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.

Use AppFolio, Buildium, or DocuSign. Route to all adult occupants — every adult in the unit signs as a leaseholder, not just the primary applicant. Include the lease, all disclosures, house rules, and the pet addendum if applicable.

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.

Confirm coverage minimums per the lease (commonly $100k liability, $15k-25k contents) and that the policy is effective on or before move-in day. Add the property management entity as an interested party so cancellations route to the office.

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.

Issue unit keys, mailbox key, garage remote, amenity fob, and any pool/gym access cards. Have the tenant sign the key receipt listing each item by serial or count — recovering missing fobs at move-out is much easier with a written baseline.

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.

Cover the due date, the grace period (state-defined; CA is 3 days, many states none), the late fee per the lease, and NSF fees. Show where prorated first-month rent appears on the ledger so it doesn't read as a missed payment.

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).

HVAC filter changes (quarterly), lawn care if SFR, snow removal if local ordinance shifts to occupant, garbage disposal use, drain care, and reporting leaks early. Frame these as habitability and warranty obligations under the lease — not optional housekeeping.

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.

Create the ticket in the PMS work-order module, attach the tenant's notes, and dispatch to the appropriate vendor with a current COI. Close the loop with the tenant once scheduled — silence after a complaint is the single most common renewal-risk signal.