys. Many landlords collect the deposit at lease signing and the first month's rent, or a prorated amount, before or on move-in day. Use a traceable payment method and give a receipt.
Do I have to change the locks between tenants?
Several states require it, and it is good practice everywhere. Rekeying is inexpensive compared with the risk of a former tenant or contractor still holding a working key.
What if the tenant finds problems after the walkthrough?
Give the tenant a short window, often a few days, to report anything missed, and add it to the record. Repair what needs repair and note the rest so it is not charged at move-out.