When it comes to attracting and retaining tenants, even the smallest efforts can make a difference. These small touches should start from day one, with a warm and inviting welcome for new tenants.
A welcome letter is a great way to introduce yourself and make new residents feel at home in their new space. Though it may seem simple, a thoughtful letter can build a strong foundation for your landlord-tenant relationship, leading to less tenant turnover and more consistent rental income.
In this article, we’ll share tips on writing a welcome letter for new residents along with a free template to get you started. Here’s a look at what we’ll cover:
- Why a welcome letter is important
- What to include in a welcome letter
- Welcome letter template for landlords
Why a Thoughtful Welcome Letter Matters
While getting a signature may feel like crossing the finish line, it’s far from where your landlord-tenant relationship ends. After a renter signs and moves in, it’s your job to keep them happy and comfortable in their home. This starts with a thoughtful welcome letter.
Welcome letters, while a simple ask, can leave a lasting impact on tenants. Here are some reasons why they’re critical to a successful and long-lasting tenancy:
Sets the tone for a positive relationship
Welcome letters are a great way to kick things off on the right foot. Right off the bat, they establish a positive tone, making tenants instantly feel more comfortable and at home. Establishing this rapport from an early start can be critical, as it leads to more effective communication and trust throughout the lease. For instance, if a tenant encounters a maintenance issue, they’ll feel more comfortable requesting assistance. Likewise, if you need something from your tenant, they’ll be more receptive and understanding.
Provides essential information clearly
Welcome letters are a great opportunity to share critical information. These can be points from your lease agreement, such as maintenance procedures or community rules. However, in a welcome letter, you can present this information in a much more friendly, digestible way. As opposed to the dense, fine print of a lease clause, a welcome letter presents critical information clearly and concisely, making it easier for tenants to reference and understand.
Showcases professionalism and care
Lastly, a welcome letter showcases professionalism and care on your part. Rather than leaving tenants to the wolves the second they get the keys, a welcome letter shows you care about what happens next. It sets a positive tone from the start and shows your commitment to providing a comfortable and high-quality living experience.
What to Include in a Welcome Letter
Welcome letters include more than just a warm greeting. As mentioned, they’re an outlet for simplifying lease guidelines, as well as somewhere to share a little bit about yourself, the property, and the local community.
If you’re ready to get started on your new tenant welcome letter, here are a few things to include:
Personalized greeting and contact info
A welcome letter should always begin with – you guessed it – a warm hello! Start your letter off with a personalized greeting. Address your tenant personally and begin by saying how delighted you are to welcome them to their new home. Right off the bat, you may also share the best ways for them to reach you. Contact information is best shared either at the beginning or end of the letter.
Move-in day logistics
Next, include some move-in logistics in your welcome letter. Start by confirming their official move-in date. Then, provide any necessary information for the move-in process, such as specifying parking for moving trucks and providing a move-in checklist. These details will help your tenant’s move-in process go a lot smoother and avoid potential confusion or miscommunication.
Property details and essential information
Your welcome letter should also include essential information on the property, such as the address, unit number, and any specific instructions for accessing the unit. This could include information on retrieving keys, codes for any security system or gates, trash/recycling schedules, etc. Any information related to the property's amenities and utilities should also be included in this section.
Rent payment procedures
Make sure to address rent payment procedures in your welcome letter. All you’ll need to say is when rent is due each month, what payment methods you accept, and when late fees will be issued if rent is late. Setting these clear expectations will reduce the risk of delayed or partial payments and make your life easier as a landlord.
Maintenance requests and procedures
Maintenance requests are another thing to discuss in your welcome letter. Explain how to submit routine and emergency maintenance requests. Provide a link to your maintenance portal, along with the phone number to call in case of an emergency. Make sure to include details about what constitutes an emergency, such as a burst pipe or broken AC. This will prevent tenants from calling about non-urgent issues, saving you and your maintenance professionals time and resources.
Community policies
It’s also important to highlight important community policies in your welcome letter. From quiet hours to resident parking guidelines, make sure your tenant understands what their neighbors will expect from them. Doing so can prevent potential conflict or disharmony in the community, which benefits everyone involved.
Local recommendations
Last but not least, end your letter with some local recommendations. If your tenants are new to the area, they will appreciate some dining, shopping, and entertainment suggestions. Whether that means providing directions to the nearest grocery store or a personal recommendation to your favorite restaurant in town, find ways to integrate your tenants into their community. This shows that you care about their living experience and want them to feel settled in their new home.
Accompanying gifts
If you really want to go the extra mile, you might also include a welcome package with your letter. This could include small items like baked goods, a scented candle, or even a house plant or flower bouquet. These little add-ons make tenants feel appreciated and welcomed.
Free Tenant Welcome Letter Template
Preparing for a new tenant involves a lot of moving parts. So, we understand why writing a welcome letter might be the last thing on your mind. That’s why we’ve done all the heavy lifting for you with our free tenant welcome letter template.
Download our template here, or take a look at the following welcome letter sample to get started.
Welcome, [Name of Resident]!
We are thrilled to have you at [Property Name/Address].
Your move-in is on [Date] at [Time]. Parking can be found at [Designated Parking Area].
Utilities & Rent
- Power is provided by [Provider & Provider Contact Info].
- Gas is provided by [Provider & Provided Contact Info].
- Water is usage-based and will be billed alongside rent at the beginning of each month.
- Rent is due on the 1st via [Payment Service]. Avoid late fees by paying no later than the 3rd of each month.
Maintenance Requests
For maintenance requests, please use [Maintenance Portal Link] or call us directly at [Maintenance Team Phone Number] during regular business hours.
Should you have any further questions regarding our community or the contents of this letter, please do not hesitate to reach out at [Phone Number] or [Email Address].
Sincerely,
[Your Signature]
[Your Full Name]
Attract and Retain Tenants on Apartments.com
As a landlord, there’s nothing you want more than to keep quality tenants around. However, this is only possible when you put in effort to communicate, provide excellent service, and create a comfortable living environment for tenants. Lucky for you, it’s easy to be an attentive and well-received landlord when you manage your property on Apartments.com.
Thanks to our extensive suite of Rental Tools, you can easily attract and retain tenants. From streamlining rent payments to managing maintenance requests, Apartments.com has everything you need to keep your property running smoothly and your tenants happy. Sign up today and see the difference our resources can make for your rental business.
FAQs
How do you write a welcome note to a new tenant?
Write a friendly and professional message that welcomes the tenant to their new home, provides key contact information, and highlights any important details about the property or community.
What is a welcome gift for a new tenant?
A thoughtful welcome gift could include practical items like cleaning supplies, a gift card, or a small basket with snacks and essentials to help them settle in.
