General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- A welcome letter puts everything a new tenant needs in the first month on one page.
- Say who to contact for rent, repairs and emergencies, and how.
- Explain how and when to pay rent, and which utilities the tenant must set up.
- Ask the tenant to return the move-in checklist by a set date.
What a tenant welcome letter is
A welcome letter is a friendly, practical note that greets a new tenant and answers the questions they will have in their first few weeks. Who do I call when the sink leaks? When is trash day? Where is the water shutoff? Answering those up front saves you a stream of calls and shows the tenant that the home is well run.
When to use it
Send it a few days before move-in, and leave a printed copy in the home. It works for every type of rental, from a single room to a large community, and it pairs well with the move-in condition checklist.
How to use the template
- Fill in the contacts table with real names and the best way to reach each one.
- Add move-in day details: keys, parking and elevator booking.
- Copy the rent, late charge and payment methods from the lease.
- List each utility, who pays it and how to set it up.
- Add trash days, shutoff locations and any community details.
- Send it with the move-in checklist and a return date.
What to include
- Contacts for rent, repairs and emergencies.
- Move-in day logistics.
- How to pay rent and when.
- Utilities and services.
- How to request repairs.
- Safety details, such as alarms and shutoffs.
- Insurance, mail and package details.
Tips
- Keep it to one or two pages. Link to the lease for the details.
- Say what counts as an emergency, such as no heat in winter, a major leak or a gas smell.
- Follow up after two weeks to ask how things are going.
Common mistakes
- Adding rules that are not in the lease, which can cause confusion about what is enforceable.
- Out of date contacts. Check every number before sending.
- Forgetting the move-in checklist, which protects both sides at move-out.
Welcoming tenants in TenantLoop
In TenantLoop each tenant gets their own portal, where they pay rent by card or bank transfer, turn on autopay and send repair requests with photos. Messages and announcements reach them by email and in the portal, so the details in your welcome letter are easy to find again.
What is in the template
A move-in letter that welcomes a new tenant and puts everything they need for the first weeks in one place: keys, rent, utilities, repairs, contacts, trash days and house rules.
- Your contacts
- Move-in day
- Paying rent
- Utilities and services
- Repairs and maintenance
- Good to know
Read the whole tenant welcome letter template
Get the file
Free, no sign up. Fill it in by hand or edit the Word file.
General template, not legal advice. Have an attorney in your state review before use.
Before you send it.
When should I send a welcome letter?
A few days before move-in, so the tenant can set up utilities and plan the day, with a printed copy left in the home.
Is a welcome letter a legal document?
No. The lease is the contract. The letter is practical information, so avoid adding new rules or fees in it. If a rule matters, put it in the lease or an addendum.
What should I leave in the home on move-in day?
The welcome letter, the move-in condition checklist, a copy of the signed lease, any required disclosures and, as a nice touch, basics like toilet paper and a few light bulbs.