Move-in checklist: A landlord's guide to preparing a property for new tenants

There's a lot to think about on move-in day, and with so many moving parts, it can be easy to overlook something. But getting it wrong can be costly, result in potential fines or mean you get off on the wrong foot with your tenant. 

Our experts have created this handy move-in checklist to help you stay organised and ensure your check-in runs smoothly. Please note, this guide covers legislation in England only – check here for resources relating to properties in Wales. 

Why move-in day is important as a first-time landlord

As well as ensuring you stay compliant, move-in day is a great opportunity to show your tenant you are a caring, professional landlord and lay the foundations for a positive landlord-tenant relationship. A successful move-in day can help you: 

• Stay legally compliant: There are several legal considerations to tick off your new tenant checklist on move-in day, from providing key documents to carrying out safety checks.  
• Set expectations: Ensuring you and your tenant are on the same page from day one will reduce the chance of disputes later on. 
• Keep tenants. If your tenants see that you are professional, able, and interested in their well-being from day one, they’re likelier to be happy, pay rent on time, and respect your property. 

New to being a landlord? Check out our resources for first-time landlords here. 

Step 1: Preparing your property

Before your tenant moves in, you'll want to ensure your property is ready to be a home. That means giving it a deep clean, doing any necessary maintenance work, and ensuring all systems and appliances are safe and in good working order. 

Property and maintenance checks

Do a walk-through of the property to ensure that: 

• There are no plumbing issues or leaks. Flush the systems through on hot following our legionella guidance.
• All fixtures, fittings, and utilities work as expected. 
• Windows and doors lock properly. 
• There is no mould or damp. 
• All the alarms are working. 

Gas, fire, and electrical safety checks

Before the tenancy begins, you’ll need to ensure the property is safe to live in, so that when check-in day arrives, you can provide tenants with valid safety certificates and show that smoke and carbon monoxide alarms are working.

Cleaning the property

If you provide a clean property at the start of the tenancy you can require the tenant to clean it to a similar standard before they leave. Not only that, it also means your tenants are more likely to treat it with respect. Ensure you: 

• Deep clean carpets, floors, bathrooms, and kitchens. 
• Remove any debris or items from former tenants, including from the garden. 
• Refresh anything that’s looking tired, such as old or scuffed paintwork. 

Step 2: Legal and documentation requirements

As a landlord, new tenant checklists should include a list of documents you need to provide on move-in day (or before) to stay compliant – failing to do so could mean potential fines. These include: 

• Ensuring your tenancy agreement covers the written statement requirements.
• A valid Energy Performance Certificate (EPC). 
• A Gas Safety Certificate. 
• An Electrical Installation Condition Report (EICR). 

Tenancy deposit checks

You have 30 days from the day you receive your tenant’s deposit to secure it with an official government-backed scheme and to provide the relevant prescribed information as well. You can supply your tenants with all of the scheme's prescribed information on check-in day if you wish, as long as this occurs within that same 30-day window. 

Review and confirm tenancy agreement is signed

If you’ve not already signed tenancy and guarantor agreements, ensure this is done before or on move-in day, and that both you and your tenants have signed copies. 

Step 3: Checking your tenant in

First impressions count. How you handle check-in day will likely impact how your tenants feel about their relationship with you for the remainder of their tenancy, so it’s key to get it right. Luckily, there are a few key things you can do to ensure a smooth check-in. 

Conduct an inventory report and collect meter readings

A landlord inventory is not a mandatory legal requirement, but it is an essential piece of evidence if you need to make a claim on the deposit. Your inventory should: 

• Note the condition of all fixtures, fittings, and contents. 
• Document this with photographs to avoid any disagreements. 
• Note current meter readings for water, gas, and electricity. 
• Capture signatures from both landlord and tenant. 

Introductions and run-through of property

As well as being an invaluable tool for minimising any disputes on move-out day, an inventory is a great opportunity to walk your tenant through the property and answer any questions they may have. Demonstrate how windows and doors lock, how heating appliances work, and how to test smoke alarms. 

Provide a welcome pack or information sheet

Your welcome pack should include key information, such as your contact details, emergency contacts for urgent repairs, information about waste collection and recycling, and instruction manuals for any appliances. Student landlords dealing with overseas students may also include information about where to buy essentials and where local services are. 

Beyond move-in day: What comes next

Decide on communication channels

Use check-in day to remind your tenants how you have agreed to communicate. Your tenancy agreement will outline ways that the tenant can reach you, such as email and phone number, and will have set realistic response times as well as, what to do in an emergency. Good communication is key to achieving a positive landlord-tenant relationship and means tenants are more likely to raise maintenance issues or concerns promptly.  

Schedule mid-tenancy property inspections and check-ins

It’s a good idea to set out a schedule for when you plan to inspect the property, and to book the first one within a few weeks to ensure your tenant is settled and check no initial maintenance issues have cropped up. Communicate to your tenant that inspections ensure the property remains safe and habitable, and that you’ll always provide at least 24 hours' notice before a visit, and more where possible. 

How we can support your move-in day

Being a landlord doesn’t stop when you hand the keys over to tenants on move-in day, and neither does our support. From ensuring your tenants remain safe throughout their tenancy, or deciding whether self-managing your properties is right for you, we’re here to help support our members with resources, guides, course discounts, and specialist telephone advice from our private rented sector experts. 

Not already a member?

Many of our resources are for members only. To access these and our extensive member discounts, including our FREE expert landlord advice line and FREE property management software, join the NRLA today and be part of our vibrant landlord community. 

Move-in day FAQs

What are the key compliance checks for landlords?

As a landlord, checklists for new tenants need to include several compliance considerations, ranging from gas and electrical safety checks to ensuring you have the correct licence to let your property. Read more about staying compliant as a landlord here. 

What meter readings does a landlord need to take?

You’ll need to take meter readings for gas, electricity, and water at the start of the tenancy, and it’s good practice to note them in a signed inventory to avoid any disputes. 

Do I need to change the locks for a new tenant?

While it’s not legally required to change the locks between tenancies, it is recommended to provide peace of mind for you and your new tenants that the property is safe and secure. Some landlords rotate through a series of different locks for new tenancies in order to keep costs down.