How to Create a Welcome Letter for Multifamily Communities

Getting accepted into a new multifamily community can be both exciting and overwhelming for new residents. As property managers, creating a warm and informative welcome letter can make all the difference in helping new members of the community. The welcome letter serves as a crucial bridge between the approval of the resident’s application and their actual move-in day. 

In this blog, we guide you through the process of creating an effective welcome letter that not only celebrates the resident’s arrival but also outlines the essential steps needed before they settle into their new home.

What is a welcome letter?

A welcome letter is a personalized document that serves as the first official communication between the onsite team and a new resident. Unlike general information packets, the welcome letter specifically acknowledges the approval of the resident’s application and provides essential information that residents need to know before they move in. Moving in can be overwhelming for residents, so providing a comprehensive checklist will ensure they feel informed and valued. This includes details about move-in procedures, important dates, contact information for the onsite team, and any immediate actions the new resident needs to take. It may also introduce the community's guidelines, thereby ensuring that new members understand their responsibilities from the outset.

What are the essential components of a welcome letter?

The effectiveness of a welcome letter hinges on its content and clarity. Here are the essential components that should be included:

• Lease Signage: Instruct new residents on how to officially sign their lease agreements. Typically, leases are sent via email with a link to a digital signing platform. Require residents to review their lease documents thoroughly, formalizing their occupancy and committing to the terms, conditions, and community policies.
• First Payment Information: Outline how residents can make their first payment. Include the total amount due, which often includes the first month’s rent, security deposit, and any applicable fees. Be sure to specify acceptable payment methods and the deadline.
• Proof of Renters Insurance: This is a common requirement in multifamily communities. Include the minimum coverage requirements and how residents can provide proof of insurance.
• Confirmation of Utility Accounts: If you require residents to set up utilities like electricity, water, and gas in their names before moving in, be sure to guide them on how to transfer utilities into their names. Provide contact information for local service providers and ask residents to submit confirmation of service activation, such as account numbers or confirmation emails. 
• Cable/Internet Information: Provide information on the community’s approved or preferred service providers. It may include the provider's name, contact information for a representative, and any special offers or instructions for setting up service in the new unit.

• Package Delivery Information: Explain your community’s package delivery policy and procedures, including any instructions for registering for a third-party service. 

• Pet Screening: If your community allows pets, be sure to outline the pet policy and screening process. It typically includes a link to a platform where residents can register their pets, provide vaccination records, and pay any associated fees. The letter should clarify any restrictions, such as breed or weight limits, and outline the consequences of failing to comply with the pet policy.
• Elevator Reservation: If applicable, especially in high-rise buildings, instruct new residents on how to book the service elevator for their move-in day.
• Schedule Movers: Offer guidance on scheduling movers, including preferred moving hours and acceptable truck parking spots. You might also suggest reputable moving companies familiar with the building's move-in procedures.
• Front Desk Concierge Information: If you provide concierge services, introduce the services you provide, such as package tracking or visitor management.

• Emergency Contact: Requests the names, relationships, and contact information of one or more individuals to be contacted in case of an emergency.

• Vehicle Information: If you provide parking facilities, request necessary details like the make, model, year, and color of the resident’s vehicle, as well as the license plate and number.
• Onsite Team Contact Information: Provides the names, positions, and contact details of the onsite team, including office hours. It ensures that residents know whom to contact for various needs and questions.

A well-crafted welcome letter is an indispensable tool in building a strong foundation for resident relations and community engagement. From lease signage instructions to onsite team contact information, be sure to include these crucial components so new residents are well-informed, prepared, and welcomed into the community.

Use our Ready-to-Use Welcome Letter Template

Creating your first Welcome Letter can seem daunting, so here is a free template below to help you get started.

Dear [Resident's Name],

Welcome to [Property Name]! We are thrilled to have you join our community and want to extend a warm welcome to your new home. Our team is dedicated to ensuring that your experience here is comfortable, enjoyable, and fun.

Lease Signage:

Your lease agreement has been prepared and requires your digital signature. Please review all documents thoroughly to understand the terms, conditions, and community policies. 

