Free Tenant Welcome Letter Template (pdf, doc)

Welcome 0:00 congratulations you’ve entered into the 0:01 world of property owners and now you’re 0:03 ready to manage your very first rental 0:05 property or maybe you’ve taken over and 0:07 already rented out property if you’re 0:09 the sole property manager for that 0:10 property it may be a good idea to get 0:12 off on the right foot with your new 0:13 tenants one of the best ways to do this 0:15 is by sending a landlord introduction 0:17 letter to your tenant and in this video 0:18 I’m going to help you write the perfect 0:21 [Music] 0:22 letter welcome back Loopers my name is 0:25 Sydney and I’m a content creator here at 0:27 door Loop for the door Loop YouTube 0:28 channel let’s go ahead and hop right 0:30 into today’s video with the basics what What is a Landlord Introduction Letter? 0:32 is a landlord introduction letter as 0:35 mentioned before it’s always a good idea 0:37 to start things off nicely if you’re 0:38 taking over as a new landlord on a 0:40 rental property this is especially true 0:42 if you are independent of a property 0:44 management company this means that 0:45 you’ll be managing the property on your 0:47 own and you won’t be using the services 0:48 of any property management company in 0:50 these cases it’s essential to send some 0:52 sort of introduction letter to your new 0:54 tenants there’s a lot of information 0:55 that should be included in this letter 0:57 most of which has to do with new 0:58 landlord contact information 1:00 and an update on where to send the 1:01 monthly rent payment another purpose of 1:03 this letter is to ensure the existing 1:04 tenants have peace of mind and that the 1:06 new property manager is making a 1:08 positive first impression this 1:09 introduction also serves to notify 1:11 tenants that their living situation is 1:12 not at risk or their month-to-month 1:14 lease agreement will not be changing now 1:16 before we actually hop into the 1:17 introduction letter let’s go over the 1:19 course of action that a landlord should 1:20 take if they do want to terminate the 1:22 existing lease in this case the landlord What if the Landlord Wants to Terminate the Existing Lease 1:24 has to be very careful with how to 1:25 handle the existing tenants this is 1:27 because the tenants still have the legal 1:29 right to adhere to the the current lease 1:30 terms so the best course of action 1:32 completely depends on the kind of lease 1:33 that the tenants currently have if the 1:35 tenants currently have a fixed term 1:37 lease the best course to action is 1:38 probably just to let it expire once it’s 1:40 about to expire it’s important to inform 1:42 the tenant that they will not be able to 1:44 renew the lease with a letter of 1:45 non-renewal however there are also ways 1:47 to legally terminate the lease if both 1:49 parties agree this means that if you can 1:51 provide enough incentive to the tenant 1:52 they can agree to end the lease early 1:54 these incentives can include things like 1:56 covering moving cost or giving a 1:57 discount on rent also if the tenants are 1:59 on a month-to-month lease there are 2:01 fewer protections on their lease this 2:03 means that it would be easier to 2:04 terminate the lease early than it would 2:06 be to terminate a yearly lease the 2:08 landlord must also refer to any local 2:10 laws that dictate how evictions must be 2:12 handled this is because there are some 2:14 states that prohibit certain types of 2:15 evictions thus an unlawful eviction can 2:18 lead to a hefty lawsuit so now let’s get 2:20 back into that introduction letter so Why Send a New Landlord Introduction Letter? 2:22 why should you even send a new landlord 2:23 introduction letter and what do you 2:25 include in it the most obvious reason is Introduction of New Management 2:27 to introduce the new management this is 2:29 especially important if you’re not a 2:30 part of the same property management 2:32 company as the previous landlord in this 2:34 section you should also include your 2:35 contact information that the tenant can 2:37 use to contact you including your phone 2:38 number and an email address this is 2:40 essential because they must know who to 2:42 contact with any questions or concerns 2:44 about the property or their lease 2:46 another very important reason to send 2:47 out an introduction letter is to inform Redirect Rent Payments 2:49 the tenants about where they will be 2:51 sending their monthly rent since paying 2:52 rent is what keeps landlords afloat it’s 2:54 essential that the tenants are informed 2:56 about where to send the rent payments 2:58 also if a landlord uses some sort of 2:59 property management software like door 3:01 loop it’s important that the tenant 3:02 knows that as well this is because the 3:04 landlord will commonly collect rent 3:06 through this software thus the tenant 3:07 must know where and when to send the 3:09 payments one of the other reasons to 3:11 send out a landlord introduction letter Explain Maintenance Requests 3:13 is to inform your tenants about the 3:14 maintenance request System since the 3:16 previous landlord may have had a 3:17 different system for dealing with 3:19 maintenance requests it’s important that 3:20 the tenants know about your way also 3:22 it’s good to allow the tenants to inform 3:24 you about any pending maintenance 3:25 requests this way the new landlord knows 3:27 about what already needs to be done on 3:29 the property and can begin to take care 3:31 of them apart from providing your own 3:32 contact information you should also give Tenant Update Form 3:34 the tenants an opportunity to provide 3:36 their own contact information for this 3:38 reason you should always include a 3:39 tenant update form this tenant 3:41 Information Form allows the tenant to 3:43 send in all relevant information about 3:44 themselves and the property this could 3:46 include contact details emergency 3:48 contact details employment information 3:50 and information about Vehicles if you’re Property Inspection 3:52 planning on conducting some sort of 3:53 inspection on the property it’s 3:55 important to include those details you 3:56 can include this section in the tenet 3:58 update form in order to coordinate with 4:00 the tenants this way apart from 4:01 inspecting the property you get a chance 4:03 to get to know your renters personally 4:05 and address any pressing concerns when 4:06 meeting them personally it’s also a 4:08 great time to teach them about any 4:10 property management software you can 4:11 lead the tenants through how to use the 4:13 software and how to pay rent and subit 4:15 maintenance requests another very Verify Tenant Lease Information 4:17 important section to include in the 4:18 landlord introduction letter covers 4:20 information about the tenants lease 4:22 agreement it’s very important to verify 4:23 information contained in the lease with 4:25 the tenants some of the information that 4:27 should be confirmed with the letter 4:28 include names of the tenants employment 4:30 statuses vehicle information for all the 4:33 tenants contact information the terms of 4:35 the lease agreement should also be 4:36 confirmed including monthly rent 4:38 Appliance rent any fees applicable and 4:40 the lease expiration date it’s essential 4:42 that all this information is confirmed 4:44 because it’s very important in many 4:46 situations once you’ve included all of 4:48 this information in the letter you are 4:49 ready to send it out and depending on Subscribe! 4:51 your circumstances you can either mail 4:53 this letter out to the tenants or hand 4:54 it to them in person handing in the 4:56 letter yourself can be a nice touch as 4:58 you can quickly get to know your tenants 5:00 face to face if you want a free template 5:02 of this letter then go ahead and click 5:03 the link in the description in 5:05 conclusion providing a new landlord 5:07 letter is a great way to get things 5:08 started off with your new tenants it 5:10 also allows them to feel safe and secure 5:12 about their living arrangements and also 5:13 straightens out any possible issues thus 5:15 if you haven’t already make sure to 5:17 write your tenants a nice letter I 5:18 promise you won’t regret it if this 5:20 video helped you out then make sure to 5:21 give it a thumbs up also make sure to 5:23 check out this playlist for more tips 5:24 and don’t forget to subscribe I’ll see 5:26 you guys in the next one bye