29 October, 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 your tenant 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 you should sign at the bottom left corner of the agreement, with tenant signatures directly above Lessee /Tenant and your signatures above Lessor / Owner on the last page. Even the Annexure page(s) should have your and your tenant’s signatures. If the rental agreement is signed by your representative, you should share the Power of Attorney details with your tenant.

2. Government Identity and Address Proof -

You must provide your tenant with a soft copy of your PAN Card that can be used for HRA claims. To protect your interests, the Rent Control Act of 1961 requires you to keep a copy of the tenant's identity and address proof issued by the government in your records, such as PAN Card, Aadhar Card, Proof of employment in case of an employee, Driving Licence and so on.

3. Security Deposit –

If you received a bank cheque for a Security Deposit payment, make sure you have verified your details such as name, account number, date, and no overwriting or cross signatures, and that this is provided to you before your tenant moves into your rental property. An online transaction can save you from future headaches such as cheque submission, bouncing, and so on. It is critical that you only hand over your property keys after receiving the security deposit payment.

4. Property Access and Keys

Ensure that you have given your new tenant two sets of keys for doors, wardrobes, mailboxes, and so on. You would also need to hand over the car parking dangler/sticker to your new tenant, as well as the community access cards. The housing association can provide your new tenant with car parking danglers/stickers. Ensure that all of these items, along with their respective quantity, are included in the rent agreement annexure list; this should be used as a checklist when the tenant moves out.

5. Community Formalities –

While your tenant is completing the move-in formalities, signing the move-in forms, and submitting the rent agreement signed by you and them to the association office, the Association will also need your written formal approval to allow your tenant access to the property. Do not wait until the last day to share your approval, this may land up to your tenant with their household goods packed up and waiting at the association gate. This could put the relationship off to a bad start. You may also check the suitable time and date for your tenant to move in based on Association Rules and Regulations. Here's a free template for you to use. You may use the same template for your previous tenant moving out of your property.

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, {Tenant 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}

6. Previous Tenant and Bills –

Before your new tenant moves in, make sure you/your previous tenant has paid all of the bills, such as electricity, water, and Association/Community/Society maintenance charges. It is advised to double-check this with the association. Failure to pay any dues may prevent the tenant from moving into your property. You are already a fantastic landlord! And this will ensure that you have started your relationship with your tenant on a positive note.

7. Association Rules and Regulations –

If the association has provided you with a rules and regulations handbook, please share it with your new tenant. Specifically, related to making noise during quiet hours, waste separation, late-night parties, and so on. You don't want them to pay fines or receive complaints for something they didn't know about.

8. Upcoming Repair Issues –

Your tenant may discover minor issues at the property after moving in, such as cracked tile or drawer/cupboard doors that do not open or close properly. Allow your tenant seven days to send you a consolidated list of these issues, along with photos. You can either have it repaired for them or record it so that you do not hold your tenant liable for such damages when they eventually move out.

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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