The Perfect Check-In: A Foolproof Process For Every Landlord

A new tenancy is a major milestone in the relationship between you and your new tenants, yet so many check-ins fail to take advantage of the opportunity.​

Successful check-ins are more than transactional checklists. They’re your chance to set the tone for the entire tenancy, with you as a trustworthy landlord, and your tenants as conscious caretakers.

To illustrate the extent of the process, we've created this guide to the perfect check-in, from the initial point of contact to handing over the keys, with a deep dive into:

• ​Starting as you mean to go on

• ​Preparing your property for rent
  
• ​Essential documents to provide
  
• Boxes to tick for check-in day
  
• Moving your tenants in correctly
  

Whether you’re looking to seal gaps in your own process, or to free up your time by handing responsibility to an expert managing agent, all you need for confidence and clarity is right here!

STARTING AS YOU MEAN TO GO ON
The check-in process actually begins with your first conversation with a potential tenant, and before anyone even views.

It’s all about naturally filtering out the most suitable tenants – not just for your property, but also how you operate – and you can plant the seed of a positive and professional relationship by:

• ​Communicating clearly: Explain any income, employment, and timeline criteria before booking a viewing to ensure a tenant is a good fit, and to avoid wasting anyone’s time.
  
• ​Acting professionally: Everything from how you present yourself to how you present your property sends a message to tenants about the likely experience of renting from you.
  
• ​Arriving prepared: Showing up at a viewing on time and with all the information a tenant may need to make a decision demonstrates professionalism and attention to detail.
  
• ​Being personable: Finding a place to rent can be highly stressful and competitive, so a friendly, reassuring attitude can make a huge difference to tenants.
  

Finally, as well as being charming and efficient, it’s wise to display a no-nonsense manner that shows you’re only interested in a tenant who is responsible and reliable.

PREPARING YOUR PROPERTY

Before rushing to achieve a same-day change of tenants, consider spending a little extra time getting your property prepared for its next residents.

Showing new tenants that you care about their quality of life at home can pay real dividends, so here’s a list of things to tick off your list:

• A professional clean throughout is an essential first step, and shows new tenants how you expect your property to be returned when they move out.
  
• Look for and carry out any necessary repairs, maintenance or upgrades - they’re much easier to arrange when your property is vacant, and you’ll remove any unnecessary day-one niggles.
  
• If your property has any outdoor space, make it as low-maintenance as possible and ensure that any walls or fences are safe and secure.
  

Pro-tip: provide security keys that need special authorisation to be copied, saving the need to change the locks between tenancies, and giving any new tenants true peace of mind.

ESSENTIAL DOCUMENTS TO PROVIDE
A legally sound check-in requires giving your new tenants a series of documents, and all of the following must be supplied BEFORE the tenancy starts.

• ​An energy performance certificate prepared within the last 10 years. (If you’ve made improvements within that time, an updated certificate will help you achieve a higher rent.)
  
• An ​electrical safety report issued within the last five years, and a gas safety certificate issued within the last 12 months. Any identified hazards must be fixed before your tenant moves in.
  
• ​The government’s How to Rent Guide, if your rental property is in England or Wales, or the Tenancy Information Pack for rental homes in Scotland.

Mistakes in this area can come back to bite you later, from financial penalties to problems getting your property back, so meticulous attention to dates and details is absolutely crucial.

BOXES TO TICK FOR CHECK-IN DAY
Moving day can test everyone’s nerves, and a pre-move-in checklist is a priceless tool for having a super-smooth process. Here’s a list of boxes to tick:

• Confirm that the first month’s rent and security deposit are in your account, then sign the tenancy agreement with its detailed inventory, and get your tenant to do the same.
  
• Take clear photos of the electricity, gas, and water meters on moving-in day, and send them to your tenant so they can notify utility suppliers.
  
• If your rental property is in England and any of your new tenants are non-UK citizens, take copies of their Right to Rent documents before they move in.
  
• Check that all smoke and carbon monoxide alarms are working on the day the tenancy starts, even if you checked them the day before, and provide written confirmation of the test.

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Being this prepared makes a huge difference on a stressful day: a great step in showing your tenants they've made the right choice, and laying the foundations of an easy and enjoyable tenancy for all.

MOVING YOUR TENANTS IN CORRECTLY
Although new tenants will be eager to start unloading their van, there’s some basic information to run through with them to ensure they’re fully set up from the minute they move in.

• Show your new tenants how the locks work on all doors and windows so they know how to keep your property secure at all times.
  
• Demonstrate how the heating and hot water system works, from gas boilers to electric immersion heaters, timer and thermostat controls, and how and when to bleed radiators.
  
• Point out the location of the stopcock and fuse box in case the supply needs to be shut off in an emergency or for maintenance.
  

Final pro-tip: provide instruction manuals for every appliance (digital PDFs are fine) so your tenants can use everything without any hiccups or needing to contact you.


Are you set up for the perfect check-in?
If you're a landlord in the Wilton and Salisbury area, we'd love to show you how we get tenancies off to a brilliant start, and then keep them that way for as long as they last.

For a no-strings chat about your rental property, call us on 01722 580059 or message us at info@piccoloproperty.co.uk – we're here to get this major customer touchpoint perfect for you.