Your welcome email is the first real interaction a tenant has with you after signing the lease. Get it right and you set the tone for the entire tenancy. Get it wrong and you're fielding "where do I pick up keys?" calls for the next week.

Here's what to include, how to structure it, and a section on automating the utility setup part so you never have to chase a tenant about it again.

What Every Welcome Email Needs

Keep it scannable. Tenants don't read walls of text. Use headers, bold the important stuff, and attach anything they'll need to reference later.

The Basics

• Welcome message: Address them by name. Thank them for choosing your property. Keep it to 2 sentences.
• Move-in date and time: Be specific. "Saturday March 15, between 9am-12pm" not "mid-March."
• Key pickup: Where, when, what to bring (ID, certified funds, etc.)
• Parking: Where the moving truck goes, assigned spots, guest parking rules

Property Access

• Gate codes, building entry codes, elevator reservations
• Which door to use for move-in (some buildings restrict to service entrances)
• Storage unit or garage access if applicable

Contact Information

Make this impossible to miss. Bold it. Put it near the top.

• Property manager name and direct phone
• Email for non-urgent requests
• Emergency maintenance number (if different)
• Office hours
• How to submit maintenance requests (portal link, email, etc.)

Move-In Inspection

Tell them to document the unit's condition within 24-48 hours of getting keys. Provide the checklist or link to your inspection form. This protects both of you at move-out.

The Utility Setup Section

This is where most welcome emails either get too vague ("please set up your utilities") or too complicated (a spreadsheet of provider names and phone numbers).

What tenants actually need:

• Which utilities they're responsible for (electric, gas, water, internet)
• The specific providers for their address
• A deadline ("utilities must be in your name by move-in day")
• Consequences if they don't ("keys will not be released until utility confirmation is received")

The Manual Way

List each utility provider with their phone number and website. Include account setup links where available. Tell tenants to send you confirmation numbers or screenshots once they've activated service.

This works. But it creates follow-up work for your team. Someone has to verify each tenant actually did it. And if they didn't, someone has to make calls.

The Automated Way

Utility Profit replaces the provider list with a single link. The tenant clicks it, sees their exact utility providers for that specific address, and confirms setup for each one. You get real-time tracking that shows which utilities are confirmed and which aren't.

No follow-up calls. No chasing screenshots. No tenants moving in with the power off.

What it looks like in your welcome email:

"Set up your utilities before move-in by clicking the link below. It takes about 5 minutes and covers electric, gas, water, and internet for your specific address."

Then paste their unique Utility Profit link.

It's free for property managers. No contracts. And you earn $30-50 per move-in when tenants use the tool. See how it works.

Subject Line Tips

The subject line determines whether your email gets opened or buried. Keep it direct.

Good examples:

• "Welcome to 1425 Oak Street, Unit 3B. Here's your move-in info."
• "Your move-in details for March 15"
• "Keys, parking, and utilities. Everything you need for move-in day."

Bad examples:

• "Welcome to your new home!" (too vague, could be spam)
• "Important information" (says nothing)
• "Congratulations on your new apartment!" (sounds like a marketing email)

When to Send It

Send the welcome email 1-2 weeks before move-in, right after the lease is signed. This gives tenants time to set up utilities, arrange movers, and ask questions.

If the move-in is less than a week away: Send it within 24 hours of lease signing.

Follow up one week after move-in: A quick check-in email goes a long way. "How's everything going at [address]? Anything we can help with?" This catches small issues before they become complaints and shows tenants you actually care.

What to Attach

Don't put everything in the email body. Attach reference documents separately:

• Move-in inspection checklist (PDF)
• Building map or parking diagram
• Trash and recycling schedule
• Utility setup guide or Utility Profit link
• Emergency contact card

The email itself should be scannable in 60 seconds. The attachments are for reference.

Sample Welcome Email

Subject: Your move-in details for [address], [date]

Hi [tenant name],

Welcome to [property name/address]. We're glad to have you. Here's everything you need for a smooth move-in.

Move-In: [Date], [Time window]. Enter through [door/gate]. Your assigned parking spot is [#].

Keys: Pick up at [location] on [date]. Bring your photo ID and [any required documents].

Utilities: Please set up electric, gas, water, and internet before move-in day. [Utility Profit link or provider list]. Utilities must be in your name by [deadline].

Inspection: Please complete the attached move-in checklist within 48 hours of getting your keys.

Contact us: [Manager name], [phone], [email]. For after-hours emergencies: [emergency number].

Looking forward to a great tenancy.

[Your name/company]