Move-In Package Preparation

Verify all leaseholders, guarantors, and the property manager have signed in DocuSign or the AppFolio/Buildium e-sign module. Initials on every page where required by the state form. An unsigned addenda page is the most common gotcha — pull the executed PDF and scan it before filing.

Pull the construction year from the county assessor record, not the listing description. Pre-1978 housing triggers the federal lead-based paint disclosure requirement under 24 CFR 35; missing it is a per-violation HUD/EPA penalty.

Send the EPA Form 'Disclosure of Information on Lead-Based Paint' along with the EPA pamphlet 'Protect Your Family from Lead in Your Home.' Both must be signed before lease execution — if the lease is already signed, get the disclosure dated and acknowledged before the tenant takes possession.

Common state additions: mold disclosure (CA, FL, TX), bedbug history (NYC, ME), Megan's Law notice (CA), flood zone (TX, NC), radon (FL, IL). Use the NAA state-specific lease packet as a baseline and confirm against the state housing department's current required forms list.

Pets get an addendum and pet deposit; service animals and ESAs do not — no pet rent, no pet deposit, no breed restrictions per the Fair Housing Act. If the tenant declares an ESA, request the licensed-provider letter rather than charging.

Sign the pet addendum specifying breed, weight, and any pet rent. Collect the refundable pet deposit per the firm's pet policy and record it separately from the standard security deposit so move-out accounting can split deductions cleanly.

Standard practice is to rekey or replace the cylinder at every turnover — prior tenants regularly retain copies. Log the new key code in the tenant file so on-call maintenance can issue a replacement without recutting the lock.

Walk to the gate, parking garage, mailroom, gym, and pool with the tenant's assigned fob and confirm each reader admits. Program a fresh fob if the prior tenant's was reused — leftover access is a common security complaint in the first month.

For USPS cluster boxes, the post office issues mailbox keys directly — provide the tenant with the local branch address and the unit number to request. For private mailboxes, hand over the key with the welcome packet and note it on the inventory.

Confirm the cleaner has a current COI naming the property as additional insured before they enter. Scope: deep clean of kitchen and baths, oven and fridge interiors, baseboards, blinds, and carpet shampoo or steam if not being replaced.

Press-test every detector, replace 9V or sealed-battery units that are due, and log the test date on the unit's detector card. CA, MA, and many other states require working detectors before move-in; a failed detector at a fire incident becomes a habitability defense.

Run the dishwasher, fridge, range, microwave, washer/dryer, and disposal. Cycle HVAC heat and cool. Run every faucet and flush every toilet checking for leaks under cabinets. Replace the HVAC filter and note the date on the filter itself.

Walk the unit one final time and confirm paint touch-up, blinds, light bulbs, switch plates, and any open work orders are resolved. An unresolved punch list at move-in is the leading driver of first-week tenant friction.

Include the property manager's direct line, the firm's office hours, the after-hours emergency dispatch number (Latchel or in-house), and a clear statement of what counts as a maintenance emergency vs. a next-business-day request.

Pickup days, container location, bulk-item rules, and any HOA or city sticker requirements. Include parking-space assignment, guest-parking limits, and the towing company's number if street parking is enforced.

Name each provider (electric, gas, water, internet, trash if separately billed) with the phone number and what the tenant must put in their name on the move-in date. A utility lapse on move-in day — especially water — is a recurring complaint that is fully avoidable here.

The tenant's AppFolio or Buildium portal login is where rent payment, maintenance requests, and document access live — flag it as the primary channel. Confirm the renter's insurance certificate naming the property as interested party is on file before handing over keys.

Verify both the security deposit (in trust per state rules) and first month's prorated rent have cleared — not just been initiated. Do not hand over keys against an ACH that has not settled; reversed payments after possession are difficult to recover.

Walk room by room with the tenant, photograph every wall, floor, fixture, and appliance, and note pre-existing condition on the inspection form. Without dated move-in photos, every move-out deduction becomes a 'was that there when I moved in?' dispute in small claims.

Sign and date the move-in inspection form together. Capture a separate signed line for key and fob receipt listing each item issued. File both in the tenant folder per state retention (typically 3-7 years post-move-out).

Put the 30-day check-in on the property manager's calendar before closing the move-in run. Early-tenancy issues — appliance hiccups, neighbor noise, parking confusion — surface in the first month and are cheaper to resolve before they become renewal-decision points.