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Landlord Introduction Letter: Introducing Yourself To New Tenants

A new landlord introduction letter is a great way to introduce yourself to the tenants when you take over an existing tenancy.

new landlord introduction letter

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new landlord introduction letter

When you take over a new rental property with an existing lease and tenants, you will want to establish contact with those tenants using a new landlord introduction letter to inform them of the changeover. This article outlines what and why exactly you will want to use a landlord introduction letter as well as provides a free introduction letter template to help get the management of your new property started on the right foot.

Why You Need To Send A New Landlord Introduction Letter

How to introduce yourself to existing tenants, what to include in your new landlord introduction letter, what to do if you want the tenants to continue living at the property, what to do if you want the current tenants to move out of the property, free landlord introduction letter template, final words.

Although the previous landlord may have given the tenant some indication regarding their successor, the new landlord must take the reigns of communication from the get-go of managing the property. The first and most obvious reason for sending a new landlord introduction letter is that personally delivering your contact details in a new landlord introduction letter to your new tenant will go a long way to helping establish a positive relationship with the tenant.

It will reassure them that their living situation isn’t in danger and it gives you the opportunity to outline any changes from the previous landlord. Moreover, laying the grounds for communication with a new tenant will allow maintenance requests to be handled smoothly.

With a new person in charge of their rental, it’s not unsurprising that tenants may be worried about what happens next. An introductory letter is a perfect opportunity to reassure and put your tenants at ease.

Ensure that you have a friendly and warm opening in your landlord introduction letter followed by a reassurance that you’re looking for a healthy and transparent relationship with your tenants. It might be a good idea also to conduct a first house inspection to meet the tenants in person. Here, you can make sure that your tenants are clear on what is expected from them and go over the finer details of the lease agreement.

There are a few key points that need to be covered in your new landlord introduction letter. Here’s a list of the core topics to make sure you touch on:

  • Personal introduction
  • Provide contact details & preferred method
  • Attach documents regarding continued occupancy
  • Explain the process of rent payment
  • Outline how to submit a maintenance request

Also, it’s advised that the landlord attach a Tenant Update form to their introduction letter. This form will allow tenants to supply their most recent updated contact information plus additional details like vehicles, pets, employment information, and emergency contacts.

A template for a Tenant Update form can be found here .

If you purchased a property that is under property management and plan to keep the same management company then you may not need to introduce yourself at all. It is a good idea to consult with the property management company in this scenario who should be able to direct you on the best way to introduce yourself (if at all).

While there is a lot of information to include in the new landlord introduction letter, it’s best to keep it brief and straightforward.

This decision will ultimately be up to the tenant to decide. After a kind introduction, you’ll want to begin the foundations of the new management processes with the tenant. The following points should be outlined in the letter:

  • Offer an inspection date to meet the tenants in person
  • Expectations for rent payment (You may want to request tenants to start paying rent online )
  • Protocol for reporting maintenance issues

It’s very likely the previous agreement would cover grounds regarding the above but it’s important to clarify with the tenant if there are any changes requested on their behalf.

Regardless of your intentions with the property, the tenants have rights. If the tenants are on a fixed-term lease, the best course of action is likely to allow the lease to expire and to send them a letter of non-renewal informing them at the end of the tenancy period informing them that you will not be renewing the current lease agreement. There are, however, a couple of options for landlords if they want tenants to move out of the property prior to the expiry of the existing lease. Any lease can be legally terminated before its end date if both parties agree.

  • Renegotiate the lease agreement
  • Buy them out of the lease agreement
  • Trigger a clause in the lease agreement

Landlords may be successful in reaching an agreement about an early lease termination if they offer incentives like covering the cost of moving expenses or offering a rent discount. Expanding on point 3, some lease agreements come with a clause that states if the landlord sells or transfers the property then that landlord may have the power to terminate the lease.

It should be noted that a tenant has no obligation to break the tenancy agreement they signed. If they’re unwilling to renegotiate the lease, you have no recourse as forcibly breaking the lease may leave you exposed for being sued.

If the tenants are on a month-to-month lease, they have fewer protections for staying at the property after a sale and you can choose to end the tenancy using a written notice. Depending on your state or city, you are required to notify your tenants before they must move, typically 30-90 days in advance. It is extremely important to check with local and state laws to ensure this is handled legally and properly.

Then, when it’s time to find new tenants, ensure you use a good tenant screening process to find reliable tenants that won’t cause headaches.

Here’s an example of how a brief yet informative landlord introduction letter should look:

Dear [insert names of tenants],

My name is [landlord name], I and [other property owners] are the upcoming new owners of [property address]. The forthcoming change in ownership will be in place from [date]. It is a pleasure to be taking over, and we look forward to meeting you. The purpose of this letter is to advise you about the following:

  • A notification regarding the change in ownership of the property. If any queries regarding the lease agreement, maintenance, or general matters arise, please contact me at [contact detail]. Regarding rent, please have rent [preferred rent payment method] and addressed to [landlord].
  • I have been made aware of your prior lease agreement and know that you have a security deposit of [$ security deposit amount]. If you wish to change the method of rent payment, we can happily discuss this possibility. In addition, the monthly rent has been set at [$ rent amount] and is expected to be paid on the [day] of every month. The previous landlord has informed you have no pets; however, if you are interested in getting one, we will need to discuss this. There will be a pet deposit and a monthly pet fee.
  • A request to fill out the necessary documents regarding the continued occupancy: this new agreement comes into effect from [date]. These documents will also give information regarding the rules of the property, domestic violence protections, and my contact details.

Upon maintenance or repairs being needed, please contact me via my details as listed below. My preferred method of contact is [method of contact]. For emergencies please [other method of contact].

  • [email address]
  • [mobile phone number]

It shall be known that utilities and lawns are your responsibility. However, if there are any concerns regarding any aspect of the property, I am happy to discuss resolutions.

I would love to organise a time in the near future for a property inspection so that we can meet in person and discuss any queries you have regarding the new change in ownership or the property.

Please send the paperwork back by [final deadline]. If the paperwork is not sent back, it will be interpreted that you do not wish to proceed with the new tenancy agreement and thus will end the occupancy from the [date of new agreement beginning].

Kindest regards and look forward to hearing back from you,

[Landlord name]

There is no question you’ll want to set a warmhearted tone for a new landlord introduction letter. Coming across as understanding and considerate will make the tenants far more inclined to stay. As mentioned, you will have likely been briefed regarding their previous lease agreement but it’s courteous to reach out and clarify where your tenants stand and what changes (if any) they can expect.

The above template covers the key points that should be covered in the letter. Keeping it brief is important as any subsequent questions or points can be covered in the first in-person property inspection. As lease agreements do vary in their content and obligations, keeping communication open with your new tenants is vital in ensuring you’re always on the same page.

For tips on how to introduce a new tenant to your existing property, read: How To Make The Perfect Tenant Welcome Letter

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New landlord letter: What to include + free template

woman writing letter

Purchasing a single-family rental home with a tenant already in place can be a good way to start generating rental income the day that escrow closes. 

However, when a tenant learns that their home has been sold, they may become anxious or even upset. In order to get off to a good start with the tenant, many new owners send the tenant a new landlord letter to give a tenant peace of mind and make a positive, lasting impression.

Key takeaways

  • The main reasons for sending a new landlord letter include establishing a good landlord-tenant relationship, and making sure the rent continues to be paid on time.
  • The general outlines of a new landlord tenant letter includes sections for landlord introduction and contact information, verifying tenant and lease information, and instructions for paying the rent.
  • Many landlords follow-up by scheduling an in-person tenant visit and property inspection after the new landlord letter has been delivered.

