Move-In Letters
Some landlords give tenants a move-in letter that restates the terms of the lease and has other information about the apartment. The move-in letter can tell tenants what procedures to follow when they move out and explain how they can get their security deposit back. This is one way to put basic information about taking care of the apartment and grounds in writing — things that are not included in the lease or rental agreement.
Basic Information and Procedures
You can list basic information such as your telephone number and an alternate or emergency number (such as a cell phone) for times when you can't be reached at home. Tell your tenant how to report problems with plumbing, for example. The letter is a good place to say that you would like to be notified immediately any time your tenant spots what could become a health or safety hazard so that you can take care of the problem before anyone gets hurt. Let them know the best way to notify you.
Spell out any special instructions for using the garbage disposal or laundry area. You might want to reiterate procedures for moving out at the end of the lease or what they need to do if they want a roommate to move into the apartment.
The letter can also remind your tenant that you will inspect the apartment once or twice a year for routine maintenance and safety. Describe the notification procedure you will use to come into the unit for repairs and maintenance.
Remind the tenant that you must be notified about phone number changes and that you must be notified if she wants to change a lock. You can restate what's in the lease, that you must be given one of the new keys.
As a courtesy, some landlords give new tenants the forms used to apply for utility hookups and phone service. You can include change of address cards, a map of the community if the tenant is new to the area, and a list of the local hospitals, schools, and stores.
Trash and Recycling Programs
The move-in letter is a good place to give your tenant details about the garbage collection services in your area — what day the truck will come and where to leave the cans for pickup. If there is a recycling program in your community, let your tenant know about it. Tell them what materials are recycled, how they are collected — some cities have special recycling containers — and whether or not the recycled items will be picked up on the same day as the trash.
Moving Out
Move-in letters also contain information about moving out of the apartment. Restate that you require thirty days' notice of moving out whether the tenant has a rental agreement or intends to move out after the lease expires. Also tell your tenant that you will inspect the apartment for overall cleanliness and damage before you return all or part of the security deposit and that you encourage her to walk through the apartment with you for that inspection.
