09 November, 2022    

If you are a landlord and have found a suitable tenant for your property, you may be wondering how to make the house-moving transition for your tenant smooth and promote a golden relationship. The rent contract entails a significant amount of paperwork and responsibility toward the tenant. Making a To-Do List is the best way to ensure this.

1. Signatures on Rent Agreement –

The rent agreement should be printed on stamp paper and only needs to be registered if the rental period is minimum of 12 months. Ensure that you and the landlord have signed all of the pages of the agreement. Based on the market best practice, the tenant usually signs at the bottom right corner, while the landlord should sign at the bottom left corner of the agreement, with your and their signatures directly above Lessee /Tenant and Landlord signatures above Lessor / Owner on the last page. Even the Annexure page(s) should have your and your landlord’s signatures.

2. Community Move-In Formalities -

Check with the Association about the procedures you must follow before relocating your belongings to your New Rental Home. Many communities have move-in forms and/or tri-patriate agreements in place that bind the resident (tenant) to the rules and regulations of the community. Make a point of finishing all of this at least one week before your move-in date. Determine a suitable move-in date and time based on the rules and regulations of the community. Many communities prohibit move-ins on Sundays and public holidays and even have restricted time slots for move-in. The housing society may also require you to pay move-in fees. Don't worry, this is a common practice in most condominiums priced between Rs.1,500 and Rs.5,000. The move-in require additional work from Security and Administration personnel. There is also additional use of water, lifts, and common areas.

3. Owner’s Confirmation on Move-In –

To allow you to move into your new rented accommodation, many associations require a formal written approval from the property owner. Here is a free format for you to use so you don't have to wait at the community gate with your household goods for the association's approval. Share it with your landlord to make the transition of moving houses a smooth experience.

Sub: Approval for move-in of a new tenant for the property
Dear {Community Manager},
I would like to inform you that we have a new tenant, {Your Name} with their family who will move into our apartment {property address} on {date of moving in}. Please consider this as a letter of approval from me for the issuance of a gate pass, and car stickers and complete all move-in formalities.
{Owner Name}

4. Government Identity and Address Proof –

You will need a soft copy of the Landlord's PAN Card for your HRA claims. Request that your landlord self-attest the document and share it with you. Similarly, when signing a rental agreement, your landlord will ask for your PAN card, Aadhar card, employment proof, and/or income tax return proof as per Rent Control Act, 1961. Some communities/associations/societies may also ask for your passport-size photographs.

5. Security Deposit –

We understand that the Security Deposit you give the landlord is substantial; therefore, make certain that the payment is made to the correct person. If you're using a bank cheque, double-check the name, account number, and signature; make sure you've written your name and phone number behind the cheque, and don't overwrite on a cheque leaf. If an online transfer is more convenient for you, remember to perform a test transaction while being careful to enter the correct account number. Ensure that the details of this payment are included in your Rent Agreement.
Our Pro-Tip: The Landlord will only allow you to move into their rented property once the Security Deposit Amount has been received in their bank account.

6. Access and Keys –

So you've signed the rental contract and are ready to move into your new home! Just before you start to move your belongings, make sure you have all of the keys to the property, such as the mailbox, wardrobes, and doors, as well as the community access card and car parking dangler/sticker and preferably in two sets.

7. Previous Bills and Payables –

Before you begin to settle in and call your friends to flaunt your beautiful home, check with the landlord to see if they have paid the previous electricity, water, and association/community/society maintenance bills. You can't party in a dark house without a water supply!

8. Repair Issues –

There is a good chance that you will notice repair issues only after you have moved into your new home. Highlight it to your landlord in writing along with the photographs of the issues and save it in your records; this will be useful when you move out of the house.

While we have it all covered for you, here is a 7-minute video summary for you to keep handy. Watch Here

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