Why property owners send a new landlord letter

There are four main reasons for sending a letter introducing the new landlord to the current tenant:

  • Establish a good beginning relationship with the tenant by letting the tenant know the property has been sold.

woman using a laptop

  • Advise the tenant that the terms and conditions of the lease will remain unchanged, including rent payment due date, expiration date of the existing lease, and transfer of the security deposit to the new landlord.
  • Lay the groundwork for open lines of communication and a positive rapport with the tenant with the goal of renewing the lease with the tenant as the expiration date comes near.

Sometimes tenants become upset when a property changes hands. Even if the previous landlord notified the tenant that the property was being sold, a new landlord letter helps to reassure the tenant that there is no cause for concern.

Outline for a new landlord letter

A new landlord letter provides the opportunity to make a lasting first impression on the tenant. The general outline for a landlord letter may include:

Landlord introduction

In this section a new landlord can let the tenant know when the property sold, and how the new landlord is looking forward to having the tenant rent the home. 

If a landlord also owns other rental property, the beginning part of the letter can also be used to describe the landlord’s business to the tenant, in part to let the tenant know that the landlord is an experienced real estate investor .

Verify tenant & lease agreement information

The second part of a new landlord letter should review the tenant contact information and general terms and conditions of the lease. Include information currently on file such as:

  • Names of all tenants occupying the new property
  • Places of employment
  • Make/model and license plate numbers of vehicles driven by the tenant
  • Contact information for each tenant

Key points of the current tenant lease should also be reviewed in this section:

  • Monthly rent amount and due date
  • Additional rent such as pet or appliance rent
  • When a late fee will be assessed and in what amount
  • Expiration date of the lease
  • Amount of the tenant security deposit transferred to the new landlord when the home was sold

Instructions for paying rent

Thank the tenant in advance for paying the rent by the due date, and verify the amount of rent due and any late fees that may be assessed. Provide the tenant with a new mailing address for the monthly rent, along with information to sign up for any online rent payment system the new landlord is using.

Most rent payment services collect a small service fee from the tenant, then process the tenant rent payment and forward funds to the landlord’s business account within one or two business days. 

Describe to the tenant some of the advantages of paying the rent online , such as multiple payment options including debit from a checking account or using a credit card, and how on-time rent payments are reported to the credit bureaus to help improve the tenant’s credit score.

Download a customizable landlord letter template here .

New landlord contact information

Share contact information with the tenant, including business name (if applicable) and mailing address, daytime and evening phone numbers, business email address, and website domain name if the real estate business has one.

Maintenance request procedures

Explain to the tenant how to make a request for maintenance or repairs, being sure to let the tenant know that it’s important to catch small issues before they become big and costly. 

Reiterate the tenant’s role in helping to keep the property in good condition, and remind the tenant about the schedule for routine interior and exterior inspections of the home so that they are not surprised when they receive notice of an upcoming property inspection.

Update tenant information

A new landlord letter can also include a form for the tenant to complete to update their most recent information. Information to ask for may include:

  • Full names of all tenants
  • Cell phone, work, and home phone numbers
  • Place of employment 
  • Email addresses
  • Names and ages of all occupants
  • List of all vehicles including make/model, color and license plate number
  • Pets including gender, age, and breed
  • Mailing address if other than the property address
  • Name, address, and phone number of an emergency contact for someone not living at the property

Schedule a property inspection

Sending a new landlord letter to a tenant can also provide the perfect opportunity to schedule an inspection of the inside and outside of the home (if not already completed while the property was in escrow). 

A property inspection allows the landlord to meet the tenant in person, to identify items in need of repair, and to remind the tenant of their responsibility to help maintain the property and keep the home clean. 

Many landlords also bring a copy of the move-in checklist completed when the tenant first moved into the home, to help identify normal wear and tear items versus any unusual damage caused by the tenant.

Example of a new landlord letter

If you’re interested in a customizable new landlord letter, download one here . The new landlord letter that follows was adapted from a blog post by Rentec Direct , a company that offers property management software, online tenant payments, and tenant screening services:

LANDLORD NAME AND ADDRESS

TENANT NAME AND ADDRESS

Dear TENANT:

I would like to take the time to introduce myself as the new Landlord of [PROPERTY ADDRESS].

Your current lease and payment terms will remain in effect [INCLUDE THE FOLLOWING]:

  • MONTHLY RENT AMOUNT
  • ADDITIONAL RENT
  • LATE FEE AND WHEN ASSESSED
  • EXPIRATION DATE OF EXISTING LEASE
  • AMOUNT OF TENANT SECURITY DEPOSIT HELD BY LANDLORD

However, all payments, maintenance requests and correspondence need to be sent to the address listed at the top of this letter.

If you currently use an automatic draft, cash deposits or electronic payment for your lease payment, please contact your financial institution immediately and take the necessary steps to transfer the automated payments.

I have included a Tenant Information Form for you to fill out. Please complete this form and return it to me at your earliest convenience. It is important that we have all your important information updated for our files. 

We would like to inspect and address some minor concerns noted in the inspection. In the next few days we will contact you to coordinate an inspection time. If possible, please arrange to be present at the inspection so that we can personally meet and review any required maintenance items face-to-face.

I look forward to providing you with exceptional management, including prompt maintenance service, as well as maintaining a safe and enjoyable place to live.

LANDLORD NAME

Where to find a new landlord letter

The above example of a new landlord letter can be downloaded in either a Word Doc or Google Docs format using the following links:

  • Word Doc version of a New Landlord Letter
  • Google Docs version of a New Landlord Letter

Other resources for finding an example of a new landlord letter include:

  • Rentec Direct : Sample Landlord Introduction Letter
  • ezLandlordForms : New Landlord Introduction 
  • Landlord Studio : Free Landlord Introduction Letter Template
  • Word Templates Online : New Landlord Introduction Letter (Free Templates)

Final thoughts

woman smiling at laptop computer

They say that first impressions are lasting, and a new landlord letter can make a lasting impression on a tenant. Some landlords prefer to write a new landlord letter using a formal tone, while others like to come across as accommodating and compassionate.

As a rule of thumb, keep a new landlord letter brief and to the point to help ensure that the tenant takes the time to ready it, and follow up by scheduling an in-person visit.

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New Landlord Introduction

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The New Landlord Introduction is a good starter letter for landlords that are taking on a new property or assuming a new management role.

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How to Write a Landlord Introduction Letter

SherRon Marcek

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March 11, 2022

Landlord introduction letter, how to write a landlord introduction email

Part of managing a rental property successfully is serving as a good landlord. The best way to get things off on the right foot with new tenants is to begin with a landlord introduction letter.

If you’re not sure what should be included in such a letter, there are some tips to follow to help you form an excellent letter that tenants will appreciate.

What Is a Landlord Introduction Letter?

Starting a good l andlord-tenant relationship can make a world of difference during the time a renter occupies your property. This is especially true if you are managing the property yourself, without a property management company.

There’s quite a bit of information that should be included in this type of letter, much of which has to do with contact information and specifics about how the tenant should go about paying rent. A letter should be sent whether tenants are new to your rental property or you are new to it.

Why Write a Landlord Introduction Letter?

One of the main reasons for sending this type of letter is to make sure the tenants know that you, as their landlord, care about them having a good rental experience. The introduction shows that you are making their peace of mind a priority and are happy they are with you.

