New tenants are rolling in; are you set, or just hoping for the best? In Memphis, where turnovers happen fast and word travels faster, a sloppy move-in can wreck your rep before the ink’s dry.
You’ve got the unit cleaned, sure. But did you catch the city code quirks? What about that sticky HVAC system that hates Memphis humidity? A solid checklist isn’t just smart; it’s your insurance against headaches and hold-ups.
The best landlords don’t wing it. They prep like pros, protect their assets, and impress tenants from day one. Want rent paid on time and fewer 2 a.m. calls? It all starts before the lease kicks in.
We Can Help: Let’s go through our move-in checklist for landlords.
Rental Property Preparation: Check The Day
Even the most organized lease can unravel fast without a clear plan for move-in day. In Memphis, where weather, traffic, and building layouts vary wildly between neighborhoods like South Memphis and Germantown, it’s smart to spell out exactly how the first day should unfold, so tenants aren’t left guessing or blowing up your phone at 8 a.m.
Start by confirming the exact date and time the tenant can access the unit. If you’re meeting in person to hand over keys, be punctual and bring all documents.
If you’re using a lockbox or smart entry, double-check that codes are correct and provide clear, step-by-step instructions. Include photos if necessary, especially for back entrances, side gates, or hard-to-spot units in multi-family buildings.
Inform tenants of any quirks they might face during move-in:
- Tight stairwells
- Limited street parking
- HOA rules about moving trucks
- Gated entry systems that require buzz-in or access from a specific entrance
- Shared spaces like lobbies or hallways that must be kept clear during the move
If your property’s in a gated community or high-rise, coordinate access codes or elevator reservations in advance. In some areas of Memphis, a simple heads-up about trash pickup days or alley access can save serious frustration.
Also, make sure utilities are active and functioning before move-in, even if the tenant will be transferring them. Walking into a hot, dark unit with no water sets the wrong tone, especially during a Memphis summer.
Inspect and Repair
As part of your rental property preparation, the property should be spotless not just in appearance but in function. Memphis weather extremes (humid summers, stormy springs, and the occasional ice snap) mean landlords need to go beyond cosmetic fixes. Start with a full interior and exterior inspection. Test every:
- Light switch
- Faucet
- Outlet
- Appliance
- Garage door opener
- Toilet flush
Don’t stop at a surface-level landlord move-in inspection. Look under sinks for leaks, check for drafts around windows, and test the water pressure.
Doors should shut fully, locks should operate smoothly, and smoke detectors should have fresh batteries. In a city where tenant expectations are rising, a single overlooked issue can lead to a stream of maintenance calls or, worse, a soured relationship before the lease even settles. If that all sounds overwhelming, you can always hire a property management company.
Deep Clean Everything
Clean isn’t optional; it’s your reputation walking through the door before your tenant does. A surface wipe-down doesn’t cut it in today’s rental market, especially in competitive Memphis neighborhoods like Cooper-Young or Harbor Town where renters have plenty of options.
Go beyond “clean enough” and deliver a space that feels fresh, sanitized, and move-in ready from top to bottom.
Start with the basics:
- Scrub floors
- Sanitize bathrooms
- Degrease kitchen appliances
- Vacuum carpets thoroughly
- Wipe down walls and baseboards
- Steam clean tile grout and bathtub edges
But also hit the often-skipped areas:
- Inside cabinets
- Along baseboards
- Ceiling fan blades
- Air vents
- Behind appliances
- Under radiators or heating units
- Behind the toilet and around plumbing fixtures
If the unit sat empty for a while or you had construction work done, dust and debris can linger even if it looks tidy on the surface.
For properties that include amenities like fireplaces, balconies, or garages, those spaces need equal attention. A dusty utility closet or cobwebbed outdoor light fixture tells tenants that details don’t matter to you. And in a city like Memphis, where heat and humidity can quickly lead to musty odors or mildew, a deep clean also helps prevent the early return of mold or pests.
Document Condition
Before your new tenant unloads a single box, walk through the property and capture its exact condition in detail. This isn’t busywork. It’s the foundation of your legal protection and your credibility.
Note the condition of walls, floors, doors, windows, blinds, and anything that might wear over time. If there’s a scratch on the hardwood in the dining room or a chip in the bathroom sink, record it.
Even minor imperfections should be logged. In older properties, small quirks are common, but tenants shouldn’t be blamed for what was already there.
Photos are essential. Take wide-angle shots of each room and close-ups of any existing damage. Include timestamps. Then have the tenant walk through with you and sign off on the checklist and photos. Provide them a copy and store your own securely-digitally and in print if possible.
If your property includes outdoor areas, don’t skip them. Document fence lines, landscaping, patios, and any detached structures like garages or sheds. Memphis storms can do a number on exteriors, and it’s best to have a visual record showing the baseline condition.
Check Security
When your Memphis tenants walk through the door for the first time, they should feel safe, not start mentally tallying what’s missing. Whether your property’s in a quiet cul-de-sac in Bartlett or a high-traffic area near Downtown, a thorough security check is non-negotiable before move-in.
Rekey or replace every lock. Even if the previous tenant seemed trustworthy, you can’t assume spare keys aren’t still out there. Test every deadbolt, door handle, and sliding glass lock for smooth operation.
