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How to Create a New Landlord Letter (Plus a Template)

Laura Olson
Nov 17, 2023

There's nothing more important than establishing a good relationship with your tenant when you're the new landlord of a rental property

One way to do this is by sending the tenant an introductory “new landlord letter.” This correspondence lets them know they have a new landlord and can help foster effective communication from the start.

Writing a new landlord introduction letter doesn't have to be difficult. Simply follow this step-by-step guide (complete with a downloadable template), and you'll be one step closer to building trust with your tenants.

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What to Include in a New Landlord Introduction Letter

A well-written introduction letter can make all the difference when setting expectations between you and your tenants. This letter should be sent as soon as possible after taking possession of the property. There are five basic steps to follow.

Step 1: Introduce Yourself

At the top of this letter, you want to introduce yourself. Include your name and a brief description of your role as the new property manager or landlord. This introduction helps set the tone for the rest of the letter.

Step 2: Explain the Transfer of Ownership

Next, explain why you are introducing yourself. Include details about the transfer of ownership and any other relevant information the tenant needs to know, such as any changes to the rules or any new policies you may have implemented.

Step 3: Provide the Necessary Contact Information

Give your new tenants updated contact information so they can contact you with any questions or concerns. Include an email address and phone number where they can reach you, along with a 24/7 emergency contact in case of a fire or other urgent issue. 

Step 4: Set Expectations

You should also include information about what the tenant should expect going forward. Give a brief overview of how you'll handle the tenant-landlord relationship and any pertinent policies or procedures they need to know. 

For example, you could provide information about how to pay the rent online, submit a maintenance request, and share a reminder about rules regarding pet ownership or loud noises. Let them know if you need to update or change their current lease agreement or monthly rent amount. 

Step 5: End on a Positive Note

Finally, be sure to end your new landlord introduction letter on a positive note. Thank them for being a tenant in your property, and express your enthusiasm for working with them in the future.

Having a positive relationship with your tenant can help boost occupancy levels. Tenants are more likely to stay longer if they feel respected and valued. 

Being open, appreciative, and upbeat can also lead to better cash flow and increased profits. Happy tenants tend to be more reliable with rent payments and take better care of the property.

Ready to write your own letter? Use our template as a starting point!

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Final Thoughts

A new landlord letter is essential for helping tenants adjust to new management. It can alleviate any minor concerns they have, inform them of any necessary steps to take, and give them peace of mind that they aren’t at risk of losing their home to eviction. 

New landlord letters are necessary for legal reasons and as a courtesy, so be sure that when you write one, it includes all the relevant information. You want your tenants to understand what you expect of them under your stewardship and what they can expect from you.