There's a lot that goes into executing a smooth tenant move-in. From giving them a warm welcome to conducting maintenance work and collecting rent, each step needs to be completed on time and important data stored in Buildium.

This checklist guides you through each task that needs to be completed in order to ensure each and every tenant is settling into a home that is in excellent condition and has met all expectations set by your property management firm. 

Confirm the lease has been finalized

  • 1
    Lease agreement has been signed by the tenant
  • 2
    Lease agreement has been signed by the owner
  • 3
    Signed lease agreement has been received, copied and stored

Upload lease to Buildium

  • 1
    Download PDF of the lease to your computer
  • 2
    Put the PDF on your desktop
  • 3
    Name PDF file with street address, tenant last name, current year
  • 4
    Upload PDF property page in Buildium

Welcome the tenant:

Send tenant a welcome letter

  • 1
    Open Buildium and go to tenants profile
  • 2
    Click on "Compose email" under the Contact information section
  • 3
    Label subject line "Welcome Letter"
  • 4
    Attach PDF
  • 5
    Proofread and send

You can either write the welcome letter/email manually or select a pre-written email template in Buildium (like the example below) to make the process more efficient. 

Schedule time for move-in meeting with tenant

Pre move-in maintenance:

Determine maintenance needs

  • 1
    General cleaning
  • 2
    Carpet cleaning
  • 3
    Lock maintenance
  • 4
  • 5
    Other handyman work
  • 6

Schedule cleaners & add work order to Buildium

Schedule carpet cleaners & add work order to Buildium

Schedule locksmith & add work order to Buildium

Schedule painters & add work order to Buildium

Schedule handyman & add work order to Buildium

Property inspection:

Schedule move-in inspection

Receive cleaners inspection sheet

Upload cleaners inspection sheet to Buildium

Perform move-In inspection

Take video of smoke detectors working

Send copy of move-in inspection to new tenant(s)

Marketing media:

Take marketing videos

Take marketing photos

Rent & insurance:

Verify that rent has been paid in full

New tenant renters insurance has been received

Final steps:

Arrive at move-in meeting

Review key details at move-in meeting

  • 1
    Review pest control policy
  • 2
    Review landscape responsibility
  • 3
    Gas company free inspection
  • 4
    Trash company trash can replacement
  • 5
    Show tenant where mail box is
  • 6
    Review special features of the house
  • 7
    Explain how to operate garbage disposal key and reset button
  • 8
    Confirm tenant insurance received
  • 9
    Demonstrate how fireplace operates (if applicable)
  • 10
    Review business hours, after hours emergencies and how best to communicate with House Match
  • 11
    Explain who has keys to property and where copies are secured
  • 12
    Review Move In Inspection Report for additional comments by tenant and inspect property with tenant to verify accuracy of addition comments
  • 13
    Review with tenant what is normal wear and tear and how to live in property, for example hanging several pictures is normal, hanging 100 is not.
  • 14
    Review installation of TV stands and tenant options upon departure: 1. Leave stand. 2. Remove stand and patch/paint. 3. Leave holes and allow House Match to patch/paint.
  • 15
    Instruct tenant to leave all paint, additional flooring or other necessary items in garage.
  • 16
    Make sure all new keys work, tag with property number and place 2 keys in lockbox to return to office

Hand over keys to the tenant

Give tenant a copy of the cleaners inspection sheet

Confirm tenant inspection has been completed

Update inspection date in Buildium for move-in inspection

Update safety inspection date in Buildium

Sign up for a FREE account and
search thousands of checklists in our library.

Sign up for a FREE account and search thousands of checklists in our library.