Tenant Welcome Letter: What to Include and a Free Template
June 22, 2026A tenant welcome letter isn't legally required, but it's one of the simplest things a landlord can do to set expectations clearly and reduce the number of "how do I..." calls in the first few weeks of a tenancy.
What to include
A useful welcome letter covers:
- • How and when to pay rent (portal link, mailing address, or payment method)
- • Who to contact for maintenance issues, and how (portal, phone, email)
- • Emergency contact information, and what counts as an emergency vs. a routine request
- • Utility account setup responsibilities, if applicable
- • Trash and recycling schedule/rules
- • Parking rules and assigned spot, if applicable
- • Move-in condition report reminder — confirming the tenant reviewed and signed it
- • Any community or building rules (quiet hours, guest policies, amenity access)
Sample tenant welcome letter
Welcome to [PROPERTY ADDRESS, UNIT NUMBER]! We're glad to have you as a tenant. Here's some helpful information to get you settled in: RENT PAYMENTS: Rent of $[MONTHLY RENT] is due on the [DAY] of each month. [Payment method/portal instructions.] MAINTENANCE REQUESTS: For any repair or maintenance issue, please [submit a request through your tenant portal / contact us at PHONE OR EMAIL]. For emergencies (no heat, active water leak, no working smoke detector), contact us immediately at [EMERGENCY CONTACT]. UTILITIES: [List which utilities the tenant is responsible for setting up, if any.] TRASH & RECYCLING: [Pickup schedule and any sorting rules.] PARKING: [Assigned spot or parking rules, if applicable.] We've attached a copy of your signed lease and move-in condition report for your records. Please don't hesitate to reach out with any questions. Welcome home! [LANDLORD/MANAGER NAME] [CONTACT INFORMATION]
Frequently Asked Questions
Is a welcome letter legally required?
No — a welcome letter is a courtesy and a practical tool, not a legal requirement. That said, it can reduce disputes later by documenting that the tenant was given clear instructions on rent payment, maintenance requests, and other expectations from day one.
Should I send it before or after move-in?
Sending it right around move-in — either the day the tenant gets keys, or shortly after — works well, since it's most useful when the tenant actually needs the information rather than weeks in advance when they may forget.