Tenant Onboarding Checklist

Pull the year built from the county assessor or the property record. Pre-1978 units require the federal lead-based paint disclosure (EPA Form 7-95) signed before lease execution — missing it triggers per-violation HUD/EPA penalties.

Add the EPA lead disclosure form and the EPA pamphlet "Protect Your Family From Lead in Your Home" to the lease packet. The disclosure must be signed by all adult occupants before they sign the lease, not after.

State and local disclosures vary: mold (CA, TX, FL), bedbug history (NYC, ME), Megan's Law (CA), flood zone (TX, NJ), radon (IL, FL), shared utility metering, smoke detector certification. Use the NAA state-specific lease forms or your firm's reviewed packet — generic forms are a common dismissal risk if you ever evict.

Collect by certified funds, ACH, or the PMS payment rail — never personal check on move-in day. Deposit goes into the state-required trust or escrow account (CA Civil Code §1950.5, MA MGL c.186 §15B, NY GOL §7-103). Cash above $10,000 across related transactions triggers IRS Form 8300.

Service animals and ESAs with proper provider letters are reasonable accommodations under the Fair Housing Act — no pet rent, no pet deposit, no breed or weight restrictions. Charging is an FHA violation. Pet rent applies only to actual pets.

Press-test every detector, replace batteries, and log the test in the make-ready file. Most states require working detectors at every move-in (CA Health & Safety §13113.7, MA 527 CMR 13). A failed detector at a fire is a habitability defense in any future eviction.

Some jurisdictions (TX Property Code §92.156 within 7 days) require rekey at every turnover. Even where not required, retaining prior tenant keys is a liability we don't accept. Document the new key code in the unit file, not in the tenant file.

Use HappyCo, zInspector, or the PMS inspection module. Capture dated photos of every room, every appliance, and any pre-existing damage. The signed move-in inspection is the baseline for all deposit deductions at move-out — without it, contested deductions are nearly indefensible in small claims court.

Send the AppFolio / Buildium / Yardi portal invite. Walk the tenant through the rent payment screen, the work-order submission flow, and the document library. Confirm autopay enrollment if the lease offers a discount for it.

Verify electric, gas, water, and trash are in the tenant's name as of the move-in date. Owner-paid utilities that don't transfer become charge-backs the tenant disputes 30 days later. For shared-meter buildings, confirm the RUBS allocation is in the lease.

Include trash and recycling schedule, parking rules, amenity hours, quiet hours, package handling, and the property management contact tree. For HOA-governed properties, include the CC&Rs and architectural change request form.

Show the work-order form in the tenant portal. Define routine vs. emergency: gas smell, no heat in winter, active water leak, no hot water, lockout, and any safety issue route to the 24/7 line (Latchel, the on-call tech, or your firm's number).

Lease, all disclosures, signed move-in inspection, ID copy, insurance binder, key receipt, screening reports (FCRA retention rules apply), and the deposit receipt. Most states require 3-7 year retention post-tenancy.

Mark the unit occupied in AppFolio/Yardi, close the days-vacant counter, and post the prorated rent and deposit to the ledger. The owner statement closing this month should reflect the new tenancy without a manual adjustment.

Surface early issues — anything missed at make-ready, appliance defects, neighbor problems, package or parking confusion. Catching a maintenance issue at day 30 is much cheaper than at month 12, and the tenant reads the outreach as service quality.