You can also use the opportunity for a variety of other purposes, including:

  • To introduce new management
  • To give notice of upcoming maintenance
  • To provide a tenant update form
  • To direct rent payments
  • To verify lease information

In addition, you can use the landlord introduction letter to relay news of any upcoming community events, as well. 

What to Include in Your Letter

There are some things that, above all else, should be included in your letter. Make sure that your letter contains these things:

  • A warm greeting with your name and contact information
  • An introduction to the new management company, if applicable
  • Identification of who is in charge to contact in regards to the property
  • An explanation of rental payment options
  • An explanation of how to submit maintenance requests

The tone of the letter should be one that is warm and welcoming. Let tenants know that you really are excited about building a healthy, transparent business relationship with them. Begin with a personal introduction in which you tell them a little bit about yourself.

A Request for a Short Meeting

Your landlord introduction letter should also indicate that you would like to perform a first-time inspection to meet them in person (if you have not already met them) and to see if they have everything they need. 

During this initial meeting, you can see if they have any questions for you, and go over any of the finer details of the lease agreement with them.

A Tenant Update Form

It’s also a good idea to attach a form to the letter to allow tenants to give you the most recent contact information they have, as well as additional information such as pets, vehicles out in the lot that they own, and emergency contacts, as well. 

Instructions for Paying Rent

This is the perfect time to include information tenants need to know about paying rent. Provide them with various payment method options, and if you have an online payment portal they should use, make sure to provide clear instructions on how they can use it.

An online payment portal provides many benefits for tenants, which you may want to point out. It’s instant, convenient, allows for access to their account at the touch of a button, and they can even set up automatic payments. 

To further encourage tenants to use the online payment system, you can bring to their attention any incentives and rewards they can earn for paying rent online. These might include reporting on-time rent payments to credit bureaus to help boost their scores , earning the ability to waive late fees, and gaining access to small loans to help with rental payments if they get in a pinch.

It’s important that you don’t discredit the importance of a landlord introduction letter and that you take the opportunity to use it both for the tenant’s benefit and for yours. 

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Home > Blog > smart thermostat > How to Write a Landlord Introduction Letter | Checklist

How to Write a Landlord Introduction Letter | Checklist

If you’ve got first-time renters moving into your property, sending a landlord introduction letter that explains how you manage rent collection, maintenance, and other important details can help set their tenancy up for success.

In this article, we’ll outline what to include in your landlord introduction letter, as well as provide a checklist outlining these topics to cover so you can create your own.

Introduce Yourself

The first step, of course, is to introduce yourself. This can be especially helpful if your tenants have only met with a property manager or any of your team members in the initial vetting and application process.

This does not need to be a whole paragraph. You can simply state your name and professional title. 

Rent Due Date, Collection Methods, and Late Fees

Secondly, your landlord introduction letter should outline when rent is due, how you collect it, and any late fees associated with not paying rent on time

For rent due date, establish when tenants need to have the rent money in your possession or submitted via a landlord payment app like RentRedi.

Let tenants know how you accept rent payments so they can be sure to properly submit the payment to you without having to ask questions later.

If you use RentRedi, let your tenants know they need to download the RentRedi app. This does not need to require any special effort on your part, RentRedi provides you with a free tenant guide , a tenant introduction letter to RentRedi, AND customer support for tenants via the RentRedi tenant app.

As an added incentive for tenants paying rent using RentRedi, they can also set up auto-payments and sign up for credit boost to have their on-time rent payments be submitted to credit bureaus.

For late fees, include information about what is considered a late rent payment and the fees associated with delayed payment. For example, do you charge a dollar or percentage amount after 5 days late?

If you use RentRedi, you can easily set up late fees to automatically charge the tenant & include this information in your landlord introduction letter.

Property Maintenance & Cleaning Responsibilities

For the next portion of your landlord introduction letter, you’ll want to include information about the tenant’s duty regarding maintenance and proper upkeep of the property.

First, highlight any key tenant maintenance responsibilities . This can include anything that renters commonly mistake as your duty to resolve. Each landlord will have their own list of upkeep the tenant needs to uphold; for example, plunging a toilet, changing a light bulb, mowing the grass, etc.

You can also let the tenant know if they need to follow a rental inspection checklist & schedule to ensure the property is appropriately maintained and prepped for any seasonal changes. Additionally, be sure to highlight if there are special tenant cleaning responsibilities they are expected to adhere to in order to prevent property deterioration or pest issues.

If you do have this procedure, you can print the template for the tenant to have in their possession. (Or, you can electronically share the file with them via email or RentRedi’s doc-sharing capabilities.

Second, let the tenant know how you manage repair requests that you or your maintenance team need to resolve:

  • Work order system

For using a work order system to process repair requests, include instructions as to how the tenant can access it. In RentRedi’s tenant app, tenants can simply tap the “Repair” button to submit a maintenance request.

Available Amenities or Perks

Does your rental have any bonus amenities or perks? Be sure to include them in your landlord introduction letter!

Some amenities & perks might include:

  • Backyard area usage
  • Off-street parking
  • Extra storage
  • Laundry units
  • Pool / gym access

If you need some ideas of what to list as unit or property amenities, check our RentRedi’s listing page. You have the ability to showcase features available at your rental to attract renters right from the get-go!

RentRedi's list of amenities that might be included in a landlord introduction letter

Property Rules & Restrictions

If you have any rules and regulations—and you want to ensure the renter is aware of them—note them briefly in your landlord introduction letter and suggest the tenant reference their lease for more information.

These may include:

  • Noise hours
  • Animal/pet rules
  • Visitor rules
  • Parking rules
  • Garbage / recycling rules
  • Maintenance responsibilities
  • Cleaning responsibilities

Business Hours & Contact Information

Finally, you can close your landlord introduction letter by including your working hours and contact information.

I am available during the following hours and days _________________.

If you have questions or concerns, please contact me via _________________.

How you prefer to communicate will depend on your style and hours, but here are a few examples:

  • “Available by phone or email from 9 am to 5 pm. After-hours or weekends please text first.”
  • “RentRedi maintenance requests are the proper way to submit maintenance requests, please use their service. For emergencies, I have enabled Latchel (emergency maintenance service), who you can contact also via your RentRedi tenant app.”
  • “For questions regarding your rent or lease, you can contact me via email”
  • “The fastest way to reach me is by phone. CALL, don’t text.”

If you accept mail-in or drop-off checks, include the address for the tenant.

Landlord Introduction Letter Checklist

Every introduction letter to your tenant will be different for each landlord AND your letter might even change from property to property or unit to unit.

To streamline the process for yourself, you might create a template using the following checklist and keep a blank copy on hand that you can photocopy or print from your computer & fill out as needed.

  • Introduce yourself
  • Rent due date & preferred collection methods
  • Official “late date” & associated fees
  • Maintenance responsibilities & requests
  • List available amenities
  • Property rules & restrictions
  • Business hours & contact info

RentRedi is an industry leader!

New Landlord Introduction Letter: What It Is and How to Write One

Ever found yourself unexpectedly owning a property with tenants already in place? Well, introducing yourself as the new landlord through a friendly letter can work wonders in setting the right tone and smoothing things over with your renters.

new landlord introduction letter

As real estate investors know, property management doesn't always go according to plan. For example, you might close on your dream investment property, only to instantly and unexpectedly become a landlord. How? Because the property is housing renters who are only partway through their lease term.

Whether you plan to allow tenants to stay or attempt to vacate the property, you'll need to first introduce yourself through a new ownership letter to tenants. A landlord introduction letter provides you the opportunity to lay down the ground rules for the remainder of a renter's tenancy and to get on the same page about things like rent collection and maintenance requests. It's also a great way to start building rapport and avoid misunderstandings.

