2025 Tenant Move-In and Onboarding Checklist for BC Landlords

Onboarding a tenant isn’t just about signing the lease and handing over the keys. It’s an opportunity to build a strong relationship, set clear expectations, and ensure that both you and your tenant start off on the right foot. A well-organized onboarding process reduces misunderstandings, protects your property, and helps tenants feel at home from day one.Below is a comprehensive onboarding checklist to guide landlords through the process.

1. Lease Agreement & Documentation

Having clear, thorough documentation is critical to protecting your property and ensuring your tenant understands their responsibilities. This part of the onboarding process lays the foundation for the entire rental experience.

Tasks to Complete:

• Sign the Lease Agreement – Ensure that the lease is signed by all parties involved before the tenant moves in. A digital signing process can speed this up, but if done in person, allow time for the tenant to review the document. Address any questions or concerns before signing.

• Review Lease Terms in Detail – Go over key sections of the lease with the tenant, including rent amount, payment methods, lease duration, pet policies, and late payment penalties. Make sure they fully understand their rights and obligations.

• Provide Copies of the Lease and Other Documents – Issue physical or digital copies of the signed lease, house rules, and any building-specific regulations. Transparency is key to avoiding future disputes.

• Collect the Security Deposit and First Month’s Rent – Ensure that all required payments are processed prior to the move-in date. Confirm the preferred payment method and issue receipts for deposits. Explain the conditions under which the security deposit will be returned.

• Confirm Insurance Requirements – If renter’s insurance is mandatory, request proof of coverage before move-in. If it’s not required, strongly recommend it to protect their belongings.

Why This Matters:
Providing clear documentation and reviewing lease terms together prevents misunderstandings and ensures tenants know what to expect throughout their lease term.

2. Property Walkthrough & Inspection

A thorough property inspection is essential for documenting the condition of the unit at the time of move-in. This process protects both landlords and tenants by creating a record of existing damage or wear.

Tasks to Complete:

• Schedule a Walkthrough with the Tenant – Walk through the property together, room by room, to assess and document the current condition of floors, walls, appliances, and fixtures. This helps identify any issues before they become disputes.

• Document Pre-Existing Damage – Take detailed notes, photographs, and videos of any scratches, dents, stains, or damaged areas. Make sure to capture high-traffic zones and areas prone to wear and tear, such as kitchens and bathrooms.

• Use a Move-In Condition Report – Fill out a move-in inspection form that highlights the state of each part of the property. Have the tenant review and sign the report, and provide them with a copy for their records.

• Test Appliances and Fixtures – Check that all lights, power outlets, faucets, and appliances are in working order. Run water to check for leaks, test heating and air conditioning, and ensure windows and doors open and close properly.

• Verify Safety Features – Ensure that smoke detectors, carbon monoxide detectors, and fire extinguishers are fully functional. Replace batteries if necessary and show the tenant how to test these devices regularly.

Why This Matters:
A joint inspection minimizes the likelihood of disputes at the end of the lease by establishing a baseline for the unit’s condition.

3. Keys, Access & Parking Details

Ensuring tenants have seamless access to the property and amenities is essential to a smooth onboarding experience.

Tasks to Complete:

• Provide All Necessary Keys and Access Devices – Issue keys, fobs, or digital access codes for the main entry, individual unit, mailbox, and any shared facilities. Test all keys to ensure they function properly before handover.

• Label and Store Spare Keys – Keep a set of spare keys in a secure location for emergencies or lockouts. Make sure these are clearly labeled.

• Explain Parking Arrangements – Clarify where tenants can park and any associated fees. If applicable, provide parking permits and explain guest parking policies to avoid confusion.

• Review Mailbox and Storage Access – Show tenants how to access mailboxes, package delivery areas, and any storage units or bike rooms.

Why This Matters:
Providing clear access and instructions from the start prevents tenant frustration and reduces the risk of lockouts or misplaced keys.

4. Utilities & Maintenance Information

Helping tenants understand how utilities and maintenance work ensures they can comfortably manage their space without unnecessary delays.

Tasks to Complete:

• Explain Utility Responsibilities – Inform tenants about which utilities are included in rent and which they are responsible for. Provide contact information and instructions for setting up utility accounts if needed.

• Outline Garbage and Recycling Procedures – Explain where bins are located, how often garbage is collected, and any rules about recycling or composting. Share information about bulk disposal days or local waste management services.

• Clarify Maintenance Request Procedures – Provide instructions on how to submit maintenance requests. Let tenants know who to contact for routine repairs and offer an emergency contact for urgent issues, such as leaks or heating failures.

• Define Tenant Responsibilities – Clearly outline which maintenance tasks fall under the tenant’s responsibilities, such as replacing light bulbs, maintaining smoke detectors, or managing minor repairs.

Why This Matters:
Clarifying roles and responsibilities regarding utilities and maintenance minimizes future disputes and ensures smooth property upkeep.

5. House Rules & Policies

House rules help maintain a peaceful and respectful living environment, benefiting both tenants and landlords.

Tasks to Complete:

• Review General House Rules – Outline noise policies, smoking rules, pet guidelines, and use of shared spaces. Make sure tenants understand expectations to avoid conflicts with neighbors.

• Clarify Guest and Subletting Policies – Explain how long guests can stay and whether subletting or Airbnb is allowed. Set clear boundaries to prevent lease violations.

• Discuss Renovation and Decorating Guidelines – Inform tenants if they are allowed to hang artwork, paint walls, or install fixtures. Specify which modifications require landlord approval.

Why This Matters:
Establishing boundaries early prevents misunderstandings and keeps the property in good condition.

6. Emergency Procedures & Contact Information

Preparing tenants for emergencies ensures their safety and protects the property.

Tasks to Complete:

• Provide Emergency Contact Lists – Share contact information for maintenance, security, and local emergency services.

• Review Fire Escape Plans – Walk tenants through fire escape routes and the location of extinguishers or sprinkler systems.

• Confirm Insurance Coverage – If renter’s insurance is required, confirm the policy is active and provide tenants with tips for protecting their belongings.

Why This Matters:
Proper emergency planning reassures tenants and reduces risk in the event of accidents or disasters.

A smooth move-in process benefits both renters and landlords. When everything is clearly explained and expectations are set from the start, it helps avoid misunderstandings and sets your tenants up for success. Sharing how things work, from maintenance requests to house rules, makes it easier for tenants to settle in and enjoy their new home.