Move-in day represents the end of a leasing process and the beginning of a tenancy.
It can also be a bit stressful for both tenants and owners. Your residents are getting to know their new home. You’re hoping everything gets off to a good start. A smooth move-in sets the tone for the entire lease term and the relationship a landlord has with a tenant, so it’s worth taking the time to get it right.
Set yourself and your tenant up for success. You can avoid misunderstandings, last-minute chaos, and disputes about property conditions by following our advice on how to create a stress-free move-in experience for both you and your residents.
Prepare the Property Thoroughly
Your tenant knows what they’re getting before they move in, but you still want to create a first impression that will reinforce that they made the right decision in choosing your property as their next home. Before they arrive with keys and boxes in hand, make sure the home is move-in ready.
Walk through the property yourself if you’re not working with a San Diego property manager who will handle the walk-through and inspection for you. Make sure:
- All repairs and maintenance are completed.
- Appliances are clean and in working order.
- HVAC systems have been serviced.
- Smoke detectors and carbon monoxide alarms are functional.
- Landscaping is neat and tidy.
- The property is clean from top to bottom.
Your tenants are likely excited to be starting over in a new home. Giving them a property that feels truly move-in ready builds trust and shows you care.
This is also a matter of avoiding frustrating maintenance requests right at the beginning of a tenancy. You don’t want your tenants to have a list of things that are going wrong on Day One. When you inspect the property in detail ahead of move-in day, you’re ensuring that maintenance requests will not be part of their move-in experience.
Make sure you take a lot of move-in photos. It has always been important to document the condition of your property. But now, new security deposit requirements make it essential that you can show what the property looked like before the tenants took possession, especially if you’ll be making deductions from their security deposit later.
Communicate Clearly (and Early) (and Frequently)
We don’t have to tell you how important communication is to your relationship with tenants. You know this. You also know that your residents will be looking to you for direction. Don’t disappoint them.
You know this property better than they do. Provide information, support, and resources. Remain available and accessible before and on move-in day so you can provide help when help is needed.
Tenants often have questions leading up to move-in day. Anticipate their needs by sending a move-in checklist about a week in advance that answers any potential questions and invites them to ask anything that has not been covered. Your move-in checklist might include:
- The exact move-in date and time. Ideally, you will have established this already and your checklist merely confirms it.
- Parking instructions for moving trucks. This can be surprisingly difficult to navigate in some neighborhoods, and tenants will feel a lot more relaxed if they know where to park and how to manage the physical moving of their furniture and belongings.
- Utility setup information (which services they need to activate and how long it might take to get things turned on).
- Lockbox codes or key pickup instructions.
- Any community or HOA rules they need to know about.
By addressing these details ahead of time, you’ll prevent confusion and last-minute calls. It also gives tenants something to refer to when they are in the moment.
Document the Property Condition
We talked about the importance of taking photos so you can document the condition of your property. Your tenant needs to have the opportunity to agree to the property condition, too. So, you can either walk through the property with the tenant or leave them with the detailed, photo-supported checklist that you have already created. Invite them to make any additional notes or provide their own documentation. This gives them the opportunity to perhaps note any pre-existing wear and tear.
Both parties need to sign off on the condition report, demonstrating the true condition of the home before they move in. This protects you against security deposit disputes later and ensures transparency. It also shows tenants that you take the property’s condition seriously, which encourages them to treat it with respect throughout the tenancy.
Provide a Welcome Packet
Managing so many San Diego rental properties for so many years, we have found that a small touch can go a long way toward starting the landlord-tenant relationship on the right foot. You’ll both have a better move-in experience when you take the time to put together a welcome packet.
This is informative and it can also be friendly. Your welcome packet might include:
- Copies of the lease and contact information. If you’re working with a property manager, make sure their contact information is what the tenants receive. They’ll be your resident’s first point of contact.
- A list of instructions for how things work, such as the thermostat or the garbage disposal.
- Garbage and recycling collection schedule.
- Local utility providers for services that have not been set up yet, such as cable or internet.
- A few local recommendations for coffee shops, groceries, or restaurants.
- A genuine welcome note.
Adding a small gift like a gift card, a set of basic cleaning supplies, or a roll of toilet paper can also leave a great impression.
Set Expectations for the Tenancy from Day One
Tenants want to have a pleasant rental experience. As an owner, you want to have an experience that’s not only pleasant but also profitable. We have found that this almost always starts with clear expectations. When you’re open and precise about what you expect, you will have an easier time preventing miscommunication later.
Before or during the move-in, take some time to quickly review important lease terms with the tenant, such as:
- How to submit maintenance requests. You want to separate emergency maintenance protocols from routine instructions. Make sure your tenants understand what an emergency is and what it isn’t.
- Rent payment methods and due dates. Be detailed. Indicate how much is due, what the grace periods are, and when rent is officially considered late. Tell them what the late fee will be. Make sure they know how to pay. New California laws require you to offer to report on-time payments to credit bureaus. Make sure they know this is an option.
- Rules around guests, pets, or property modifications. You have to be clear about what is okay and what is prohibited.
- Notice periods required for moving out. It might be strange to be discussing move-out procedures when tenants are still getting established, but they’ll need to know how to approach the lease renewal process and how much notice is necessary if they decide to move out.
Being proactive about this communication helps tenants feel informed and reduces potential friction as the lease term marches forward.
Stay Available (But Set Boundaries)
This is the time to be thinking about your tenant relationship and even tenant retention.
Moving can be stressful. Tenants will appreciate having a landlord who is available to answer any questions they have during the first few days. You want tenants to know the best way to reach you and what to expect in terms of response times.
A quick check-in a few days after move-in, asking if everything is working well and if they have questions can also make tenants feel supported without making you feel like you’re on-call 24/7.
You want to be available, and you want to be professional. Don’t show up uninvited on move-in day and offer to unpack some boxes. You’re not trying to be your tenant’s friend.
Use Technology to Simplify Systems
Online portals for rent payments, maintenance requests, and document sharing make life easier for both landlords and tenants. If you haven’t already set up a digital system, consider doing so before move-in. It can dramatically cut down on misunderstandings and missed messages.
If this seems impossible as an individual landlord, it’s a good reason to consider working with a San Diego property manager. We already have the technology in place to support a successful move-in and tenancy.
It’s great news that you’ve found a qualified tenant and they’re moving into your property. This means consistent and stable income for your investment.
Make it as easy as possible on yourself and on them. A little extra effort before and during tenant move-in goes a long way toward preventing problems and creating a positive landlord-tenant relationship. By being organized, communicative, and welcoming, you’ll set the stage for a smooth rental experience that benefits you, your property, and your new tenants.
Move-in day doesn’t have to be stressful. We can help. Contact us at Chase Pacific Property Management & Real Estate Services with any questions about the move-in process that we follow to ensure our tenants understand expectations and feel supported.