In this blog, we’ll explain what a landlord introduction letter is, why you should send one, and what's important to include. We’ll also cover how to end a lease agreement if you’d like to have the property vacated and discuss what your options are if the tenant(s) want to stay.

What is a landlord introduction letter?

A landlord introduction letter is a written statement created by the property manager to introduce themselves to their tenants. It also serves the purpose of addressing any changes to the rental agreement following a transfer of ownership. 

Generally, the main points that a landlord introduction letter should cover are to let the renter know where and how to make subsequent rent payments, how to submit maintenance requests, and how to contact their new landlord. 

Why send an introduction letter to tenants?

Sending a landlord introduction letter reassures tenants that their living situations aren’t about to drastically change, which can help prevent misunderstandings as you start to take over the rental property. Landlord introduction letters also provide property owners with the opportunity to set the tone for the kind of communication they’d like to have with their tenants. The letter serves as a point of reference in case there are issues with your tenants in the future. 

What should you include in a landlord introduction letter? 

Landlord introduction letters should be straightforward -- keep it short and sweet. Every landlord introduction letter should include you or your property manager’s contact information, instructions on how to pay rent, and instructions on how to submit maintenance requests. 

The landlord introduction letter is also a good place to include a property inspection date if you plan on conducting a home or pest inspection. This can be a good time to ask your tenants to update their information in case phone numbers or living situations have changed from the time they signed their original lease to the time you took over the property, as well. 

Below, we've dive a little deeper into each component of a good introduction letter to tenants:

New management contact information

Before leaving, the previous landlord may have given tenants your contact information. However, if you prefer communicating with tenants through your property manager, it’s important to list your property management company’s phone number, email address, and hours of operation in your letter. 

Be sure to clarify who your tenants should contact in any given event. For example, you may have one employee designated for regular maintenance requests, another for emergencies, and yet a third person for rent collection. Make sure to include a phone number and email for each employee. This becomes increasingly important as your rental business starts to grow and you manage multiple units. 

Rent collection instructions 

Every landlord introduction letter should come with clear instructions on how to pay rent. Receiving rent payments on time and in full is what keeps rental businesses afloat, so all of your tenants need to be aware of any changes regarding rent collection.

If you or your property management company use certain software, such as Azibo , to collect payments, provide instructions for how tenants can create a renter profile and link their financial institution. If you prefer to collect rent through Zelle or direct transfer, make sure to include your bank account information to facilitate online transfers.

Another option that could help reduce stress on your end would be to use the same management company as the previous landlord.

Whatever rent collection method you choose, make sure to clearly explain how and when renters should be paying rent in your landlord introduction letter.

Maintenance request systems

Equally as important as facilitating rent collection is facilitating maintenance requests. Your tenants should be able to count on prompt maintenance service from you or your property management team when they’re dealing with issues like lost keys, a leaky faucet, or a pest infestation. Failing to address these issues in a timely fashion could harm your tenant-landlord relationship or even land you in court if the issue escalates and becomes a safety hazard. 

Whether you deal with property management issues directly or through a third party, be sure to provide tenants with clear instructions on how to submit maintenance requests. This can be done through text, email, or a landlord portal . 

Property inspection date

Ideally, you'll have done a walkthrough of the property and conducted all relevant inspections before closing the sale. However, if you decide to schedule your inspection after you've acquired the property, you’ll need to notify tenants before entering their space. Consider letting them suggest dates and times that would work best for them, as this signals to tenants that you respect their time and can help foster a strong landlord-tenant relationship as a result. 

Request for updated tenant information 

Lastly, you want to make sure you have up-to-date information on your tenants. You can attach a tenant information form to your introduction letter or simply ask them to email you an updated phone number, email address, emergency contact, employment information, and vehicle information. You may also want to ask your tenants if there are people living on the property that were not included in the original rental agreement, and whether they're subletting their space to a third party.

How to terminate existing leases

Some real estate investors purchase property with no intention of becoming landlords. In these cases, it's best to terminate any existing leases as soon as possible. However, terminating a lease is not as simple as telling your tenant they have to leave. Incoming landlords must respect existing rental agreements, even after they close on a property. Furthermore, it’s illegal to evict tenants before their lease term ends. 

How much of a notice you’ll need to provide depends on local laws as well as the type of lease your tenants have. For example, month-to-month leases usually require a 30-day notice, while fixed-term leases require a 30 to 90-day notice. 

Terminating a rental agreement without a notice period is possible if both you and the tenant agree to do so. You may be able to incentivize a tenant to terminate their lease early by covering moving costs or offering discounted rent while they look for a new place.

However, if the tenant is unable or unwilling to end the lease early, there are typically two courses of action you can take as a landlord, depending on the lease term:

Tenants on a fixed-term lease

When a tenant has a lease with a set amount of time remaining on it, your best course of action is to let the lease term run its course. As the end of the lease term approaches, you can inform the tenant that their rental agreement won’t renewed. Once you own the property, you’re under no obligation to renew existing lease agreements; you simply need to observe the remainder of the lease term. 

In the meantime, you can scan the original lease agreement for potential clause violations. If a tenant is in clear violation of any terms in the original lease, you might be able to legally evict them before their term ends.

Tenants on a short-term lease

Typically, a short-term lease lasts 6 months or less. This type of lease tends to have fewer tenant protections than a long-term lease, meaning it'll probably be easier for you to terminate it early.

Furthermore, short-term tenants on a month-to-month lease are likely less attached to the property, making it easier for them to accept a move-out incentive provided by the landlord. If paying for moving costs or offering discounted rent isn’t enough to convince a tenant, consider buying them out of the lease outright.

Landlord introduction letter template

When writing a new landlord introduction letter, it's imperative that you cover all your bases in a clear and concise manner. To help you do so, we've put together a template you can use:

Dear [tenant name],

My name is [landlord name], and I’ll be taking over [property address] in the coming weeks. Change in ownership will take place starting on [date], after which all rent payments and maintenance requests should be directed to [me/property management company]. It’s a pleasure to be taking over, and I look forward to meeting you in person.

I'd like to advise you on the following:

  • Questions about your lease agreement, maintenance requests, or other property-related issues should be redirected to [contact detail]. Please allow 24 hours for the property management team to respond. 
  • According to your existing rental agreement, monthly rent is set at [$ rent amount] and is expected to be paid on the [day] of every month. Rent payments should be made through [preferred rent payment method] and addressed to [landlord name] starting on [date].
  • I’d like to schedule a property inspection towards the end of the month. Please send me an email at [email address] suggesting dates and times that work best for you.
  • Please also send updated tenant information to [email address]. Kindly include your phone number, email address, names of tenants, etc.

Kindest regards and I look forward to hearing back from you,

[Landlord name]

The final word on landlord introduction letters

A well-written landlord introduction letter can make all the difference in your landlord-tenant relationship. Not only does a new landlord letter establish ground rules between you and your renters, but it also allows you to introduce yourself to your tenants and set the tone for the remainder of their tenancy. This helps build rapport and may even help avoid misunderstandings before they occur. The transfer of ownership may seem clear to the buyer and seller, but the tenant can easily feel left out. Sending them a landlord introduction letter that is clear, yet friendly, helps ease some of that tension.

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Vivian is a freelance real estate writer based in Brooklyn, NYC providing SEO blogging services to real estate companies. Her work focuses on educating first-time real estate investors on investment strategy and explaining proptech tools to new customers.

