Who has moved recently? Do you remember how exhausting the experience was? When your residents move in they are physically wrung out and their brains are in overdrive. A tenant welcome package from you will do wonders for their day. Who knows, they might even post your act of kindness on social media.
Your welcome letter, as the landlord, will set the tone of your relationship with your tenants. The welcome letter should include key elements such as:
- How and where to pay rent
- Contact information for property manager and leasing agents
- Property rules and regulations
- Important phone numbers
- Your system for handling maintenance requests
It’s always a good idea to include a positive comment about good working relationships. You’ll also want to include information on rewards programs such as new tenant referrals.
Who remembers to pack soap? That’s right, no one. Include the bathroom requirements that everyone needs. Murphy’s Law says that these items are found at the bottom of the very last box to unpack.
- Toilet paper
- Shower Curtain Liner
These are the basics people need in a hurry so help them out by including them in your tenant welcome package. Buy these items in sample sizes or purchase them in bulk to economize.
Include the Kids
Moving can be a difficult event for children so make sure they are included. A new stuffed animal gives the child someone to hug. Depending on the age, it is easy to find an inexpensive toy or game for a child at the dollar store. Consider a gift certificate at the local ice cream parlor or bakery for a treat.
Yes, paper maps are nearly obsolete, but consider including a map of the apartment building indicating common areas, mail boxes, laundry facilities, fire exits and other important areas. Make it a fun map for kids, hiding treasure notes along the way. There could be a prize waiting for the children at the front desk after they reach all of the “destinations” on the map. The parents will appreciate any effort you make on their child’s behalf.
This is an excellent opportunity to use social media to promote your apartment complex. In your tenant welcome package include all of your social media information on a colorful, large card. Put all of your social media addresses and sites on one card for easy reference. Encourage residents to celebrate their moving-in day with a post. Depending on your social media, this post could be a photograph or an introduction.
You could provide some kind of incentive if your new residents scan your QR code with their phone. Make sure there is a page on your website devoted to orientating brand new residents. Include FAQs, a map of the building, the basics of the local town, staff introductions and important numbers to know. What would you want or need to know if you just moved in from out of state? Get creative.
What Everyone Wants
Your new residents would appreciate finding a few bottles of water chilling in the refrigerator on moving day. Water is essential, but what is the best gift for any person who has been moving their furniture all day? They want a quick, easy meal. Include a gift certificate or discount to a local restaurant nearby. You might get a local eatery to donate a special deal for brand new residents. It is the perfect way to get new customers in their door and you look like a hero. Get that cape ready!
Write It Off
The welcome package you give new residents is considered a Business Gift Tax Deduction but, like all tax laws, there is fine print to consider. Nolo.com says, “If you give someone a gift for business purposes, your business expense deduction is limited to $25 per person per year. Any amount over the $25 limit is not deductible. If this amount seems awfully low, that’s because it was established in 1954!”
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