First Payment:

Your first payment is due by [Date]. This includes the first month’s rent, security deposit, and any applicable fees, totaling [Amount]. We accept payments via [acceptable payment methods]. Please ensure your payment is made by the deadline to avoid any issues.

Proof of Renters Insurance:

We require all residents to maintain renters insurance with a minimum of $[Amount] in personal liability coverage. Please submit proof of your insurance to [Contact Information or Submission Method] by [Date].

Confirmation of Utility Accounts:

Please set up your utilities (electricity, water, gas) prior to your move-in date. Contact the following providers: [Utility Provider Contact Information]. Submit your account numbers or confirmation emails to [Submission Method].

Cable/Internet Information:

Our community's approved service providers are [Provider Name]. For special offers and setup instructions, contact [Representative Contact Information]. Please arrange for service installation at your earliest convenience.

Package Delivery Information:

Our package delivery policy utilizes [Service/Third-Party Service]. Register at [Website or Service Link] to manage your package deliveries efficiently.

Pet Screening:

If you have a pet, please complete our pet screening process at [Pet Screening Link]. Submit your pet's vaccination records and pay the associated fee. Note: [Breed or Weight Restrictions].

Elevator Reservation:

Please book the service elevator for your move-in day by contacting [Contact Information] at least [Timeframe] in advance.

Schedule Movers:

We recommend scheduling your movers during [Preferred Moving Hours]. Please ensure that your moving truck parks in [Designated Parking Area]. For recommended moving companies familiar with our procedures, contact [Contact Information].

Front Desk Concierge Information:

Our concierge services are here to assist you with package tracking, visitor management, and more. 

Emergency Contact:

Please provide the names, relationships, and contact information of your emergency contacts.

Vehicle Information:

If you will be using our parking facilities, please provide your vehicle details (make, model, year, color, license plate number).

Onsite Team Contact Information:

For any questions or assistance, please don’t hesitate to reach out to our onsite team. You can contact us at [Contact Information], available from [Office Hours].

Once again, welcome to [Property Name]. We are delighted to have you with us and look forward to serving you.

Warm regards,

[Your Name]

[Your Title]

[Property Name]

[Contact Information]

How can property managers use BuildingLink to streamline the move-in process?

BuildingLink is a robust property management platform that can not only streamline the administrative tasks of a resident move-in but also enrich the resident experience by providing a range of convenient services. Here’s how:

• Resident & Unit Directory: Stores key information collected from the welcome letter. BuildingLink’s unit view provides quick search access to all unit and occupant-related details and activities!
• Document Library: Provides residents with convenient access to a library of property-related documents. The library is perfect for accessing everything from safety information, newsletters, and unit plans to waivers, warranties, and more.
• Amenity Reservations: Gives your residents convenient online access to reserve property amenities and facilities, such as service elevators and luggage carts for move-in day.
• Delivery Details: Provides delivery notifications for residents and allow them to authorize package releases from the mobile app to make pick-ups straightforward.
• Payments: Use BuildingLink’s payment solution to collect a resident’s first payment. It’s simple to set-up and simple to use. 
• Vehicle Management: Stores resident information and manage their vehicle details by unit, location, or license plate. Assign parking spots to units and even track vehicle tags.
• Service & Maintenance Requests: Available through the web portal or mobile app, BuildingLink allows residents to make service and maintenance requests wherever and whenever they need them.

With features like the Resident & Unit Directory, Document Library, Amenity Reservations, and more, BuildingLink not only simplifies administrative tasks but also improves the overall resident experience, making the start of their journey in the community as welcoming and stress-free as possible.

Partner with BuildingLink

Trusted by multifamily properties, HOAs, co-ops, and condominiums around the globe, BuildingLink helps property managers deliver superior resident experiences while streamlining maintenance and operations. We offer tools that will simplify your record-keeping and administration, communications, maintenance, and front desk and staff operations. 

When you’re ready to run your community better, smarter, and faster, book your BuildingLink demo today.