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How to Write the Perfect Landlord Introduction Letter

  • Author: Devin Henry
  • Last Updated: February 7, 2023

Every landlord wants to make a good first impression and start the relationship on the right foot. It begins with an intro letter

Key Takeaways:

  • Objectives for sending a landlord intro letter include creating a beneficial landlord-tenant relationship
  • Landlord intro letters also help ensure rent continues to be paid on time
  • A new landlord letter can include sections for an introduction, contact information, updates to tenant and lease information, and instructions for paying rent

Investing in a new rental property, especially one that already has tenants , is one of life’s most exciting moments. Generating revenue once escrow closes can make you feel pretty good and set you up for a more secure financial future. 

Many tenants are thrilled to get a new landlord, but only sometimes. There are other circumstances when such major changes can sincerely upset tenants and cause problems before you even get started.

The solution is to introduce yourself in a friendly, informative, and authoritative way. Tenants have a legal right to know when their building changes hands, but it’s also the perfect time to set this new relationship off on a positive note. Read on to find out how to write a landlord introduction letter that will knock the socks off your new tenants. 

Landlord Introductory Letter

A landlord introduction letter is a document provided to all current tenants listing the names of the new landlords and any relevant information tenants may need to know immediately. It’s important to note that many tenants in Washington, D.C., have the right to purchase their rental first. They are also afforded the right to know who the new landlord is if they decline.

Landlord Letter Objectives

This letter of introduction does more than the obvious. It introduces the new landlord, but it also outlines any changes taking place in the rental agreement. Some typical objectives for a new landlord intro are to:

  • Explain the process for paying rent
  • Share contact information
  • List business hours
  • Explain how to submit maintenance requests

Taking over a new property requires a lot of legwork to get up to speed. Some of this can be initiated with the intro letter. Take some time to make sure you include everything you need to be a successful property manager tenants adore.

Additional Documents to Include

Writing a new landlord letter gives you a chance to put your tenants’ minds at ease about many things. You can assure them that the terms of their lease are still valid and the rent amount is upheld, but it’s also a great time to touch base on some other elements, such as:

Tenant Information Update

You’ll want current information on all your new tenants, and the best way to do that is by asking them to fill out a form and return it to you. It should request all occupants’ names , contact information, vehicles parked at the residence, emergency contacts, and employment information.

Property Inspection

Inspecting any new property you buy is always a smart move. Send along a notice of property inspection with your intro letter to let residents know you plan to inspect. It’s an efficient way to check out the condition of your new property and address maintenance concerns. 

Rent Adjustments

A good time to announce a rent change is in the introduction letter. Make sure to include the date the changes will go into effect. List any meeting dates scheduled to go over changes, as well.

Having a mutually beneficial relationship with your tenants requires transparency, and an introduction letter is a great place to start. It shows your new tenants that you are honest, friendly, and open to improvements in the community.

Basic Landlord Introduction Letter Template

Your intro letter can be customized as needed, but they tend to all have some fields in common. Use this basic template to help you craft your own landlord intro letter.

Gloria Treatwell 774 Miles Drive Greenlea, TX 97555

Nov. 16, 2023

Jean LaRue 22 Pastshal Ln Greypeaks, ID 97555

Dear Ms. LaRue:

I want to introduce myself as the new property manager of [address]. Please be advised that your current lease and payment terms will remain in effect. 

However, all payments, maintenance requests, and other correspondence must be sent to the new address listed at the top of this letter. Please make note of this change. If you currently use an automatic draft, cash deposits, or electronic payment for your lease payment, please contact your financial institution and take the necessary steps to transfer automated rent payments.

I have included a Tenant Information Form included with this letter. Please complete this form and return it to me at your earliest convenience. It is important we have all your essential information updated for our files. 

We also want to inspect the property and address some minor concerns recently noted. We will contact you to coordinate an inspection time once we’ve received your Tenant Information Form and related documents.

I look forward to getting to know you and providing you with exceptional management, including prompt maintenance and creating a safe and pleasant place to live.

Sincerely, Gloria Treatwell

Tweak this template to include what is relevant for your situation. Include funny anecdotes or other personal touches (if you feel it’s appropriate) to let your tenants know you’re approachable and considerate.

Your landlord introduction letter is vital to your burgeoning relationship with your tenants. Some may have considered moving when they heard a new landlord was coming in, but your letter could be what convinces them to stay. Write from the heart and be transparent about business changes on the horizon. This can help you build a strong relationship with your renters. 

Reduce the Paperwork Hassle With Help From the Pros

Managing property is one of the most rewarding jobs on the planet. That doesn’t mean it’s easy. Nomadic Real Estate provides property management services in the Greater Washington, D.C., area. Our team knows how to identify common mistakes before you make them and will use our experience to help ensure you have stress-free renters. Contact Nomadic Real Estate for more information on your property management needs. 

Check out more of our blog posts below!

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Your portal includes a selection of extremely useful reports. Reports are available in the “Reports” section, and are distinct from the financial statements. Unlike financial statements which are static records, Reports are dynamic real-time records that will update with current data every time you view them. 

Scroll down to learn more about Reports:

Navigate to the "Reports" module in your portal:

Owner Portal Reports

  • Keep in mind, these reports are dynamic records . They will refresh to display current information every time you view them. 

Enhanced Rent Roll Report:

Enhanced Rent Roll Report

  • The Enhanced Rent Roll Report will show the rent amount, last payment date, move-in date, lease expiration date, and security deposit amount for each of your tenants. 
  • It will also show a portfolio summary with occupancy percentage, vacancy loss, and more!

Unit Comparison Report:

Unit Comparison Report

  • If you own multiple units (or buildings) with Nomadic, you’ll get access to the Unit Comparison Report. 
  • This report enables you to quickly compare financial performance between your units at a glance without toggling between individual reports. 

Income Statement Month-Over-Month:

Income Statement by Month Report

  • The Income Statement Detail – Monthly Report serves as a month-over-month record of portfolio performance. You’ll see itemized income and expense categories and can track monthly. This report will update with fresh data every time you view it. 

Financial Statements

Financial statements will be published to your portal on a monthly basis. The statements are found in your Documents library, and provide a historical record of all financial performance. The statements serve as a snapshot of financial performance over a given period, and are static documents (unlike Reports, the statements do not update/change in real-time). 

Scroll down for more info about the Financial Statements in your Documents library:

The Documents area contains monthly financial statements:

Owner Portal Documents

  • The statements in the Documents are are static documents. They are posted to the portal once a month to serve as a historical record of financial performance. 

Download a statement to see month and YTD financials:

Owner Portal Property Statement

You'll also find a month-over-month operating statement:

Month over Month Statement

Portal Communication Tool

You can use your owner portal to communicate with our team. Any messages you send through the portal will go straight to your Account Manager. When we reply, you’ll get an email notification and you’ll also see the message in your portal next time you log in. 

H ere’s an overview of using the communication platform:

Click "Communications" and navigate to "Conversations":

Commincation Dashboard Screenshot

  • The communications module will contain a record of all messages that you create through the portal. 

Click the "New Message" button and send your message:

Owner Portal New Message Screenshot

Responses will show up in the conversation ticket:

Portal Conversation Response Screenshot

  • You’ll get an email notification whenever you get a response, and you’ll also see the message in your portal next time you log in. 

You can reply in-line using the comment box:

Owner Portal Comment

Each conversation will be logged in its entirety:

Portal Conversation Snapshot

Understanding the Ledger

Your portal includes a ledger with all transactions. The ledger is populated with data in real-time as transactions flow through our accounting software. Much of this information is also available in the Reports area, as well as the Statements in your Documents library, but the ledger is the most comprehensive resource for diving into the details. 

