The move-in experience leaves a lasting impression on tenants, and it also offers landlords the opportunity to establish expectations and guidelines. Being involved in tenant move-ins will help property managers ensure a smooth transition while fostering positive relationships with new residents.
In this guide, you will learn best practices for preparing a property for tenants and creating a memorable move-in experience that starts every new residents’ next chapter on a high note.
How to Prepare a Property for Tenants?
A property manager is responsible for ensuring that a residence is move-in ready before tenants arrive. They should conduct a move-in inspection one week prior to the tenants’ arrival, which will give them time to address any noticeable cosmetic damages or repair issues that were not noted on the previous tenants’ move-out inspection.
Inspecting the property prior to move-in can also help the property manager reduce maintenance requests after tenants arrive. This not only improves the new residents’ impression of the property but also reduces workloads for maintenance staff.
Additional ways to prepare a property for tenants include:
- Assembling a welcome packet with a welcome letter, list of local businesses, and possibly any discounts or coupons from partners you would like to extend.
- Schedule professional cleaning 24-48 hours before the move-in date to ensure the property smells and looks fresh and inviting.
- Ensure that locks have been changed and that smoke and carbon monoxide detectors work.
Efficient Strategies for Move-In Day
Tenants should schedule a time block on their move-in day to ensure they have access to the elevator or service entrance they need. Confirm the date and time with the tenants at least 48 hours before their scheduled move-in.
Providing guidance on how to coordinate with their moving company can further ease the process for tenants. As a property manager, understanding the average moving cost and potential financial strains on tenants allows you to offer practical advice, such as suggesting affordable moving services or timing strategies to help them save money.
Make sure you also reach out with tenants prior to their move-in with directions on how to pick up their keys and grant access to the building to guests or movers. It can be helpful to provide a brief walkthrough of the property as well if the tenant has not already had one; give them an opportunity to ask any questions, and leave your contact information with them.
Tenant Communication: Setting Expectations and Providing Clarity
Property management can ensure that every tenant has easy access to them by leaving a welcome packet with all of their contact details. If your property uses an app like the Resident App, you can leave details about how to create an account and make a request.
Consider creating an email series for new tenants that starts the day before their move and provides helpful tips and information each week for the first 30 days after their arrival.
Before their move-in, be sure to provide clear instructions about move-in procedures and let them know you are available to answer any questions or concerns they have before, during, and after the process.
Property managers should ensure their office has prompt and courteous communication to foster a positive relationship with residents. When new tenants are moving in, they should know who their point of contact is if they experience an emergency or need to request immediate assistance.
Key Steps for Conducting a Thorough Move-in Inspection
When you walk through the property with the tenants, be sure to provide them with their own move-in checklist. This document allows them to note any damages or issues with the apartment that existed prior to their lease, which ensures they are not held liable for them when they move out.
The move-in checklist should be a comprehensive list that covers major areas of the apartment, such as the condition of the walls, windows, doors, and floors. You can break down the checklist by room and leave a blank section for tenants to write additional notes to the office.
Typically, both the property manager and tenant fill out their own move-in checklist to ensure that they are in agreement about the condition of the apartment. It is especially important for management to do an early walkthrough and document their assessment, so they can hold tenants liable if the apartment becomes damaged after their occupancy.
Resolving Post-Move Concerns: Maintaining Satisfaction After the Move-In
Check in with the new tenants 24 hours after their move-in day. Ask if they have any questions or concerns, and once again offer your contact information so they can easily get in touch.
Leave them clear instructions on how to submit maintenance requests or address any concerns. Prompt follow-up from the management team reassures tenants and affirms the company’s commitment to providing excellent customer service.
You should also kindly request tenants to provide any feedback about their move-in experience. This can help your property improve its procedures and show tenants that you value their input.
The information you receive from tenants can help you enhance move-in procedures and further increase future tenant satisfaction.
Conclusion
Property managers can start every new lease off strongly by being an active participant in their tenants’ move-in. On large properties, managers can allocate points of contact in the leasing office to ensure that every new tenant feels supported and welcomed.
Additionally, taking time to respond to tenants’ questions, follow-up post move-in, and ask for feedback can help the company improve its operations and deliver a greater experience to every future resident.
