Tenant Welcome Letter

You might not think of your renters as “customers,” but as a landlord, you’re providing them with goods and services — a place to live, and an assurance of regular maintenance and upkeep — in exchange for monthly rent. Putting a little effort into customer service when you find a new tenant can help foster a positive landlord-tenant relationship and, ideally, lead to a reliable long-term renter. 

One way to make a great first impression is to send your new tenant a welcome letter. A tenant welcome letter includes move-in instructions and useful tips to ease their transition into a new home.

When to send a tenant a welcome letter

A good time to send your new tenant a welcome letter is after both parties have signed a lease but before you hand over the keys. If you don’t already have a customized lease, you can use Zillow Rental Manager’s lease builder to create one (available in select states). 

Your welcome letter should provide move-in details and next steps, so plan to send it one to two weeks before the scheduled move-in date, when possible. This helps the renter get acquainted with the home and neighborhood ahead of their moving day. 

Around this time, you can also inspect the rental property and schedule any needed repairs before the new tenant moves in. Download our rental move-in checklist to streamline your walkthrough inspection, and send a copy to your tenant so they’re prepared ahead of time.

How to send a new tenant welcome letter

Email is probably the fastest and most reliable way to send a new tenant welcome letter. The tenant can easily reference the letter when needed and quickly reply to the email if they have any follow-up questions.

Email also allows you to include links to helpful websites like local utilities, service providers and neighborhood resources. 

If you want to go the extra mile, you can leave a printed copy of the welcome letter along with a modest welcome package on the kitchen counter so the tenant starts to feel at home as soon as they move in. The package could include local takeout menus, some household “must-haves” like light bulbs and toilet paper, and perhaps a gift card to a nearby coffee shop or bakery.

What to include in a tenant welcome letter

A welcome letter to a new tenant might include the following, depending on your property type and policies:

• Your contact information
• Time and date of the rental walkthrough
• Time and location for key collection
• Instructions on setting up utilities
• Any special move-in day details (loading zone rules, service elevator usage if applicable)
• A reminder to provide proof of renters insurance, if required
• Instructions on how and when to pay rent
• Instructions on how to report maintenance issues
• Parking information for the tenant and guests
• Trash and recycling information
• Property rules and regulations
• Laundry room usage (if shared)
• General neighborhood tips (like nearby grocery stores, parks and transit)
• Bonus points: Include a floor plan with dimensions of each room so tenants can see how their furnishings will fit in the new place.

Some of these items will also be covered in your rental agreement, so focus on what your tenants will find most helpful at move-in. 

Tenant welcome letter template

Below is a sample of a tenant welcome letter that you can customize and share with your new tenant. You can download a copy of the tenant welcome letter by clicking on the green Download button at the top of this page.

Hi ,

Welcome! I'm thrilled you've selected as your new home.

I've included some useful information to help get you ready for your move on .

1. Property walkthrough

Before you move in, we’ll walk through the rental together to document the condition of the home. I've attached a move-in checklist so you’ll know what to expect. We will meet at the property on . If you need to reschedule, please call or email in advance.

2. Key collection

You can pick up the keys to your new place between the hours of . If you need to arrange a different time, please email or call before that date.

3. Moving in

Your lease start date is .

Note: If additional move-in instructions are required like scheduling elevator time, include that information in the 'moving in' section.

4. Setting up utilities

As specified in the lease, you are responsible for . If you haven't already set up your accounts, here is the provider information:

• Electricity:
• Gas:
• Cable/Internet:

5. Renters insurance

I . 

You should speak with your local insurance provider to get a quote on how much coverage is right for you. Renters insurance typically costs between $15 and $30 per month.

6. Paying rent

Per the lease agreement, your first month's rent of You’ll be receiving a separate email invitation to set up convenient online rent payments.

Please review your lease for specific terms regarding rent due dates, grace periods and late payments.

7. Maintenance requests

Please let me know if anything needs maintenance attention so I can make the necessary arrangements.

• For emergencies: Please contact .
• For all other maintenance requests: Please .

8. Trash and recycling

Garbage and recycling should be placed . Please make sure to place items in the appropriate bins.

• Recycling is collected on .
• Garbage is collected on .

9. Parking

.

10. Property rules and regulations

A full list of property rules and regulations can be found in the lease agreement. Please read through it and feel free to reach out to me if you have any questions.

11. Laundry facility

A shared laundry facility is available at . Please supply your own detergents and other laundry products. 

12. Neighborhood tips

To help you get to know the area, here are a few neighborhood highlights:

• Closest grocery stores:
• Local transit provider:
• Nearest bus stop:
• Local restaurants and eateries:
• Local attractions:

I hope this information helps you settle in and feel right at home!

Sincerely,