Please scroll through the sections below to get a better understanding of how to interpret the ledger. 

By default, transactions are sorted chronologically:

Owner Ledger Dates

  • The date reflected in the lefthand column is the actual transaction date, not the “bill date”. This is the date the transaction was actually processed. 

If you have multiple properties with Nomadic, you'll see the address for each transaction in the "Location" column:

Ledger Property Column

  • You can filter the ledger to look at just one property, all properties, or specific sets of properties. 
  • If you only have one property with us, you’ll just see the ledger for that property. 

The Description column displays the transaction type:

Owner Ledger Description Column

  • BILL: this is an expense transaction, such as for repair costs or management fees.
  • CHARGE: this is a transaction  billed to the tenant, most typically a rent payment. 
  • NACHA EXPORT: this is a credit we processed to your distribution account. This type of transaction is how you get paid! 

The Amount column shows the dollar value of each transaction:

Owner Ledger Amount Column

  • Positive Amounts:  if an amount is positive, it reflects a transaction that is payable to you. Typically, this will be a rent payment that we collected from your tenants. On occasion, a positive number could also signify a journal entry or credit adjustment. 
  • Negative Amounts:  if an amount is negative, this is a transaction that is either payable to Nomadic or is an amount that has already been paid to you. Typically this will be for repair costs or management/leasing fees. Owner draws (net distributions into your checking/savings account) also reflect as negative amounts, since they have already been paid to you. 

The Account Balance column shows a sum of positive/negative transactions at a given point in time:

Owner Ledger Account Balance Column

  • Account Balance should always equal zero after a net distribution has been processed. When the balance is zero, this means that all expenses have been paid and you’ve received the remainder as net operating income, leaving a balance of zero (meaning: no one is due any money, as all funds have been distributed appropriately). 

Navigating the Propertyware Owner Portal

Your portal includes some extremely useful features that help you understand your property’s financial performance at a new level, with real-time transparency into every transaction.

Scroll through the snapshots below for an overview of portal navigation! If you need more help or have specific questions about using the portal, you can reach out to your Account Manager any time for a screen share. 

You can filter all info by date range or property:

PW Portal Filters

View a snapshot of income and expenses on your dashboard:

PW Owner Dashboard View

See every transaction in real-time on your ledger:

Owner Portal Ledger View

Statements and forms will be posted to your documents library:

Owner Portal Document Library

View a suite of real-time financial reports:

Portal Reports View

See a running list of all bills, and drill down for more detail:

Owner Portal Bills View

Under Bill Details, you'll find dates/descriptions/amounts and more:

Portal Bill Details

You can also communicate with your Account Manager through the portal:

Owner Portal Communication Tools

How do net distributions work?

Net distributions keep your accounting clean and simple. Each month we’ll collect rent from the tenants, deduct any repair expenses for the previous month and any management/leasing fees for the current month, and credit the remaining net operating income to your account. 

Net Distribution

You’ll receive a statement via email each time a net distribution is processed, and can view all transaction details in your Propertyware owner portal.

Person typing on a laptop, close-up of hands

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

new landlord introduction letter

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.

Black mailbox in  front of house

What to Include in a New Landlord Introduction Lette r

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.

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new landlord introduction letter

New Landlord Introduction Letter

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Tenant's Name]

[Tenant's Address]

Dear [Tenant's Name],

Subject: Introduction of New Landlord

I hope this letter finds you in good health and spirits. I am writing to introduce myself as the new landlord of the property you are currently renting at [Tenant's Address]. I am excited to have the opportunity to work with you and ensure a positive living experience for all residents of the property.

I understand that change can sometimes be unsettling, especially when it comes to matters related to your home. Please be assured that my primary goal is to maintain open lines of communication and ensure a smooth transition. I am committed to upholding the high standards of property management that you have come to expect.

Here are a few important details about myself:

[Provide a brief introduction about yourself, your background, and your experience in property management, if applicable.]

My contact information is as follows:

- Email: [Your Email Address]

- Phone: [Your Phone Number]

Please feel free to reach out to me if you have any questions, concerns, or maintenance requests. Effective communication is key to a successful landlord-tenant relationship, and I am here to address any issues that may arise promptly.

In the coming weeks, I will be conducting a property inspection to ensure that everything is in good condition and to address any maintenance needs. Your cooperation during this process would be greatly appreciated.

I look forward to getting to know you better and ensuring that your experience at [Tenant's Address] is a positive and comfortable one. I believe that a strong landlord-tenant relationship is built on trust, respect, and open communication, and I am committed to fostering these qualities throughout our interactions.

Thank you for your attention, and please do not hesitate to get in touch with me if you have any questions or concerns.

New Landlord

[Enclosure: Contact Information]

new landlord introduction letter

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Home » Business » New Landlord Introduction Letter Templates (Word, PDF)

New Landlord Introduction Letter Templates (Word, PDF)

A new landlord introduction letter is the best way for the landlords to introduce them to new tenants. With the help of this document, they can make the transition process smooth for them. The property owners use this document to alert the tenants of personal changes.

Table of Contents

What is an introduction letter?

This letter is written to introduce someone you know to someone else. This type of letter allows you to develop working connections that contribute to job opportunities and partnerships.

What is a new landlord introduction letter?

A new landlord introduction letter is a formal document that is written to alert the tenants of a change in ownership of a rental property. Moreover, this letter is issued due to selling a rental property, a landlord changing his estate’s control, or a landlord moving away from self-management. You can introduce new managers to keep your tenants interested in the transformation process. Also, this document provides detail on the rent payments and how to send maintenance requests. However, writing this letter is not as difficult. You may also like Real Estate Contract Termination Letter .

What to include in a new landlord introduction letter?

Every letter contains basic elements that make them a complete letter. Before writing a new landlord introduction letter, gather all the vital information you need to include. However, you should include the following information in your letter;

  • At first, introduce yourself and then the property Management Company that will be taking over the property. Include the name of the company and the website.
  • Attach a tenant form with your letter so that they fill in it with their information. They have to provide their names, contact information, number of vehicles, etc.
  • Most importantly, include detailed information about rent payment. Provide information on how they have to pay rent and who will be collecting the rent. If rent payment has to deposit on the bank then provide the bank account number.
  • You should include the contact information of the new property manager so that tenant contacts him in case of any issues arise.
  • In the end, explain how tenants can submit their maintenance requests either through email, phone, or a caretaker. State necessary steps they have to do during this process.

Some additional details include in an introduction letter:

There is also some additional information that you should include in your letter. You should consider the following additional information in your letter; You should also check the Authorization Letter to Sell Property .

Tenants update form:

In some states, the law requires updating the tenant details. You have to update the tenant details due to the following;

  • New residents move in
  • A contract is renewed
  • New management firms take over
  • Lease terms and conditions are updated.

Furthermore, it includes the details such as the tenant’s name, contact information, pets, vehicles, etc.

Property inspection date:

When you will conduct a property inspection, mention the date. It is highly a new chance to meet your new tenants. You can also talk about any maintenance that needs to be done. Additionally, state the procedure for how they can submit their maintenance issues.

Property manager:

If you want to keep the tenants on the place owned by a property management company, include this information in your letter. If you want to change the property management company then also includes it. You may also see Vendor Termination Letter .

New Landlord Introduction Letter Template

New landlord introduction letter to tenant, new landlord introduction letter, tenant welcome letter pdf, importance of new landlord introduction letter:.

