Lease Signing and Move-in (Phase 2C)
Once you have approved a tenant, the lease signing and move-in are your last chance to set expectations clearly before they take possession. A smooth, professional process at this stage builds trust and prevents most of the small disputes that snowball into big ones later.
Schedule the Lease Signing Promptly
After approval, schedule the lease signing within a few days. Send the lease in advance so the tenant has time to read it. Encourage questions; a tenant who fully understands the lease is far less likely to claim later that they did not know a rule existed. E-signature platforms like DocuSign or HelloSign work well and are legally valid for residential leases in Alabama.
Walk through the key terms together: rent amount and due date, late fees, security deposit, maintenance responsibilities, pets, smoking, occupancy, notice requirements, and the renewal or move-out process. Take notes on any concerns the tenant raises so you can revisit them with confidence later.
Collect Funds Before Handing Over Keys
Always collect the first month’s rent and the security deposit in full before you hand over keys. Accept only cleared funds (e.g. bank transfer, certified check, or money order) for these initial payments. Personal checks for move-in funds are a common source of bounced payments and headaches.
If the tenant asks to pay part now and part later, that is a red flag. Stick to your policy.
Conduct a Move-in Inspection Together
A documented move-in inspection is one of the most valuable habits a self-managing landlord can build. Walk through the property with the tenant, room by room, and note the condition of every wall, floor, appliance, and fixture. Take photos and short videos with date stamps. Both you and the tenant should sign and keep a copy of the inspection report.
This single document protects you when it is time to assess the security deposit at move-out. Without documentation, disputes about pre-existing damage become a matter of memory and memory rarely wins in court.
Hand Over Keys, Codes, and a Welcome Packet
Once funds have cleared and the inspection is complete, hand over the keys, garage remotes, and any access codes. A simple welcome packet makes a strong first impression and reduces calls in the first 30 days. Include:
A copy of the signed lease, addenda, and disclosures
Contact information for maintenance requests
Emergency contact information
Trash and recycling schedule
Utility and HOA contacts, if applicable
A copy of the move-in inspection report
Filter sizes, breaker panel location, and water shut-off location
Set Expectations from Day One
Take a few minutes to reinforce how you operate: how rent is paid, how maintenance is requested, when and how you communicate, and what counts as an emergency. Tenants who understand the system from the first day rarely become problem tenants.
A professional move-in tells your tenant exactly what kind of landlord they are renting from. Set the bar high, and most tenants will rise to meet it.
Disclaimer: The information in this article is for educational purposes only and should not be taken as legal or financial advice. For specific legal questions, consult a qualified attorney. For help managing your rental in compliance with state and federal law, reach out to a professional property manager.