Tenant Welcome Letter: Guide & Free Template
A clear, friendly welcome letter cuts down day-one questions and starts the tenancy on the right foot. Here's what to include, plus a copyable template you can send today.
Why send a tenant welcome letter?
A tenant welcome letter is the first written communication a new tenant receives after signing the Tenancy Agreement. It confirms the practical details of move-in — keys, utilities, contact routes, house basics — in one place they can refer back to. Landlords who send one report noticeably fewer repetitive "how do I…" texts in the first month.
Keep it short, factual and warm. Six sections is plenty.
What to include
A warm opening
Greet the tenant by name and confirm the move-in date. A single friendly sentence sets the tone for the whole tenancy.
Property essentials
Full address, key collection details, alarm codes (if any), and where to find the water stopcock, fuse box and gas shut-off valve.
Utilities & accounts
Which utilities are in the tenant's name, meter readings on day one, Wi-Fi network name and password, and bin collection days.
Contact & maintenance
Best way to reach you, out-of-hours emergency contact, and how to report a non-emergency repair (link to your Twinly hub or a form).
House rules & courtesies
Ventilation guidance, noise hours, parking, guests, pets, and the move-out checklist so expectations are clear from day one.
A friendly close
Reassure them you're available and easy to reach. End with your name — not just 'The Landlord'.
Copy-and-paste template
Subject: Welcome to [Property Address] — everything you need for day one Hi [Tenant First Name], Welcome to [Property Address]. We're really glad to have you here and hope you settle in quickly. This short note gathers everything you'll need in the first few days. 1) Move-in essentials • Keys: [where/when to collect] • Alarm code: [code + how to arm/disarm] • Water stopcock: [location] • Fuse box: [location] • Gas shut-off valve: [location] 2) Utilities & Wi-Fi • Electricity/Gas provider: [provider + account setup notes] • Meter readings on move-in day: Electricity [x], Gas [x] • Wi-Fi network: [SSID] • Wi-Fi password: [password] • Bin days: General [day], Recycling [day], Food/Garden [day] 3) Reporting a maintenance issue • Non-urgent: [link to your Twinly hub or preferred form] • Urgent (out of hours): [phone number] • What counts as an emergency: gas leak, major water leak, no heat in winter, loss of power affecting safety. 4) House basics • Ventilation: please open windows daily and use extractor fans while cooking or showering — it prevents mould. • Noise: please keep noise down between [time] and [time]. • Parking: [instructions]. • Guests & pets: [policy]. 5) Getting in touch The fastest way to reach me is [email/phone/WhatsApp]. I usually respond within [x] hours on weekdays. If anything isn't working on day one — heating, hot water, Wi-Fi — please let me know straight away so we can sort it. Welcome again, and enjoy the new home. [Your Name] [Your Phone] · [Your Email]
Replace every field in square brackets with your property details before sending.
Skip the copy-paste — send a link instead
With Twinly, everything in this letter lives in a shareable tenant hub. One link, always up to date, and tenants can self-serve the answers 24/7.
Create your free tenant hub