How To Make The Move-In Seamless
- Alan Robson
- 5 hours ago
- 5 min read
The Timeline For A Simplified Move-In
The tenant move-in is a chance for investors to use every property skill they’ve learned for a seamless transition from empty to earning. Before a move-in, investors can prepare their properties for success proactively with a quality inspection process and efficient work management. During the move-in, investors and owners need to practice careful organization, clear communication, and accurate financial management to see their hard work pay off.
A poorly planned or badly executed move-in can leave tenants with a negative impression of the property. This article will show how most owners handle a move-in for tenant satisfaction, and what extra steps investors can take to make the move-in process easier.
What Has To Happen Before Move-In
Once a tenant signs the lease and submits their security deposit, a timer starts for owners. One of the best ways to keep on schedule is by scheduling a move-in date. Some tenants prefer to move in as quickly as possible, while others may choose a future date that fits their own timeline. Parc Management offers tenants flexibility during this period, coordinating with owners and new residents to determine a move-in date that works for both parties.
No matter the target date, these tasks should be completed before a move-in:
Setting an official move-in date
Obtaining all tenant documents
Scheduling a move-in inspection
Deep cleaning the unit
Retrieving and storing the security deposit
Switching utility billing
Providing a lockbox code or entry key to the tenant
Most properties only need seven days to coordinate all these components; however, many new investors may feel more comfortable completing the process over a 30-day period.
Getting Started
To get started, investors need to choose a move-in date and collect the relevant documentation from their new tenant. Selecting a date can be as simple as a conversation over the phone to decide a time that works for both parties. Investors should document the call, text exchange, or email messages where a date is mutually agreed upon.
Investors should also adjust the first month’s rent if the tenant’s move-in date is not at the beginning of the month. Some property managers may charge the full month’s rent even if the tenant moves in midway through the month; investors are then left collecting rent at an unexpected time until the tenant moves out.
Most of the documents required for a move-in are collected during the application process, such as the tenant’s Social Security number, driver’s license, proof of income, and contact information. Owners then need to collect documentation of pet details, vehicle specifications, proof of renters insurance, and any Michigan State Housing Development Authority (MSHDA) information. Tenants who are part of the MSHDA Section 8 housing program require additional steps prior to move-in; we will address the specifications of this process in a later blog post.
Deciding a move-in date and collecting all of a resident’s documentation early makes the next steps of the move-in much easier.
Preparing The Property
Owners then need to prepare their property for its next resident. Parc Management recommends completing a thorough cleaning prior to a new tenant move-in. A deep clean is not mandatory, and some property managers may elect not to clean their unit before accepting a new tenant. As final repairs, showings, or other use during a property’s vacancy may leave debris, Parc always schedules through cleanings. We believe that every resident deserves to feel comfortable in their new space, and presenting a clean unit at move-in creates an excellent first impression with new residents.
After cleaning, investors should complete their move-in inspection. This typically takes between three and four hours depending on the unit size and experience of the person conducting the inspection; you can find a detailed walkthrough of the move-in inspection here. Tenants do not need to be present for this inspection, though they should be encouraged to complete their own inspection after they move in.
Financial Considerations
Owners must collect and save their tenant’s security deposit prior to move-in. It is incredibly important to properly manage the finances of a rental property, as every state has its own rules regarding the accounting of security deposits. Partnering with a property manager can help investors stay compliant with these often complex rules. Parc Management recommends that investors discuss the security deposit collection and storage process with their property managers. Property managers in the State of Michigan must have a brokerage license to collect or keep a tenant’s security deposit.
“Place the security deposit in a savings, escrow, or trust account separate from the tenant’s rent account”
Investors of properties in Michigan can collect and save their tenants’ security deposits without a brokerage license. The State of Michigan imposes a maximum security deposit amount of 1.5 times one month’s rent. For example, a unit being rented for $1,000 monthly can collect a security deposit of no more than $1,500. Some owners may be tempted to spend the security deposit and return the funds later; this is illegal. The tenant should be considered the sole owner of their security deposit until the end of their lease, should any repairs be required. Investors should place the security deposit in a savings, escrow, or trust account separate from the account where the tenant’s rent is deposited.
Many owners attempt to charge more than one month of rent before their tenant moves in. Depending on the property location, this practice may not be permitted, and an expert should always be consulted prior to charging more than one month’s rent at a time. Parc Management is sympathetic to the financial burdens of being a new resident; moving costs, unpaid time off work to move, and the return of a tenant’s previous security deposit can leave movers with less fiscal flexibility than they typically have. For these reasons, and to avoid potential legal issues, Parc prefers to only charge one month of rent at a time.
Utilities and Access
When a tenant moves out, owners or property managers remove the former tenant’s name from the vacant unit’s utilities and list their own names. Then when a move-in date for a new tenant is set, investors can transfer utilities over to their name. Parc Management advises scheduling gas and electric utilities through to the day after the expected move-in date. The new tenant is then instructed to list their name on the utilities one day prior to the move-in date. This overlap prevents errors where incoming tenants might move in without heat or power. The majority of Metro Detroit utility companies allow landlord-specific utility accounts to make this phase of move-in easier. These accounts make turning utilities on and off simple, and can notify investors if a resident misses a utility payment.
“It is essential that investors understand the water utility system of their property”
Water bills in Metro Detroit are handled differently than other utilities. Most cities in the area send water bills to the property addressed “occupant.” Other locations may allow landlords and tenants to create online billing accounts. It is essential that investors understand the water utility system of their property, because water may not be shut off in the event of a missed payment. While gas and electricity can be shut off quickly to prevent further billing, water utilities typically take more time to shut off, and can accumulate large charges. Parc Management schedules regular checks of each property’s water billing to verify proper payment.
The move-in process can be stressful for owners and tenants. Being prepared makes it easier for everyone.
Move-ins are complex for both investors, and their new residents. It is important to be patient, act early when possible, and prepare completely to make move-ins simpler for everyone. For investors interested in a seamless move-in experience, Parc Management is here to help.
