A tenant welcome letter is a great way to make the new tenant feel special and at the same time, give specific instructions regarding the property/house and payment of rent. It will also provide helpful information about utilities, maintenance issues around the house, neighbors who will be helpful and emergency contact numbers for help.
5 Steps to Write a Tenant Welcome Letter
Step 1: Display the Company Name and Address in Bold
Every letter that goes out of your company speaks for you and leaves an impression on the reader. It is, therefore, necessary to boldly display the company name, address and contact details at the top. If you have a logo, it’s all the better. You may display the logo at the centre or the side of the document.
Step 2: Cover All Relevant Points
Be sure that you do not leave out any point that should be included in a welcome letter like managing utilities, repairs and maintenance and other rules that are of importance. You may keep paragraphs for each point to give the letter a neat and systematic look.
Step 3: Be Clear about Payment and Penalties
Clearly mention all details regarding rent payment of the first month, regular rent, mode of payment, due dates, penalties applicable for late payments and deposit amount payable. If there are extra charges which would be included in the rent, they should be clearly mentioned as well.
Step 4: Give Details about Available Resources
A new tenant is going to be new to the neighborhood as well. Hence you will need to make him aware of all the resources at his disposal, and how they need to be taken care of. This will help minimize unnecessary stress and anxiety for both the parties later on, if things, unfortunately, go the wrong way.
Step 5: Mention the Attachments/Forms
The tenant welcome letter will most probably have some attached documents for the tenant to fill up and submit back to the landlord/manager. It may be a maintenance form or a property checklist. The letter should mention which documents he will find attached and when they need to be submitted
1. Standard Tenant Welcome Letter
This document has three welcome letter templates which are concise and have a cordial and polite tone; but cover all the details regarding repairs, late fees, property rules and discount for rent payment. The template is made in pdf format, which can be modified and printed easily.
2. Professional Tenant Welcome Letter
Use this professionally designed new employee welcome letter to give your tenant a warm welcome, while also giving instructions regarding insurance, deposits, notice before leaving and guidance regarding all issues at the same time. The document is available in editable pdf format. It has a page border and attractive logo on each page.
3. Simple Tenant Welcome Letter
This tenant welcome note template is simple but very well presented, to give the tenant complete guidance about the available facilities in the new place, payment of rent and initial set up of utilities. It makes him aware of the rules he has to follow to avoid any inconvenience to others around. This template is a helpful guide for landlords and property managers.
4. Printable Tenant Welcome Letter
This is a employee welcome letter written to welcome a new tenant. It gives information regarding all issues in the form of faqs making it easier to comprehend and follow. Helpful contact numbers are provided to make the adjustment process easier. It has an inspection report attached so that the tenant may report minor maintenance issues.
5. Basic Welcome Letter Sample
Here is a basic letter of introduction giving step by step guidance about payment of rent and mode of payment, how to handle maintenance issues and table of useful contacts for getting started with utilities. It also contains a page about moving out instructions and security deposit amount.
6. Tenant Welcome Letter Example
This is a simple minimalist introduction letter template in PDF, hence it is very easy to edit. It mentions the due dates for payment of rent and gives instructions about how to handle repair and maintenance issues. The letter will have an inspection checklist for the tenant to fill up and submit at the earliest.
7. Editable Welcome Letter Template
Use this editable and simple .docx cover letter to give your tenant a warm welcome. The content is well laid out covering all the elements ranging from payment options to deposits and utility contacts. There are blank spaces in the template where you can insert utility contacts and emergency numbers.
8. Sample Tenant Move In Letter
This concise, well-drafted sample letter of introduction is designed in ms word. It mentions a contact number for utilities and instructs the tenant on how to address maintenance through the company website as well as how to handle trash and recycling issues as per the lease agreement.
9. Corporate Tenant Move-In Letter
This is a systematic and well laid out letter to welcome a new tenant. It has placed various instructions with underlined headings in different paragraphs which gives the formal letter format and aesthetically pleasing look. It is also easy to comprehend at a glance. A perfect letter which can be used directly after download.
10. New Tenant Welcome Letter
This tenant welcome letter template is beautifully designed in PDF format. The regular instructions about rent, utilities, maintenance, etc. are given in detail under colorful headings giving the document and systematic look. The template will need only simple modifications before printing,
11. Elegant Tenant Welcome Letter
This is an elegant, brief and beautifully designed cover letter template in PDF format giving the tenant local numbers to set up gas and electricity utilities before moving in. It also mentions security deposit amount, monthly rent and other charges which may be applicable. The template is easy to edit and print.