So you’ve just purchased a new property — way to go!  Whether it’s your first property or your fifty-first, it’s always a big deal.  But now what?  If the property already has residents living in it when you purchase it, a good next step is to introduce yourself to them, and a letter is an easy way to do that.  Here are a few points you might want to cover in an introductory letter to your new residents.

Introduce yourself!

This is the primary purpose of the letter, after all.  Give the residents your name, tell them a little about yourself, and let them know you’re excited to get to know them.  This is a perfect way to break the ice, set the tone, and build the foundation for a positive relationship with your residents.

Provide contact information

Some of your residents might have questions or concerns that they want to reach out to you about.  You’ll want to provide them a way to do that.  Providing your preferred contact information will give them a channel of communication with you and might prevent them from looking for ways to contact you that you’d rather they not use or know about. If you’re looking for ways to increase the effectiveness of your communication, consider offering your residents a portal to interact with you and your property, in one easy-to-use place.

Make sure they know how to submit maintenance requests

If you’ll be handling maintenance requests in a different way than the previous property managers, you’ll want to be sure to let your residents know about it.  That way, they’ll know exactly what to do when a maintenance situation arises, which might save them a lot of anxiety down the road.  Whether there’s a phone number they should call, an address they should email, or an online ticketing system they should use, make sure all your residents know about it.

Let them know about any planned or proposed changes to their lease

It’s illegal to unilaterally decide to make changes to the terms of an existing lease — you’d need to wait until the lease expires if you’re set on changes.  However, it is OK to propose changes, and make them if the residents agree.  If that’s something you’re interested in, it might be a good idea to broach the subject.  Additionally, if a lease is going to be ending soon and you plan on making major changes or not letting current residents renew, you should let them know sooner rather than later so they’re ready for what’s coming.

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