Make sure windows latch properly and screens aren’t ripped or missing. Any exterior door should close fully and feel solid, not wobbly or hollow.
Next, check outdoor lighting. Entryways, driveways, and walkways should be well-lit.
Replace dim bulbs and consider motion-sensor lights for added peace of mind, especially in neighborhoods where porch activity tends to spike at night. Don’t overlook backyards or side alleys; dark corners are invitations for trouble.
If your unit includes an alarm system, video doorbell, or smart security features, make sure everything works and is ready for transfer. Provide instructions for how to use these systems and confirm the tenant’s access.
If not, consider installing a simple battery-powered doorbell camera or reinforcing doors with extra strike plates. These small upgrades offer high return in tenant satisfaction and retention.
Create Your Tenant Welcome Package
The move-in experience sets the tone for your entire landlord-tenant relationship, and nothing builds goodwill faster than a well-thought-out welcome package.
Memphis renters, especially those relocating from out of state or settling into neighborhoods like South Main or Berclair, appreciate when their new landlord anticipates questions before they need to ask them and landlord tenant responsibilities are made clear.
Start with the essentials:
- Copies of the signed lease
- The move-in condition report
- Utility provider info
- Maintenance request instructions
- Emergency contact numbers
- Your preferred communication method
Include trash and recycling schedules, details about pest control service dates, and how to reset appliances or smart features if applicable. If your unit includes a security system, provide access instructions and reset codes.
Then add a personal touch. A small gift card to a local coffee shop, a map of the area, or a one-page guide to neighborhood highlights (like the best barbecue joints or parks) can go a long way in showing tenants they’re more than just a rent check. Tenants moving into family neighborhoods like Cordova or East Memphis will especially value tips on schools, markets, and public transit.
Communicate Properly
Before move-in, outline how tenants should reach you, what hours you’re available, and how quickly they can expect a response. If you use a property management portal, make sure they know how to submit requests, track payments, and upload documents. Not every tenant will ask, but confusion in this area leads to missed messages and growing frustration down the road.
Be specific about what qualifies as an emergency. Is a leaking faucet urgent at 9 p.m.? What about a broken A/C in July?
Memphis summers don’t play, and tenants need to know you have a plan. Provide backup contacts for after-hours situations if you’re not managing the property full time, and put that information in writing, not just in a text.
Also consider tone. Professional doesn’t mean distant. A warm, responsive style helps renters feel heard without giving up your authority. If you’re managing multiple properties around the 901, systems matter, but so does the feeling your tenants get when they interact with you.
Make a Plan For Preventative Maintenance
Don’t wait for your Memphis tenant to report an issue, build a routine that keeps problems from happening in the first place. This kind of foresight not only extends the life of your property’s systems but also earns tenant trust early in the lease.
Start with HVAC. Memphis heat is no joke, and if your air conditioning goes out in August, you’re not just fielding a complaint. You’re facing a credibility crisis.
Have the system inspected, filters replaced, and ductwork cleaned if necessary before move-in. The same applies to plumbing: check for slow drains, leaking faucets, or low water pressure now rather than getting an emergency call later.
Water heaters, appliances, and smoke detectors should be on a rotating schedule for inspection. Replace batteries and filters, clear lint from dryer vents, and test all carbon monoxide detectors. If you include a refrigerator with an ice maker or water line, confirm it isn’t leaking behind the scenes. In homes across East Memphis or Raleigh, where infrastructure may be older, these behind-the-wall issues can spiral fast without proactive checks.
You should also line up vendors ahead of time (HVAC techs, plumbers, electricians) so you’re not scrambling during a crisis. Document these contacts and include them in your landlord files or tenant welcome packet.
Watch Out for Pets
If your new tenants are bringing pets, don’t wait for problems to arise: plan for them upfront. Pet-friendliness can be a major advantage, but it also comes with responsibilities on both sides. As a landlord, you need to prep the unit for animal occupancy just as carefully as you do for humans.
Start by confirming the details: What kind of pets are coming, how many, and are there size or breed restrictions in your lease? If you haven’t already collected a pet deposit or monthly pet rent, make sure those terms are documented and signed before move-in.
In older homes, check that fences are intact, screens are secure, and flooring is in good condition. Claw marks and accidents are much easier to prevent than repair.
Next, think about materials. Avoid leaving behind any pest control traps, cleaning chemicals, or tools that curious pets might get into. Ensure window blinds and cords are safely out of reach, and inspect your HVAC system; filters clogged with pet hair are a common maintenance call in pet-friendly units.
You can also include a pet-specific section in your tenant welcome package. Provide info on nearby:
- Dog parks
- Emergency vets
- Waste disposal guidelines
- Local leash laws and pet ordinances
- Pet supply stores
- Walking trails
In communities like Cooper-Young, where walkability is high and pet ownership is common, this shows you understand the lifestyle and value your tenant’s entire household.
Move-in Checklist for Landlords: Now You Know
With this move-in checklist for landlords, you shouldn’t have a problem getting your new tenants set up.
Ready to welcome your next tenant without a hitch? Reedy & Company has you covered from keys to contracts. Whether you’re managing one home or a hundred, our move-in expertise and 3,500+ properties across the Mid-South prove we don’t just manage; we optimize. Let our in-house leasing, maintenance, and collections teams do the heavy lifting so you can focus on growing your portfolio, not chasing repairs.
