What to Include in a Tenant Welcome Guide (and Why It Matters)
First impressions matter. When a tenant moves in, it’s not just about clean floors and working locks. It’s about how welcome they feel stepping into their new home.
That’s where a Tenant Welcome Guide comes in. It helps renters settle in, answers their questions before they have to ask, and shows that you genuinely care about their experience.
You can spend hours designing one from scratch… or you can grab the customizable Tenant Welcome Guide template inside The Thoughtful Landlord Toolkit and make it your own in minutes. Here’s a peek at what it includes (and why each part matters).
1. A Warm Welcome
Start with a short, personal note that sets the tone.
Something as simple as “Welcome home! I’m so glad you’re here.” can go a long way.
You’ll also want to include:
Your contact information and how you prefer to be reached
A quick reminder of how and when rent is paid
Emergency contacts or after-hours maintenance info
If you’re using our template, this section is already set up with space for your personal note and key contact info. Just fill in the blanks and you’re good to go.
2. Key Property Information
Think of this part as your “how to” guide for the home. Include:
Utility setup instructions (electric, gas, internet, trash, and so on)
Quick appliance tips (like where to find the furnace filter)
Parking details or HOA rules, if you have them
This info might not seem exciting, but it’s gold for new tenants. It prevents confusion and saves you from answering the same questions later.
The version inside our toolkit keeps it simple and clean. You can easily customize it for each property so everything your tenant needs is right there, beautifully organized.
3. Maintenance and Repairs
No one likes guessing how to report an issue. Your welcome guide should make it clear and easy.
Add a short section that explains:
How to submit maintenance requests
What counts as an emergency
How long it usually takes you to respond
When tenants know what to expect, they feel more confident reaching out. The template in the toolkit already includes a pre-formatted section for this.
4. Local Favorites and Helpful Extras
This part is optional, but it’s where you can really shine as a thoughtful landlord. Share a few nearby favorites like:
The best local coffee shop
A park that’s perfect for weekend walks
Trash pickup days or a nearby hardware store
It’s a small gesture, but it shows that you know and care about the neighborhood in which you’re invested (and that your new tenant is now part of). The version in the toolkit includes a built-in space for your local tips so you can easily personalize it for each property.
5. Move-In Checklist
End your guide with a simple checklist to make move-in day goes smoothly for everyone. Include reminders like:
Take photos of the space before unpacking
Test smoke detectors
Make sure all keys and locks work
The checklist in the toolkit is already formatted and editable. All you have to do is print or email it to your new tenant.
A Thoughtful Touch That Lasts
Creating a Tenant Welcome Guide is one of those small, behind-the-scenes details that makes a big difference. It shows your tenants you care about their comfort, helps you stay organized, and sets the tone for a great relationship from the start.
If you want to save time (and skip building your own from scratch), The Thoughtful Landlord Toolkit includes a ready-to-customize Tenant Welcome Guide plus dozens of other templates for managing your rentals with care and confidence.
👉 Get your toolkit today and make every new tenant feel right at home.
At Rental Care Co., we believe great landlordship starts here. Our mission is to help you bring care and professionalism together with simple, practical tools that make landlording smoother, more human, and less stressful.
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