Why Create a Tenant Welcome Package
A comprehensive welcome package transforms the move-in experience from transactional to relational. It demonstrates professionalism, reduces confusion, minimizes unnecessary calls, and sets a positive tone that carries throughout the tenancy. Tenants who receive thorough welcome packages report 35% higher satisfaction and renew leases at 22% higher rates.
Pro Tip: Professional welcome packages reduce tenant questions by 60% in the first month and significantly improve lease renewal rates. The small time investment pays massive dividends in tenant satisfaction.
Welcome Letter Template
Welcome Letter Content
[Your Letterhead or Property Management Logo]
[Date]
Dear [Tenant Name],
Welcome to your new home at [Property Address]! We're delighted to have you as our tenant and want to ensure your move-in is smooth and your tenancy is enjoyable.
This welcome package contains important information about your property, our policies, emergency procedures, and local resources. Please review it thoroughly and keep it in a convenient location for easy reference.
We're committed to providing responsive, professional property management. If you have questions or concerns during your tenancy, please don't hesitate to reach out using the contact information provided in this package.
We look forward to a great landlord-tenant relationship!
Sincerely,
[Your Name]
[Property Management Company]
[Contact Information]
Welcome Package Contents Checklist
Essential Documents
- ☐ Welcome letter: Personalized greeting establishing positive tone
- ☐ Lease summary sheet: Quick reference for key lease terms (rent amount, due date, length)
- ☐ Emergency contact sheet: Your contact info, emergency services, utility companies
- ☐ Move-in checklist: For tenant to complete and return within 7 days
- ☐ Maintenance request form: How to submit non-emergency maintenance requests
- ☐ Rules and policies summary: Key house rules, parking, noise, guests
- ☐ Rent payment instructions: Methods accepted, where to send, online portal info
Property-Specific Information
- ☐ Appliance manuals: Organized binder with all manuals for appliances, HVAC, etc.
- ☐ WiFi network and password: If providing internet access
- ☐ Garage door codes: Remotes programmed, manual codes written down
- ☐ Security system instructions: Codes, operation, monitoring company contact
- ☐ Trash and recycling schedule: Pickup days, bin locations, what goes where
- ☐ Water heater location/settings: Where located, temperature setting
- ☐ HVAC filter info: Size, where to buy, how often to change
- ☐ Sprinkler system schedule: Controller location, current watering schedule
Utility and Service Information
- ☐ Utility setup guide: Which utilities tenant must set up (PG&E, water, garbage)
- ☐ Utility company contacts: Phone numbers, websites, account setup instructions
- ☐ Internet/cable providers: Available providers in area, contact info
- ☐ Pest control schedule: If regular service, when technician visits
- ☐ Landscaping service info: If provided, schedule and scope
- ☐ HOA information (if applicable): Rules, contacts, amenity access codes
Neighborhood and Local Resources
- ☐ Nearby shopping/dining: Map with grocery stores, pharmacies, restaurants
- ☐ Schools: Assigned schools if family with children
- ☐ Parks and recreation: Nearby parks, trails, community facilities
- ☐ Medical facilities: Nearest hospital, urgent care, pharmacy
- ☐ Public transportation: Bus routes, train stations if applicable
- ☐ City services: Library, post office, DMV locations
- ☐ Neighborhood guide: Brief overview of neighborhood character, features
Emergency Contacts (Prominently Displayed)
EMERGENCY SERVICES
- Police/Fire/Ambulance: 911
- Poison Control: 1-800-222-1222
- Non-Emergency Police (Roseville): (916) 774-5000
LANDLORD/PROPERTY MANAGEMENT
- Primary Contact: [Your Name] - [Phone]
- After-Hours Emergency: [Emergency Phone]
- Email: [Email Address]
- Office Hours: [Days/Times]
UTILITIES
- Electric (PG&E): 1-800-743-5000
- Gas (PG&E): 1-800-743-5000
- Water (Roseville): (916) 774-5750
- Trash/Recycling (Recology): (916) 645-8500
MAINTENANCE/CONTRACTORS
- HVAC Emergency: [Company Name/Phone]
- Plumber Emergency: [Company Name/Phone]
- Electrician: [Company Name/Phone]
- Locksmith: [Company Name/Phone]
Move-In Guide Template
First Week Checklist for Tenant
- ☐ Change locks (if permitted): Or request landlord to rekey
- ☐ Test all smoke/CO detectors: Push test button on each unit
- ☐ Locate water shutoff: Know where main water shutoff valve is located
- ☐ Set up utilities: Transfer or set up accounts for required utilities
- ☐ Forward mail: Update USPS address, notify important contacts
- ☐ Complete move-in inspection: Return signed checklist within 7 days
- ☐ Test all appliances: Verify everything works properly
- ☐ Photograph property condition: Personal records of condition
- ☐ Purchase renter's insurance: If required or recommended
- ☐ Update vehicle registration: DMV address change
- ☐ Introduce yourself to neighbors: Build community relationships
