The Landlord’s New Tenancy Checklist: How to Start a Tenancy the Right Way
A new tenancy checklist for landlords is about much more than handing over the keys. The first day sets the tone for the whole tenancy, from how confident your tenant feels in the property to how smoothly future communication, maintenance and rent payments are handled. A little preparation at the start can help prevent confusion, missed details and avoidable problems later.
Whether you own one rental property or a small portfolio, move-in day is your chance to show tenants that the property is well managed and that they are dealing with someone organised, responsive and fair. That matters, especially when tenants are comparing more than one property to rent in Peterborough.
Here’s a practical day one checklist to help landlords start every tenancy on the front foot.
1. Make sure the property feels properly ready
Before your new tenancy commences, walk through the property as though you were moving in yourself. This is not just about whether the property is clean. It is about whether it feels ready to live in.
Check:
- The heating and hot water are working
- The fridge, oven, hob and washing machine are clean and usable
- Light bulbs work in every room
- Windows open, close and lock properly
- Internal doors shut as they should
- Taps run clearly and drains are not slow
- The property smells fresh
- Bins are empty and in the correct place
- The garden, balcony or outside space is tidy
Small things get noticed. A dusty cupboard, broken blind or missing bin can make a tenant feel like the property has been rushed. If you want your property to stand out from other property to let in Peterborough, the details matter.
2. Prepare a simple welcome pack
A welcome pack does not need to be fancy. In fact, the best ones are simple, practical and easy to follow.
Include:
- Bin collection days
- How to operate the heating
- Where the stopcock is
- Where the fuse box is
- Appliance manuals or links to online versions
- Parking information
- Broadband options, if known
- Emergency contact details
- How to report repairs
- Useful local information
This can be printed, emailed or both. A welcome pack helps tenants settle in quickly and reduces the number of small questions you may be asked during the first week.
It also gives a good impression of you as a landlord. Tenants often remember how they were treated at the start.
3. Take meter readings together
Meter readings should be taken on the day the new tenancy starts. Ideally, do this with the tenant present and take clear photos as a record.
Make a note of:
- Gas reading
- Electricity reading
- Water reading, if there is a meter
- Meter serial numbers, where useful
This helps avoid disputes over bills and gives everyone a clear starting point. It is also worth reminding tenants that they need to set up accounts with their chosen utility suppliers, where applicable.
4. Confirm the condition of the property
A thorough check-in inventory is one of the best ways to protect both landlord and new tenancy. It should record the condition of the property, including walls, flooring, fittings, appliances, furniture and outdoor areas.
Encourage your tenant to read through it carefully and raise anything they think has been missed. This is not about catching anyone out. It is about creating a fair record from day one.
Photos are particularly useful, especially for:
- Existing marks or scuffs
- Flooring condition
- Kitchen appliances
- Bathroom fittings
- Windows and doors
- Garden areas
- Furnished items
A clear inventory can save a lot of stress at the end of the tenancy.
5. Explain how repairs should be reported
One common source of frustration in tenancies is unclear communication. Tenants need to know how to report a repair, who to contact and what counts as urgent.
Explain:
- The preferred contact method
- What information they should provide
- When photos or videos are helpful
- Emergency procedures
- Expected response times where possible
For example, a leaking pipe needs a different response from a dripping tap. When tenants understand the process, repairs are usually reported sooner and handled more calmly.
This is where working with a letting agent in Peterborough can help. A good agent gives tenants a clear route for reporting issues and helps landlords stay organised.
6. Set expectations kindly and clearly
The best landlord and tenant relationships usually start with clear expectations. This does not mean delivering a long list of rules. It simply means explaining how things should work.
You may want to cover:
- Rent payment dates
- Looking after ventilation
- Garden responsibilities
- Waste and recycling
- Reporting damage
- Permission for decorating
- Communication preferences
- What to do if circumstances change
Friendly clarity is better than awkward assumptions. Many tenancy issues come from people not knowing what was expected in the first place.
7. Help tenants understand the local area
If your tenant is new to Peterborough, a few local pointers can make a big difference. You could include information about nearby shops, transport links, schools, parks, gyms, GP surgeries or local parking.
This is also a natural way to show the value of local knowledge. Tenants looking for a property to rent in Peterborough are not only choosing a home. They are choosing a place to live.
A little local guidance can make them feel more settled, more quickly.
8. Check in after the first few days
A short message after move-in day can go a long way. Ask if they have settled in, whether everything is working as expected and whether they have any questions.
This does not need to be over the top. A simple check-in shows that you are approachable and helps catch small issues before they become bigger ones.
It can also build trust. Tenants are more likely to report problems early if they feel comfortable communicating with you.
Why day one matters for landlords
A well-managed move-in day can help reduce misunderstandings, protect your property and create a better tenant experience. It also shows tenants that the property is being managed professionally from the start.
For landlords, this can mean:
- Fewer avoidable questions
- Better communication
- Clearer records
- Happier tenants
- A smoother end-of-tenancy process
- Less stress overall
At PTL Lettings, we help landlords prepare, market and manage rental homes with care, local knowledge and practical support. If you are looking for a letting agent in Peterborough to help you start your next tenancy properly, contact us on 01733 555183 or email info@ptl-lettings.co.uk .
In the meantime, we’ve answered some of your common questions about starting tenancies the right way!
FAQs
What should landlords do before a tenant moves in?
Landlords should make sure the property is clean, safe, functional and ready to live in. They should check appliances, heating, hot water, keys, meter readings, inventory details and any agreed repairs before the tenant arrives.
Should landlords provide a welcome pack?
Yes, a welcome pack is a very helpful touch. It can include bin days, appliance instructions, heating guidance, repair reporting details, emergency contacts and useful local information.
Why are meter readings important at the start of a tenancy?
Meter readings create a clear record of gas, electricity and water usage from the day the tenancy begins. This helps avoid confusion over bills and gives both landlord and tenant a fair starting point.
What should be included in a check-in inventory?
A check-in inventory should record the condition of walls, floors, ceilings, doors, windows, fixtures, fittings, appliances, furniture and outside areas. Photos are very useful and should be clear, dated and detailed.
Can a letting agent help with move-in day?
Yes. A letting agent can help with marketing, tenant communication, check-in arrangements, documentation, inventories, maintenance reporting and ongoing tenancy management. This can save landlords time and help the tenancy start smoothly.
