Back to: Landlord Success: Proven Strategies & Practical Advice for Stress – Free Property Management
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Prepare - One Week in Advance
Be sure to call and confirm the move in day walkthrough time a week ahead with the new tenant. There are a few things you can do in this week leading up to the Move In Day:
- Ask for proof of utilities set up in their name
- ask for proof of valid tenant insurance
- remind them to bring cash /e-transfer for remaining security deposit
If they ask to move in early, and the property is vacant, we usually allow them. We tell them we will adjust the lease for a few additional day, and we have them bring the extra pro rated rent. You can agree on a rental rate for this time
Move In Day Preparation
Move in Day begins at Noon on the 1st of the month. Complete the walkthrough checklist form before they arrive and take photos and videos of the property.
If the lease hasn't been completed and signed, now is the time.
Ensure the locks have be re-keyed for safety.
- have 2 sets of keys on hand
- each on individual key rings
- make sure you've tested them as well as your updated working sets of keys for the property.
Make sure you have tools and cleaning supplies out of the home so it's ready for possession.
Tenant Arrival Time
There's a lot to cover once the new tenant arrives. Grab your checklist and get down to the details!
- Ensure they have your Contact Details in their phone.
- Give them another contact name if you travel and are away from your phone for long periods of time.
- Review the lease and walk-through documents.
- Point out the highlights in the lease that they have signed, especially the rules and regulation sections.
- Walk around the property with the tenants, explain the walk-through form and make any updates to the form with the tenant. Have them sign the form.
- Get the remaining security deposit from the tenant, either bank draft, cash, or E transfer. (No Cash no Keys)
- Give them a receipt if needed (keep a copy).
- Give them the 2 sets of keys and discuss any door codes. Tell them that you have rekeyed the locks for their safety.
- Verify that they have tenant insurance as you have requested.
- Verify that they have put the utilities in their name.
- Discuss how and when rent is to be paid.
- Discuss who is responsible for yard maintenance.
- Discuss smoking and Cannabis policy.
- Discuss fire and safety and review the Tenant Acknowledgement of Fire Safety Devices.
- Discuss water, electricity, and natural gas shutoffs.
- Discuss how the heating works: thermostat, humidifier, furnace etc. Demonstrate how to change the furnace filter (it is a good idea to leave spares so they can change them every 3 months).
- Discuss repair policy and insure they understand that they must get your approval before any repairs or maintenance are completed either by them or contractors in the property with no exceptions.
- Point out how clean the property is and how you are expecting it back in the same condition. Give them a copy of the cleaning check list in advance. Tell them to use this when they move out as their check list.
- Inventory any tools or furniture that you expect to be in the property when the lease ends. (record on Lease)
- Provide them a housewarming gift (optional).
- Introduce them to other tenants in the building if applicable.
- Walk around the exterior of the building, pointing out, sheds, storage areas, lawnmowers, tools, snow shovels etc.
- Point out how well maintained the yard is and how you expect them to maintain it the same way. Point out the yard is free from garbage.
- Discuss garbage, recycling, and compost waste disposal; what goes in the Black, Blue and Green Bins, or dumpsters. Have them download the garbage day reminder app on their phone.
- Provide them with the city of Calgary link for hat goes where https://www.calgary.ca/waste/what-goes-where
- Explain where and when to pull out the bins so they will get picked up. (the more they know how to get rid of garbage, the less you have to deal with later)
- Discuss pets and what you expect if you are allowing pet.
- Show them the parking and provide garage door openers.
- Discuss parking and where they may and may not park.
- Discuss the neighbours, and mention to them they are great people (and you may want to help the elderly lady next door!).
- Tell them to call you if you start to see any small water leaks before they get big, show them how to use the water shutoffs on the taps and toilets.
- Ask if when you are communicating is it ok to text or e-mail as sometimes you may need to come to the home for repairs. Mention that you will always give you, the tenant 24 hours notice, (except in emergencies) but you will always text and let you know. When you have this type of communication it gives you a written back up if you ever need it in court.
- Send them a quick text that says “Ok to communicate by text ?” get them to reply back “yes”. Now you both have the correct contact details, in your phones and they have given you authorization to communicate via text.
- Discuss that you will be completing quarterly walk-throughs of the property as part of your insurance requirements. (with 24 Hours notice)
- We always mention that we are a small family business, and this is our retirement, never seem to be the big ugly rich landlord and brag about how many properties you have! Never indicate that this is your first rental and never indicate you do not know what you are doing.
- FINALLY, tell them to “Enjoy their new home! I hope you will look after it as if it is your own and that you look forward to having a great friendly long-term relationship with them”.