An effective move-in process involves much more than simply signing lease documents and providing the keys of the unit to the new tenants. Most property managers do not give much importance to the move-in process and are not even equipped with a thorough checklist. Even though this is a simple task, it can backfire if it is not thought of and executed properly.


Being a Professional Organization


The most common issue is when the tenant is moving out and is leaving a mess behind. Most tenants will claim that they are leaving the unit in exactly the same condition as when they moved in. The only solution to this problem is to have a checklist procedure that documents the state of the unit when the tenant is moving in. The property manager could document each item on paper and rank the state of the paint and other features of the unit, but this would be a lengthy and inefficient procedure.


Eliminating Ambiguity


Now, with the ready availability of digital devices, it would be ideal to document the state of the unit by using a digital camera. The property manager could click photos of the items or could take a walk-through video that documents everything in the unit. The photos and videos provide substantial proof of the state of the unit at move-in, and they do not leave any room for arguments or denials.


An effective move-in checklist will also provide a reference to check maintenance and repairs requests. Many tenants are in the habit of making repair requests for items that have not been damaged by normal wear and tear. When the move-in checklist is available, property manager can show proof of the item being in solid condition and that the tenant would have to bear the expense for repairing it.


First Rate Organizations know about First Impressions


Move-in checklists are actually meant for protecting the rights of property management as well as the tenant. The checklist will protect property management from costly damages, and the tenant from foregoing security deposit unnecessarily. Move-in checklist also provides a strong indicator to tenants that the property management is quite serious about the condition of the property, and does not tolerate any damages. The tenant will receive this message quite clearly, and will be more cautious in using the items and maintaining their condition.


If someone is moving into a rental unit and it seems the property management does not have it together, loses the renter’s paperwork, does not have keys at the moment for the unit, does not show up on time, the unit is not even cleaned yet, and so on indicates to most professionals and students (certainly their parents) that this property is not ran well. To most decent and dignified people, this could be wakeup call that perhaps this is not the place you want to be doing business with. First impressions matter in any professional setting.


Lastly, move-in checklists offer peace of mind to tenants, as they know their security deposit money will be safe and will be given back to them when they move out, if they maintain the place properly and avoid damages. Coordinating the document signing and move-in inspection is usually a daunting task for property management, but it has to be handled efficiently. It is best to have a protocol or a sequence of things that need to be completed within a given period.


Processing New Renters should be Routine


The lease document and move-in inspection and checklist are equally vital, and any mistakes can prove costly to both parties, especially to property management. However, tenants should not be rushed, and they should feel welcome, since they will be forming their opinions of the place when they are moving in as already indicated, and these impressions will play a major role when they will be extending their lease later.