For independent landlords who do not have the benefit of an Upper Marlboro property management partnership, the onboarding process for new tenants can be both overwhelming and time consuming. You have to remember that moving is often stressful for tenants, and you want to make the move-in and onboarding process as simple and stress-free as possible.
You’ve done the hard work of finding a qualified resident, and now you have to collect move-in funds, prepare the property, and sign the lease agreement. This can feel like a lot to keep up with, and that’s why you need a process.
Streamlining the tenant onboarding process doesn’t have to be difficult. We’re sharing some helpful tips and tricks on how you can create an efficient and organized system for bringing new tenants into their properties quickly and effectively.
Take a look at what our Upper Marlboro property management experience has taught us about the process of preparing your rental home and your tenants for a new lease term.
Preparing the Upper Marlboro Lease Agreement
The obvious starting point for onboarding a new tenant is the lease agreement. It’s easy enough to email them a copy of the lease, ask them to sign it, and then sign it yourself once that lease comes back. Signing the lease is an important step before a new tenant moves into your property.
In order to effectively onboard your tenant, however, you’ll want to discuss the lease in detail so you can be sure that they understand the most important components. It’s also a great opportunity for them to ask questions and avoid confusion.
A good onboarding process begins with a strong lease agreement. Make sure you’ve created one that is specific to the laws and requirements of Maryland. You’ll need to include some necessary disclosures and addenda, and you’ll also have to be sure your lease reflects all of the responsibilities and expectations you have for your tenant.
Onboarding efficiently means moving quickly. Get the lease signed as soon as possible after a tenant has been approved.
As you work with the tenant to talk about the pertinent parts of the lease, you’ll also want to collect the move-in funds. This will include the first month’s rent, the security deposit, and any extra fees or deposits (such as for pets). Decide on a move-in date.
Some of the most important parts of the lease that we recommend you discuss while onboarding your new tenant are:
- Rent collection policy
- Move-in condition report
- Maintenance procedures
- Tenant responsibilities around maintenance, cleaning, landscaping, etc.
- Rules and regulations, such as smoking and guests
- Notice required before moving out
- Pet policies
This sets you and your tenant up for an easy process on move-in day.
Ensure Your Upper Marlboro Rental Property is Move-In Ready
Next, you’ll need to make sure the property is ready for your tenant.
This requires a thorough inspection. Check for anything that isn’t working properly. You cannot have your new tenants moving into a home with a broken stove or windows that don’t open and close properly. You need window screens and new air filters. Check to make sure everything is functional, and if it’s not, schedule the work right away – before you allow your new tenant to move in.
Once you are satisfied that the property is well-maintained, look for any last-minute opportunities for upgrades or updates. Is new paint needed in a bathroom? Are the towel bars tightly screwed into the walls? Do you need to take a leaf blower to the back deck or the front patio?
You want the property to be completely ready for your new tenant’s arrival. On move-in day, there shouldn’t be any calls for help because something isn’t working or a closet door won’t close or the refrigerator is leaking.
Double-Check for Safety and Habitability Issues
The repairs you make and the work you do are essential to effectively and efficiently onboarding your next tenants and welcoming them into their new home.
Don’t stop at the maintenance and the upgrades.
You also have to make sure the rental property is safe and habitable. Is it ready for occupancy according to state and local laws? Have all habitability standards been met? Look for these things, too, when you’re inspecting before move-in.
Inspect the smoke detectors and carbon monoxide detectors to ensure they are working. Have the plumbing and electrical systems checked to ensure you’re not in danger of having any leaks, fires, or other problems. Doors and windows should open, close, and lock properly. Look for loose handrails, trip hazards on floors, and branches or roots that may present problems outside.
Cleaning Your Upper Marlboro Rental Property
Once you know that everything is safe and functional and ready for your tenants, you can have the home cleaned ahead of their arrival. Hire a professional crew who will be especially attentive to detail. No one wants to move into a home with someone else’s dirt on the floors and the counters. Part of the onboarding experience should be ensuring that your tenants are happy about their arrival and not wasting time on sweeping and scrubbing.
Ask your cleaners to pay attention to surfaces, floors, tubs, and sinks. You want them to pull appliances out from the walls so they can sweep and dust behind them. Look for all of the gathered dust and debris to be cleaned off of ceiling fans, and ask for the baseboards to shine. This will make a difference to your new tenant and contribute to a better move-in experience and landlord/tenant relationship.
Re-Key Your Property
You’re not legally required to change the locks in Maryland before a new tenant moves in, but we highly recommend that you do this. It’s important to re-key your property before new tenants move in because it contributes to a safer space for your tenants. While collecting keys and remote openers is surely part of your move-out process when one tenant leaves, you have no idea how many copies of the keys have been made and distributed to friends, family members, and just about anyone.
When you re-key your property, you’re giving your new tenants some extra safety and security. This helps you onboard them with an emphasis on protection. You can maintain more control over who has access to the property and help your new residents feel good about their security.
Keep a copy of the key for yourself in case your tenant misplaces their key or you need to get into the home during an emergency. Lately, digital keypads have become more popular, and this is an improvement that you might want to make. You’ll simply have to program a new code for each new tenant.
Create Great Curb Appeal Ahead of Move-In Day
Onboarding is better when things look nice. Make your outdoor space and your landscaping look great before move-in.
Ideally, you’ll pay attention to curb appeal before you even begin marketing your property. It’s important to attract your best residents by making a great first impression. Touch it up a bit before your tenant moves in so you can give them a great starting point. Make sure it’s understood who is responsible for the upkeep of the lawn and landscaping. Communicating these expectations will help you onboard your tenant better. Will they be responsible for lawn mowing and snow removal? Or, have you hired a service? Set the standard and make sure everyone’s on the same page.
Move-In Inspection: Document the Condition of Your Property
Right before your tenant moves in, document the condition of your property. It’s important that you do this with photos before they take possession. You need an accurate record of how the property looked before they lived there.
During your move-in inspection, we recommend that you take a lot of pictures to back up your description of the property’s condition. Note any imperfections or problems that you did not manage to take care of before the move-in date (there should not be any, ideally, but, maybe there’s a small scratch in a counter or a drawer that sticks).
Give your tenant an opportunity to conduct a walk-through of their own so they can sign off on the condition report. It’s important that you both agree on the condition of the home. You’ll use this report at the end of the tenancy, when you’re making decisions about whether there was any damage left behind by the tenant.
Onboard New Tenants with a Move-In Orientation
The final part of the onboarding process is helping your tenants understand how their new home works. They will appreciate your instructions on how to set the thermostat, where to find the fire extinguishers, and how to change the air filters.
This does not mean you have to be there in person, ready to conduct a training. You can provide a video, a set of written notes, or an in-person explanation of where to find the water shut off valve, where the circuit breakers are, and which days the trash is collected.
This is not only a great way to onboard your tenants to their new home, it’s an outstanding first step towards better tenant retention.
If you’d like some help putting together your own onboarding process for new tenants, we have additional ideas. Please contact us at Maryland Property Management.
