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.
Thanks,
{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