It is the perfect way for welcoming new management to your tenants. It also makes sure that they are updated with the current property changes. This document makes your tenants aware of the procedures of paying rent and issuing maintenance reports. It is issued by the landlord, the property manager, or the property management company.

Conclusion:

In conclusion, a new landlord introduction letter is an effective tool that alerts your tenants of the change in ownership of rental property. Your letter should be professional and detailed. It must describe any adjustments specifically that require the attention of the tenant.

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I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.

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New landlord introduction letter

New Landlord Introduction Letter

When you purchase a property that is already in the possession of a tenant, you become that tenant’s new landlord. The tenant has never dealt with you before and does not know anything about you. So, you should introduce yourself to him.

A tenant has to interact with the owner of the property quite often, and it is not possible to remain unaware of the new landlord.  Therefore, the landlord must introduce himself so that the tenancy relationship can continue smoothly.

What is a new landlord’s introduction letter?

An introduction letter is the best way to introduce a new landlord to a tenant. In general, the old landlord writes this letter to the tenant, letting him know about the sale of the property and the new landlord. A new landlord should write the letter himself. No one can introduce him better than himself.

What does an introduction letter do for a tenant?

The tenant should know about the new property owner. There are lots of changes that are made after this transition such as a change in the tenancy agreement, terms and conditions of possessing the property of the landlord, and much more. This introduction letter ensures that the transition process becomes smooth.

What are the basic elements of the new landlord introduction letter?

Key elements of the introduction letter include:

Introduction of the landlord:

Since the purpose of this letter is to introduce the new property owner to the tenant, the introduction should be started as soon as the opening of the letter is written. In the introduction, the landlord can share his personal information.

Description of how much rent will be paid and how:

The rent amount to be paid by the tenant and the mode of payment should also be discussed with the tenant in this letter so that you don’t have to write another letter with these details.

Share your contact information:

The tenant will contact you after reading the letter from you. So, make it easy for the tenant to reach you. Provide your contact details.

Let the tenant know about the new tenancy agreement:

It is quite evident that you will sign a new contract with the tenant. Let the tenant know when you want to make it happen.

The sample letter given below is a useful piece of information for those who want to know how to introduce themselves to their tenant.

Sample letter:

Name of the tenant: Contact details of the tenant,

Subject: Introduction of a new landlord [X]

Dear Mr. ABC:

My name is Mr. XYZ, and I am the new owner of the (mention property address possessed by the tenant). It is being informed to you that the change in ownership of the property has taken place on (mention the date). I am so glad to take over the new property and look forward to meeting you soon. Please read the following points as a piece of advice from your new landlord:

  • I will issue a notification of the transition in property ownership soon with details regarding the lease agreement, information regarding general matters, and much more. If you have any queries, you can contact me at (give your phone number).
  • I have read the prior lease agreement, and I would like to make changes to the security deposits. The rent amount, as of now, will remain the same. However, the mode of payment will be changed. You are required to pay the rent for the house by the 10th of every month.
  • You are requested to write a request letter for continued occupancy of the land. After that, a new agreement of tenancy will be signed. The date of signing the new agreement will be November 1, 20XX. The details regarding the documents that will be required at the time of signing the agreement will be shared later.

If you have any questions regarding the above-mentioned points, feel free to contact me. I am also ready to meet you in person and discuss everything face-to-face. I am glad to be the new landlord of wonderful people like you.

Name of the new landlord

File: Word (.docx) 2007+ and iPad Size: 17 KB

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New Property Manager Introduction Letter

Last Updated: July 28, 2022 by Robert Bailey

  • Professional

Letter to Tenant Stating Property is under New Management Casual_1 on iPropertyManagement.com

A new property manager introduction letter is a message written by the new property manager of a property to a current tenant to inform them of a change in management. This letter may also include important information about operational changes such as how rent is collected or how maintenance requests are handled.

Why Write an Introduction Letter to Current Tenants?

Similar to a  Tenant Welcome Letter , an “under new management” letter has the benefits of:

  • Communicating changes in operation . Providing this information to the tenant will help avoid unnecessary issues with missed payments and potential miscommunication.
  • Recordkeeping.  If there are issues with payments or maintenance requests this letter will serve as a record of what instructions you provided to the tenant regarding the new management company and their processes. This will be important information to have if you need to send a  late rent notice  or begin the  eviction process .
  • Establishing a positive relationship with the Tenant . Communicating this information to your tenant will help strengthen your relationship with them as you help them adjust to these changes. It also shows that you are a responsible landlord and have everything under control.

What an “Under New Management” Letter should Include

General purpose and structure.

The following three topics should be addressed in this letter:

  • Contact Information.  The letter should provide the name and contact information for the new management company along with their website. The letter should also explain to the tenant the best way to communicate with them.
  • Rent and Repairs.  The letter should instruct tenants on how to pay rent and submit repair requests to the new management company.
  • Lease Terms.  The letter should reassure tenants that the terms of the lease have not changed. Tenants want to know that important items such as the rent due date and amount have not changed.

The general structure of this letter is as follows:

  • Introduction.  This section should inform the tenant that their rental unit will be under new management and introduce the new property management company.
  • Body paragraphs.  This section should provide important information on the changes with the new management company and how the new management company will handle the management of their rental unit.
  • Conclusion.  This section should provide reassurance to the tenants about their lease agreement, security deposit, and an offer for them to reach out to you or the new management company with any questions.

Specific Items

When writing an “Under New Management” letter you should include the following specific information:

  • The tenant’s contact information.
  • The tenant’s name or a generic greeting.
  • The Property management’s contact information.
  • A tenant’s primary point of contact at the property management company.
  • Website for the property management company.
  • The date the new property management company will start.
  • A reminder of the rent due date.
  • Instructions on how to pay rent.
  • Instructions on how to schedule maintenance requests.
  • A reminder that the terms of the tenant’s lease agreement will remain the same.
  • Transfer of the tenant’s security deposit.
  •  Offer to answer any questions or concerns.
  • Your contact information.

Sample Letter

Here is a sample letter to tenants informing them of their rental property being under new management:

Dear Tenant:

 I would like to introduce you to ABC Management Company, the new property management company for your rental unit.

Please address your rent checks to ABC Management Company and send them to the below address:

ABC Management Company

123 Main Street

Philadelphia, PA

Please provide any maintenance requests to Kim Jones at (xxx)xxx-xxxx or by email at [email protected].

All terms of your lease agreement will remain the same. If you have any questions or concerns please do not hesitate to contact me or your property site manager.

Jim Smith  

For a more detailed example, see the attached template at the top of this article.

Tips for Writing an “Under New Management” Letter

Besides the specific content above, here are some tips to help write an effective letter:

  • Keep it Formal.  This letter should be professional, formal, and written on business letterhead. The content of the letter should also be clear and instructive.
  • Keep it Friendly.  How you talk to your tenant will have an impact on your relationship with them. Keep it friendly and always invite tenants to contact you with any questions or concerns.
  • Avoid typos.  Grammar and typing mistakes in your letter may result in unclear instructions to the tenant.
  • Avoid unnecessary information.  Only include information that is important for the tenant to know. You should not provide negative information about the previous property management company or issues you may have had with them.

How to Communicate New Management Information to Tenants

Most lease agreements will state how communication should be sent to tenants. If your lease agreements do not, you should provide this information with a formal letter to all of your tenants.

Ideally, you want to send the letter by certified mail to make sure your tenant receives it. You should keep a copy of this letter filed with a notation of what means were used to deliver the letter.

