Tenant welcome letter template. Rent, repairs, contacts and the documents given, in one letter.

A welcome letter is the page a new tenant keeps by the door: how much the rent is and when and how to pay it, where the deposit is protected, how to report a repair and who to call in an emergency, the suppliers, the meters and the bin day. No law requires one. Its use is that it puts in one place what a tenant would otherwise ask by text in the first week, and, signed for, it records which documents were handed over and when.

The documents it lists have deadlines of their own, several before the tenant moves in: the gas safety record before they occupy the home (Gas Safety (Installation and Use) Regulations 1998 reg 36(6)(b)), the electrical installation condition report before they occupy it (SI 2020/312 reg 3(3)(e)(i)), the EPC to the person who becomes the tenant (SI 2012/3118 reg 6(5)), and the written statement of terms before the tenancy is entered into (Housing Act 1988 s.16D(4)). The deposit’s Prescribed Information follows within 30 days of the deposit being received (Housing Act 2004 s.213(6)), and each smoke and carbon monoxide alarm is checked on the day a new tenancy begins (SI 2015/1693 reg 4(1)(b)). The move-in pack page sets out the full list.

A few lines in it follow the law’s own words. A term making rent due in advance has no effect under an assured tenancy, apart from the first rent, which can be due between signing and the day before the tenancy begins (Housing Act 1988 s.4B), so the letter says the rent is due on a day for that period. A visit to inspect needs at least 24 hours’ notice in writing (Landlord and Tenant Act 1985 s.11(6)). A request to keep a pet is answered in writing by the 28th day after it is made, or by the 7th day after further details the landlord asks for (s.16A). And a tenant leaves on at least two months’ notice in writing, unless the landlord agrees a shorter time in writing (Protection from Eviction Act 1977 s.5(1ZA)).

A letter proves only what the tenant signs for. The optional receipt at its foot, dated and signed by each tenant, records that the documents ticked above were received, which is the evidence a landlord reaches for later. GOV.UK withdrew its How to Rent guide on 1 May 2026, so it is not on the list; the letter points tenants to GOV.UK’s guide to assured periodic tenancies instead, with the gas emergency number and 105 for a power cut.

LetCompliance is landlord software that runs the whole let, and the move-in is part of it. On every plan the move-in pack sends each tenant the agreement, the certificates, the Prescribed Information and anything you upload, this letter included, in one email with the date recorded; the tenant’s portal keeps the rent, repairs, messages, documents, meter readings and pet requests in one link; and the utilities handover shows who supplies what and who pays. Rent by Direct Debit comes with the 3-day trial and paid plans, and the check-in inventory with photos with every paid plan and the trial.