A guide to moving in day for Landlords

Whether it’s your first tenant or your fiftieth, there are several important steps you’ll need to go through both before the big day and on the day itself.

Here’s a guide to everything you’ll need to check off as a landlord to help you get your house in order.

Why bother preparing for move-in day?

It’s easy to think that welcoming a new tenant is a simple case of handing the keys over and leaving them to it, especially if it’s your first time.

In reality however, you have a substantial checklist of legal and functional obligations. Before we go into detail, here’s three compelling reasons why it’s worth putting in the effort in the first place:

Get the relationship off to a good start      

Building a strong relationship with a tenant from day one can make your life a lot easier in the long run. You’ll be better placed to work through any issues that may crop up in the future, which could help you keep them around for longer once their lease is up too – saving you the hassle of starting the process again.      

Stay on the right side of the law

There are lots of rules governing how landlords operate in the UK, many of which are in place to protect you as well as the tenant. Making sure you’re on top of your legal responsibilities from the start will put you in a much stronger and safer position should anything bad happen during the tenancy.

What to do before your tenant moves in

With your tenancy agreement signed and a move-in date agreed, here are our top steps to complete prior to the event.  

One final lick of paint in the property

Whilst it may look fine to the naked eye, make the effort to refresh any areas that need it.  Scuffs, dents and other marks of “wear and tear” really add up over time and between tenancies is really your best chance to refresh the property with a lick of paint.  Not only will it help you secure better tenants, but it will set expectations of the standard you expect them to keep in the property.  Showing a tenant you care about their living conditions also starts the relationship on a positive note.

Painting Tins Brushes

Carry out final health and safety checks

The Homes (Fitness for Human Habitation) Act introduced on the 20th of March 2019 emphasised a landlord’s responsibility to ensure that their rental property is fit to live in from the start of a tenancy and throughout.

Ideally, you’ll have had a good idea of whether your property was up to standard when you put it on the market. However, it’s still important to carry out the necessary checks before your new tenants move in to ensure their safety and protect yourself from potential liability issues.  

You’ll need to check your yearly CP12 (comprehensive gas-related equipment check by a Gas Safe registered technician) is within date still, and ensure you hand a copy to your tenants.  Any electrical equipment you’re providing will need a portable appliance test (PAT). You’ll also need to install a working fire alarm on each floor and within each main living area and not forgetting, a Carbon Monoxide detector.

If these are all already installed, test they‘re working, ideally in front of your tenants, and if not, get them replaced ASAP.

The act also covers elements such as heating, damp and pest infestations. It’s also worth identifying any areas that might need repairing, as it’s your responsibility to do so should they pose a risk to your tenants’ health and safety.

Consider landlord insurance

While it’s not a legal requirement, it may be worth considering if you need landlord insurance before you start renting out your property.

Landlord Insurance is not the same as regular home insurance.  As well as the buildings and contents cover, you’ll also be able to include cover for loss of rent and landlords liability, giving you added peace of mind should any problems crop up.  

Update your suppliers

It’s a good idea to let your local council and utilities providers know that new tenants will be taking over responsibility for the bills associated with your property. If you have previous or current tenants, they will only be responsible for the bills for the time they’re in the property unless they move out before the end of their agreed notice period. You shouldn’t rely on your new tenants to do this themselves, so doing it yourself will help to avoid the wrong people being chased for money they don’t legally owe.  Take photos of meter readings and ideally do so with your new tenants present so they can confirm the readings.

Put together an up-to-date inventory

Your inventory needs to be a clear and professional document with written and photographic details of the condition and contents of your property. Inventories can help to reduce the risk of a dispute at the end of a tenancy should any damage or suspected theft occur.

Inventory

The amount you need to cover in your inventory will vary depending on whether you’re offering your property furnished or unfurnished, but make sure to include in-depth details of all of your furniture, equipment and fittings as well as notes of any marks or rips to carpets or wallpaper.

Move-in day

The big day has finally come around. Here are seven points to tick off:

Give it one last clean

Whether it was done by a professional cleaner or yourself, you’ll probably already ensure to have cleaned your property to a reasonable standard. It’s still worth arriving a little early on the morning of the move however to give everything a final once over..

Cleaning Hoovering

Check for any obvious signs of dirt or grime that can be easily dealt with including around the sinks, cooking surfaces and anywhere else that could do with a dusting. Natural signs of wear and tear such as marks on walls or floors are okay as long as you’ve detailed them in your inventory.  

Take final meter readings

While you will have already made your utilities providers aware of new tenants moving in, it’s important to provide accurate meter readings at the start of a tenancy to make sure the right people pay for the right amount of energy usage.

Take photos of the readings with timestamps to avoid any room for dispute.

Welcome your tenants

Next, prepare yourself to welcome your new tenants. This could be the first time you meet them, so while you don’t need to make any grand gestures, try to keep it as friendly and relaxed as possible.

Bear in mind that this could be a significant day for your tenant. They could be moving out of home for the first time, moving in with a partner or relocating to a different part of the country. They also may have taken time off from work or travelled for hours to get there, so do your best to make them feel at home.

Hand over a Tenants information pack

The most important thing you’ll need to do on moving in day is hand over an information pack with copies of your property’s energy performance certificate (EPC), the most recent version of the Government’s How to Rent guide, and your Gas Safety certificate if you have gas appliances. Or if you use an agent, and this is part of the services they provide, these should have already done this for you.  However, it is critically important you check this has been done, as failing to do so may mean you won’t be legally allowed to issue a section 21 if you want or need to evict your tenants in the future.

You may even want to ask your tenant to sign something to acknowledge that they’ve received everything.

Walk them through the inventory

Give your new tenant a copy of the inventory, and walk them from room to room pointing out anything you’ve noted down. This gives both you and them an opportunity to check that everything is in the condition described and ensure that you’re on the same page. You may also add in new details that you didn’t spot the first time.

Make sure you both sign and date your copies to reduce the risk of any disagreements over the deposit if/when they move out. 

Explain how everything works

Lots of things about your property will be self-explanatory, but everyday items such as ovens, showers and washing machines can take a little getting used to from model to model. Talk your tenants through how to use them and leave instruction manuals where available in a convenient place. 

Your property may also have certain quirks such as a door or window that opens in a specific way. Taking the time to explain how everything works will save you from phone calls or emails later on should they run into a problem.

Agree how you’ll contact each other

Before you part ways, make sure to exchange contact details as well as communicating any preferences or boundaries you may have. This could involve asking them to always speak to you via email apart from in emergencies, or encouraging them to stick to texts within certain hours of the day.

Communication is a vital part of any successful landlord-tenant relationship, so make sure you get off on the right foot. You may want to detail a few examples of what you class as an emergency and what you don’t to avoid any unwanted confusion.

What about recruiting a letting agent?

Being a landlord can be time consuming, especially if you’re new to property management or balancing it alongside other work responsibilities or perhaps managing multiple properties.

Many of the tasks detailed above could be handled by a letting agent for a small fee. It could be worth weighing up your options if you think you could benefit from a professional managing agent’s service during the move-in process or later on in the tenancy.