Inheriting Tenants Help with Introduction Letter Please

[Alecia Loveless]

Hello. I’m closing on my first MFH next week and any help on writing an introductory letter to my new inherited tenants would be appreciated. One has lived there 3 years, one 6 years and one 20. The fourth is new. Rents are at market value.

I’m also thinking of including a short questionnaire with a self addressed stamped envelope on things such as, “Does your apartment have any maintenance issues?” “Have you noticed any maintenance issues on the property?” etc. Unless any of the more experienced BP members can think of a reason this might not be a good idea.

I seem to recall one of the BP books has a chapter on this but off the top of my head I can’t remember which one. If anyone can point me to it that would be terrific too.

Thanks for your help!

[Christen G.]

Here is some verbiage from my "New Tenant Welcome Orientation" - this is more for new tenants at my building but has some transferable language. If you weren't planning on doing a "Day 1 inspection" when you get keys, I would do that as well - take photos and get conditions of the property/units - it is then that you can ask the tenants (in person) about any maintenance issues - as well as asses if they have working smoke/co2 detectors and get a general vibe on them. You can also install a lockbox at the property with keys to all units at this time - helpful for contractors and for you in general. This walk-through will also help you when any of these tenants move-out -in case you didn't get their move-in condition paperwork at closing. 

You'll notice I say, 'do not text' a lot - this is an effort (and it's worked) to get our tenants to only contact us when they truly need something. It's far too easy to fire off a text about a stupid grievance - and they'll do that if you let them - but it takes an effort to send an email or *gasp* pick up the phone during business hours. I also don't want a "texting relationship" with my tenants. It's too informal. Sending an email for a maintenance request also creates a log and triggers our systems whereas a text can get lost or forgotten easily. I mention this too, as you asked about self-addressed, stamped envelope - I wouldn't waste your time with that. A lot of younger folks do not use mail - so it's best to ask those things in person while you're doing the walk-through - that way you can actually see what they're talking about.

Best of luck to you and congrats on the new purchase.

DEAR TENANTS NAME, We are looking forward to working with you and hope you will enjoy your new home. We would like to make this as smooth a transition as possible for you. Below are instructions for the next steps including how to pay rent and other policies.

YOUR MONTHLY RENT PAYMENT IS: XXX

Base Rent: $___XXX

Pet Rent: $__XXX

Utilities: $_XXX

Storage: $XXX/mo:
Total Monthly Rent Due: XXX

HOW TO PAY RENT & LATE FEES

1- Rent is due on the 1st of the month and late on the 5th at 5:00pm PST. (this may change depending on where you are)

2- You will pay rent using an app called Cozy.co - you will receive an email to create an account within 3 business days.

3- If you prefer to write a check or use another payment method for rent, there will be an additional $25 processing/collection fee added to your monthly rent.

Late Fees  (check your local laws + any COVID restrictions)

A late fee of $100.00 will be issued to all late rent payments plus $5/day for each day that it is not paid in full.

Lockouts and emergencies

Dial 911 in case of an emergency, fire, break-in, if you smell gas, etc...
Lockouts: A lockout fee of $150 will be charged to any Resident needing to be re-admitted by Landlord.

Mission Statement

YOUR COMPANY NAME strives to provide, maintain, and improve affordable homes with exceptional service. YOUR COMPANY NAME is a professional property management company that takes great pride in offering clean, quality rentals at an affordable rate. We are committed to this goal long-term and seek to provide the best property management in YOUR LOCATION. YOUR COMPANY NAME, we strive to:

• Return all correspondence within 48 business hours with a plan as needed.
• Complete all maintenance issues and repairs efficiently, quickly, and courteously
• Consistently improve the aesthetic look of any property we manage
• Maintain affordability in rental rates and treat our residents with respect
• Provide exceptional service and support to residents

What Is a Lease?

A lease is a legal contract between the landlord and tenant. When you lease a home from us, this is what you can expect. At the commencement of your tenancy…

The landlord (Us) will provide a home that is clean, sanitary, in good cosmetic shape, and in good working order. The landlord will continue to keep the home in good working order and abide by the terms in the lease throughout the length of your tenancy.

The tenant (You) is responsible for keeping the home in good condition by practicing good housekeeping habits, including to prevent leaks, mold growth, rodents, and pests, treating the property with care to avoid preventable damage or maintenance needs, reporting maintenance issues in a timely manner, paying rent when it is due, and abiding by the terms of the lease throughout the length of your tenancy.

Maintenance

Please call or email us promptly with any maintenance requests (do not text). Your home has been thoroughly cleaned and inspected for any maintenance issues prior to your taking occupancy. However, we do not live in the home and therefore will not be aware when you have a future maintenance concern unless you tell us. It is 100% your responsibility to report maintenance issues.

Here is a list of items we want to know about immediately:

1. Mold (within 48 hours)
2. Drippy faucets, drippy pipes, or “running” toilets (within 48 hours)
3. Moisture where there should be none (roof, under the sink, on a ceiling, etc.)

Maintenance Requests

Please submit your Maintenance Requests via email to: YOUR EMAIL ADDRESS. Do not text us maintenance requests - they will go unanswered. We are committed to responding to you via phone or email with any questions and/or a plan (if necessary) within 48-hours. We will do an annual inspection of your property and you will be given proper notice on when to expect this.