House Rules Summary Template
Key Property Rules
RENT PAYMENT
- Rent is due on the 1st of each month
- 3-day grace period (late fee applies after 3rd)
- Late fee: [Amount] after grace period
- Payment methods: [List accepted methods]
- Online portal: [Website/instructions]
MAINTENANCE REQUESTS
- Non-emergency: Submit via [portal/email/phone] during business hours
- Emergency (water leak, no heat, etc.): Call [emergency number] immediately
- Response time: Emergencies same-day; routine requests 48-72 hours
- Entry notice: We provide 24-hour notice except emergencies
NOISE AND QUIET HOURS
- Quiet hours: 10:00 PM - 7:00 AM on weekdays; 11:00 PM - 8:00 AM weekends
- Be respectful of neighbors at all times
- No loud music, parties, or excessive noise during quiet hours
PARKING
- Assigned spaces: [List spaces]
- Guest parking: [Describe guest parking rules]
- No street parking overnight [if applicable]
- No RVs, boats, commercial vehicles [if restricted]
- Garage must be used for vehicle parking, not storage
TRASH AND RECYCLING
- Trash pickup: [Day]
- Recycling pickup: [Day]
- Green waste: [Day]
- Bins must be placed at curb evening before pickup
- Return bins to storage by evening of pickup day
LANDSCAPING/YARD CARE
- [Landlord provides service] OR [Tenant responsible for maintenance]
- Lawn must be watered and maintained
- Weeds must be controlled
- No garden/landscape changes without written approval
PETS
- Approved pets: [List approved pets from lease]
- Pet deposit: [Amount paid]
- Pet waste must be picked up immediately
- Pets must be leashed in common areas
- No additional pets without written approval
ALTERATIONS AND MODIFICATIONS
- No painting, wallpaper, or permanent alterations without written approval
- Small nail holes for pictures allowed
- No removing/altering fixtures or appliances
- Submit requests for modifications in writing
SMOKING
- [No smoking anywhere on property] OR [Smoking allowed outdoors only]
- Includes cigarettes, cigars, marijuana, vaping
- Violation subject to cleaning fees and lease termination
Maintenance Request Procedures
How to Submit Maintenance Request
NON-EMERGENCY MAINTENANCE
Submit requests via:
- Online portal: [Website URL]
- Email: [Maintenance email]
- Phone: [Office number] during business hours
Information to provide:
- Detailed description of issue
- Location in property
- When problem started
- Photos if applicable
- Best days/times for access
Expected response: 48-72 hours for assessment; work scheduled based on urgency
EMERGENCY MAINTENANCE (Immediate Response Required)
Call emergency line: [Emergency Phone Number]
Emergencies include:
- Water leaks (burst pipes, severe leaks)
- No heat in winter
- No air conditioning when temps exceed 90°F
- Gas leaks (also call PG&E: 1-800-743-5000)
- Electrical hazards (sparking, smoking outlets)
- Broken locks preventing entry/exit
- Sewage backups
TENANT RESPONSIBILITIES
You are responsible for:
- Changing HVAC filters monthly
- Replacing light bulbs
- Resetting tripped breakers/GFCI outlets
- Replacing smoke detector batteries
- Unclogging drains (if caused by hair, food)
- Yard/lawn care [if specified in lease]
Safety Information
Warning: For gas leaks, evacuate immediately and call from outside. Do NOT turn on lights, use phones, or create any spark inside the property. Gas explosions can be fatal.
Emergency Procedures
- ☐ Fire: Evacuate immediately, call 911, don't re-enter until authorized
- ☐ Gas leak: Evacuate, call PG&E (1-800-743-5000) and 911, don't use lights/phone inside
- ☐ Water leak: Turn off main water shutoff, call emergency maintenance line
- ☐ Electrical emergency: Turn off breaker if safe, call emergency line
- ☐ Lock-out: Call locksmith (tenant expense) - emergency line for after-hours
- ☐ Medical emergency: Call 911 immediately
Safety Equipment Locations
- ☐ Fire extinguisher: [Location]
- ☐ Smoke detectors: [Locations - typically each bedroom, hallways, living areas]
- ☐ CO detectors: [Locations - near bedrooms, attached garage]
- ☐ Main water shutoff: [Location with diagram]
- ☐ Gas shutoff: [Location if applicable]
- ☐ Electrical panel: [Location]
Package Organization and Delivery
Physical Package Assembly
- ☐ Professional binder or folder: Branded with your company logo
- ☐ Tab dividers: Organize sections (Welcome, Contacts, Utilities, Rules, Appliances)
- ☐ Page protectors: Keep important documents clean and intact
- ☐ Welcome gift (optional): Local gift card, cleaning supplies, or treat
Digital Backup
- ☐ Email PDF version: Send digital copy of all documents
- ☐ Online portal access: Provide login for property management portal
- ☐ Cloud storage link: Share folder with manuals, documents for easy access
Conclusion
A comprehensive welcome package demonstrates professionalism, reduces questions, and creates a positive foundation for the landlord-tenant relationship. Invest time in creating a thorough package - it pays dividends through smoother tenancies, higher satisfaction, and better renewals. Download our free welcome package template to customize for your properties.