Additional Ways to Communicate New Management to Tenants

There are additional ways you can communicate this information to your tenants. Here are a few options:

  • Email.  The language of the email can be similar to what you would provide in a formal letter. However, sending a notification through email can allow you the opportunity to provide additional information such as links to the new management company’s website or payment portal.
  • Social Media.  If you have a social media account for your rental properties, you can post a notice of new management on there. Doing this allows you to give it a more personable touch by including photos of the new management team and an introduction of any new staff members.
  • Blog or Article.  This can be used in the same way as your social media post.
  • Phone Call.  This is a good option if you want to notify your tenants in a more personal way. It is also helpful because you can answer any questions the tenant may have about the new management. This option is more practical if you only have a few tenants.

These options each provide a unique way to notify tenants of new management. If you use any of these ways to communicate to your tenants, it is still important that you provide tenants with a formal written letter as well.  An “Under New Management” letter is the best way to ensure and document that the tenant received this information.

Other Tasks when Hiring New Management

When hiring a new property management company, there are a couple of other things you should do as well. Make sure you take care of the following tasks:

  • Termination Notice.  Make sure that you send a termination notice to the previous property management company.
  • Update Forms.  Update your lease forms and all other documents with the name and contact information for the new property management company.
  • Security Deposits.  Make sure you have received all security deposits being held by the previous property management company.

Do you have any other specific questions about responsibilities to your tenants? Check out our  Rental Laws  page for more information.

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New Landlord Introduction Letter Sample

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Whether we talk about a residential building or a commercial property, there is always a landlord who takes care of the property and its tenants. This landlord is responsible for collecting rent from tenants, ensuring their safety, and stopping a violation so all the residents or tenants live by the rules and regulations. If the owner of the building wants, he can change the landlord anytime, and as soon the new landlord starts working, one of his key responsibilities is to introduce himself to the tenants. Usually, this is done by calling a meeting of all the residents and formally introducing the new landlord. Another method is to send a new landlord introduction letter to individual tenants of the building. This letter is written by the landlord where he introduces himself and talks about his previous work and employment a little.

Importance of New Landlord Introduction Letter:

Tenants and landlords work very close and they usually interact on regular basis. For instance, at the starting of each month, the landlord visits each tenant and collects the rent payments. Anything a tenant has a problem i.e. leakage in the bathroom, damage to the property, or just the fact he locked himself out of the apartment, they contact the landlord, explain their situation, and ask for his help. In most cases, a landlord is also the handyman of the building who can do small fixes and repairs.

Tenants who are used to working with a landlord might not like the idea that there will be a new person working on this position very soon. Some people might hate the fact that their favorite landlord is leaving without even meeting the new landlord and seeing if he is a better person. It’s the responsibility of the new landlord to formally introduce himself to all the tenants with this new landlord introduction letter. This is a way of telling them what they should expect, certain changes that are coming their way, and plans for the future for the betterment of the building and the residents.

Key Elements of New Landlord Introduction Letter:

  • Name of the recipient of the letter
  • Name and other details of the new landlord
  • Date on which the letter is sent
  • Subject of the letter
  • Formal introduction statement
  • Something about the previous work or employment
  • Personal achievements and accomplishments
  • Plans for the future
  • Ideas and suggestions for the benefits of the residents
  • Closing statement

Sample New Landlord Introduction Letter

Steven Hubert Apartment# 24 2 nd Floor, Pen Plaza Building 3 rd Hudson Street, NY Date: 17 th December 2021   Subject: Formal Introduction   Dear Mr. Steven, I am hopeful that you are doing well. With this letter, I would like to formally introduce myself. My name is Jimmy Campbell and I am the new landlord of this residential building. As you know that the former landlord worked for almost 10 years and I am sure he had very good relations with all the tenants in this building and I would like to continue on the same good terms as well. I have worked as a landlord for my entire life and it’s my 3 rd job. Previously I was located in New Jersey and before that, I was in Washington. Recently, my son got enrolled in Columbia University so I had no other choice but to relocate my family to New York. While I was new to New York, I was looking for a job and luckily I met with Mr. Simon who is the owner of the building. During our meeting, I pointed out that I am looking for a job here and if he knew someone who can help me with the matter. He instantly expressed his joy and said that the position of landlord is vacant in one of his buildings and he would like me to start working for him immediately. As you know that the previous landlord was also the head of the residence society but I want to change the selection. I want other residents to come forward and if they are interested, we all can run for the president’s position. This way if you vote for me, I will be the new president of the building and if someone else wins, he will have this position. While talking to the previous landlord, it came to my attention that he gave himself this position without the consent of other residents and I don’t want to do that. During the first meeting with the senior residents, we all agreed that the voting will be held on the 23 rd of next month so you will have plenty of time to interact with me and get to know me a little. Maybe you will like the way I handle my responsibilities and you vote in my favor or you might have a concern or problem that is bothering you about me. I would like to tell you that I take criticism and suggestions very positively so if you have anything to tell me, please let me know and I will see what I can do about it.   Regards   Jimmy Campbell Permanent landlord Pen Plaza Building

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COMMENTS

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  11. New Landlord Introduction Letter: What It Is and How to Write One

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

    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.

  15. Friendly Welcome Letter to New Tenants (PDF & Word)

    Last Updated: August 1, 2022 by Robert Bailey. .PDF .DOC. Tenant Welcome Letter is a letter to formally welcome a new tenant before their lease begins. This letter provides information to help the tenant transition to their new home. Typically this will include resources, contact information, important rules and responsibilities.

  16. New Landlord Introduction Letter

    Subject: Introduction of New Landlord. I hope this letter finds you in good health and spirits. I am writing to introduce myself as the new landlord of the property you are currently renting at [Tenant's Address]. I am excited to have the opportunity to work with you and ensure a positive living experience for all residents of the property.

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    The most obvious reason why a new landlord should send an introduction letter to the current tenant. This is especially important if you are not part of the same management company as the previous ...

  18. New Landlord Introduction Letter Templates (Word, PDF)

    A new landlord introduction letter is a formal document that is written to alert the tenants of a change in ownership of a rental property. Moreover, this letter is issued due to selling a rental property, a landlord changing his estate's control, or a landlord moving away from self-management.

  19. New Landlord Introduction Letter

    What is a new landlord's introduction letter? An introduction letter is the best way to introduce a new landlord to a tenant. In general, the old landlord writes this letter to the tenant, letting him know about the sale of the property and the new landlord. A new landlord should write the letter himself.

  20. New Property Manager Introduction Letter to Tenants (2 Examples)

    A new property manager introduction letter is a message written by the new property manager of a property to a current tenant to inform them of a change in management. This letter may also include important information about operational changes such as how rent is collected or how maintenance requests are handled.

  21. New Landlord Introduction Letter Sample

    Steven Hubert Apartment# 24 2 nd Floor, Pen Plaza Building 3 rd Hudson Street, NY Date: 17 th December 2021 Subject: Formal Introduction Dear Mr. Steven, I am hopeful that you are doing well. With this letter, I would like to formally introduce myself.

  22. Complete Guide to Writing a New Landlord Letter

    There are certain elements and information that should be included in a new landlord letter, such as: A brief introduction with the landlord's name or the name of the property management company that is taking over the property; Details about the rent payment process, including if there will be new ways to submit payments and your contact ...

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    A good time to announce an rent altering is to the introduction letter. Make sure for include the show the changes will leave into effect. List either meeting dates scheduled to go override changes, in well-being. A new landlord introduction letter a a great way to start yourself to the tenants when you take over an existing renting.

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