Moving into a new place, especially for students, can be a mix of excitement and stress. For property managers and landlords, the move-in process can also be challenging, from coordinating schedules to ensuring all the necessary paperwork is in order. A smooth and efficient move-in process is more than just a convenience, it's the first step in building a positive and professional relationship with your tenants.
By getting it right from the start, property managers can set a clear precedent for the tenancy, protect their property, and ensure their student residents feel welcome and supported.
Establish contact with new tenants well in advance of move-in day. Provide clear instructions about key collection, move-in times, and any necessary documentation.
For student tenants, effective communication is paramount. These tenants may be living independently for the first time and may require more guidance and support than their non-student counterparts. Property managers should establish clear communication channels, such as regular check-ins and dedicated points of contact, to address any questions or issues that may arise.
Regularly updating students on important deadlines, such as rent due dates, can help prevent late payments and foster a sense of accountability. Additionally, providing students with information on how to report maintenance concerns or access spare keys can streamline the management process and demonstrate a property manager’s commitment to addressing their needs.
Conduct thorough property inspections before each move-in, documenting the property’s condition with photos or videos to avoid future disputes.
Fixflo integrates with inspection apps such as Inventory Hive and InventoryBase. These empower property agencies with seamlessly integrated property inspection solutions.
Before tenants move in, have an agent or independent inventory clerk make a detailed inventory of all the fixtures, fittings, contents and decor. This should include photographs and comprehensive details about the condition of each item. Property managers should have all tenants sign this inventory at check-in to verify the contents and make sure they understand that the agency expects the property to be returned at the end of the tenancy in the same condition. It should emphasise the kind of minor damage that will be accepted as natural wear and tear.
Inventories should have sufficient evidence at both the start and end of the tenancy. While cheap inventories may feel good value, it’s only at the end of the tenancy when it becomes this does not pay off.
Although it may take the agent a little time to go through the inventory with students, it’s important to have a clear record of the condition of the property at the start of the tenancy that can be compared to the condition at check-out and used as evidence if they need to make any deductions from the tenants’ deposits.
It’s crucial that a property manager conducts a thorough check-in with their tenants before or shortly after the move-in date. This gives them the opportunity to talk the students through the inventory and any other information they need to know, such as how to operate the heating and the most efficient settings for the washing machine.
It may be a good idea to give the tenants practical advice on how to maintain the property as this is likely their first time living away from parents or guardians.
It’s helpful to provide a ‘welcome pack’ that tenants can refer to throughout the tenancy. This should include:
The most important contact and fire safety information should be clearly displayed on a notice board in the kitchen.
Successfully managing student move-ins is a vital part of effective property management. By prioritising clear communication, conducting detailed inspections, and creating a thorough inventory, the agent can set a professional tone and establish a strong, transparent relationship with their tenants from day one. A little extra effort at the beginning goes a long way toward a positive and stress-free experience for both the property manager and their student residents.
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When Gemma is not writing at work, her main hobby is writing at home. Entertainment is her bag, lapping up every new film and TV series with ferocity. She is always on the lookout for a new pastime, having experimented with dance, baking and bass guitar.
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