A Guide to a Smooth Move-in Process- a Checklist for Landlords

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Moving into a new place is such an exciting experience, filled with anticipation and a fresh start. It's a big moment for landlords and tenants alike, so it's important to make sure everything goes smoothly. That's why we've put together a comprehensive list of tips and recommendations to help landlords provide a seamless and hassle-free transition for their new tenants.

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Before Move-in Day

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In the days leading up to the big move, both landlords and tenants have a lot on their plates. It's not just about transporting furniture and personal belongings, but also necessary paperwork, cleaning, and setting up utilities to be considered. Proper preparation can make the move-in day a smooth and pleasant experience for everyone involved.

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Here are some steps you can take to ensure everything is ready for their new tenants:

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📝 Prepare the Lease Agreement

Before your tenant moves to a rental property, make sure you have a comprehensive lease agreement in place. This should include all the necessary details, such as the length of the tenancy, the rent amount, and any rules or speical requirements that apply to the tenant.

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💰 Collect the bond

It's also important that you collect bond from your tenants before they move in. The bond acts as a security deposit and can cover any damages caused by the tenant during their stay on the property. In most Australian states, a bond must be lodged with a bond authority and can only be claimed back at the end of the tenancy.

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🔎 Complete the Entry Condition Report Inspection

You are responsible for conducting a condition report before each new tenancy begins. This document records the condition of the property prior to occupancy and should include photos of each room and any existing damage that needs to be noted down. By doing this, you can protect yourself in the event of a dispute end of their tenancy regarding damages.

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🧑🔧 Clean up and repair any damages

Before move-in day, it's a good idea to give your rental property a clean and repair any minor damages. This will ensure that your tenants have a pleasant experience when they move into their new home. You should also consider replacing any worn-out furniture or appliances to maintain the quality of the rental property.

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🧯 Check and install safety devices

Safety should be a top priority in any rental property. Before new tenants move in, ensure all essential safety devices are correctly installed and functioning. This includes smoke detectors, carbon monoxide detectors, and fire extinguishers. It's also a good idea to check the locks on all doors and windows for added security.

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⚡ Check utilities

Make sure that all utilities are in working order before the tenants move in. This includes gas, electricity, and water services. If the property has central heating or air conditioning, these should be checked and serviced if necessary. Doing so will help avoid inconveniences or discomfort for your tenants when they move in or costly maintenance down the line.

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Once the tenant moves in, utilities become their responsibility but you should also ensure you contact your providers to let them know that the property is going to be tenanted moving forward.

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ℹ️ Provide relevant information

Prepare a pack of information to hand over to the tenants on their move-in day. This can include important details like emergency contact numbers, appliance instructions, trash collection details, and other relevant information about the property or surrounding area.

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At the start of every tenancy, the tenant should receive:

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The guide or checklist which provides the tenant with what they should know or understand before signing a lease
A copy of the signed Lease Agreement and any relevant by-laws if the property is in a strata complex
A copy of the Entry Condition Report signed by you
Confirmation of the Bond Lodgement if lodged by you
A set of keys
Any other relevant information that may apply to the property

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👍 Plan ahead and do a walk-through

Plan ahead for move-in day and make sure you are available on the day in case of any issues. You can always do another walk-through of the property with your tenants prior, it's an excellent opportunity to show them how everything works in the property, making their transition into their new home a breeze.

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On Move-in Day

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You play a crucial role in making things smooth for tenants on the day. This stage requires clear communication and a welcoming vibe to help new tenants feel at home. Here are some suggestions for effectively managing this important day.

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Handover the keys

On move-in day (if you haven't done so prior)you will provide tenants with keys or access codes so they can enter and exit their rental unit freely throughout their stay there. Keep track of who has access to these keys or codes in case there is ever an issue with unauthorised entry into their property later on down the line.

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Discuss maintenance and repairs

Discuss the process for reporting and handling maintenance and repair issues. Ensure tenants know which repairs are their responsibility and which are yours as the rental provider. Provide them with a reliable way to contact you in case any issues arise.

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Lay out any emergency procedures

You should also discuss emergency procedures with your tenants. Outline what they should do and who they should contact in case of a fire, flood, or other emergencies. It's important that they know how to safely evacuate the property if necessary. Providing this information they can refer to later can be very helpful.

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Clarify the payment arrangement

Be clear about the rent payment process. Confirm the frequency of payments and how you expect to receive the rent. The lease agreement should clearly state this information, but discussing it in person to ensure everyone is on the same page helps.

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Post Move-in

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Once the dust has settled after move-in day, there are a few more essential steps to ensure a smooth transition for your tenants and set the tone for an open, positive relationship. Just as preparation is crucial for the move-in, careful planning for the post-period can also make a significant difference in your tenants' experience. Here are some steps you can take:

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Check in on maintenance or repairs

In the weeks and months following the move, you should also check in with your tenants to see if they have encountered any issues with the property that need attending. Ensure they know the process for reporting required repairs and underline that their comfort and safety are your priority.

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Foster open communication

Maintain open lines of communication with your tenants. Regular check-ins via email, phone calls, or a brief in-person visit can help build rapport and signal to your tenants that you are responsive and approachable.

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Collect rent

Once tenants have moved into their rental unit, you need to collect rent payments from them based on what was agreed upon in the lease agreement. To make this process easier, you can use online platforms like RentBetter that allow you to receive rent payments quickly without worrying about late or bounced payments from tenants.

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Schedule to inspect the property

It's a good idea to schedule a routine property inspection at around the 6 month mark after the tenants have moved in. This allows you to address any potential issues early on and ensure the new tenants are taking care of things and there are no major maintenance or other issues.

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Check the rules for your state regarding how often and when you can conduct routine inspections.

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Respect tenants' privacy

Remember to respect the tenants' privacy and right to quiet enjoyment of the property. While there may be times when you need access to the premises for repairs or inspections, ensure your tenants are aware, you give the right amount of notice and that you keep disruption to a minimum. This helps to cultivate an atmosphere of trust between everyone involved.

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RentBetter Helps You Manage Your Tenancy End-to-End.

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Moving day can be stressful for both landlords and tenants. But with careful planning and attention to detail, it doesn't have to be overwhelming. By going the extra mile and addressing any concerns or questions they have, you can start things off on a positive note.

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Remember, a organised and considerate move-in experience sets the stage for a successful tenancy and a strong landlord-tenant relationship. So, take this chance to smooth the move-in process and lay the foundation for a win-win partnership.

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The platform helps to simplify all the administrative tasks that come with leasing and makes signing lease agreements, collecting rent, and communicating with tenants easy. Say goodbye to paperwork and administrative headaches, so you can focus on what matters.

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We're here for you throughout the entire renting process, taking the stress out of property management. Get started with RentBetter today!

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Top Tips for Ensuring a Smooth Move-in Process