Check-in confirmation

When to use it

• Check-in is booked and the keys, inventory and meters are arranged.
• The tenant needs to know where to be and what, if anything, to bring.
• You want a written time that matches the one in the diary.

How to adapt it

1. Copy the template into a draft, not into a live send.
2. Replace every bracket with a fact from the file. If you do not have the fact, delete the sentence.
3. Read it once as the client. Take out anything you would not say on the phone.
4. Send it only after a person has approved the final text, from the right account.

Copy this draft

Subject: Check-in — [address] — [day] at [time]

Hello [first name],

Check-in at [address] is on [day] at [time]. Please come to [meeting point].

We will walk through the inventory, read the meters, and give you [keys / fobs] and the information for [heating / bins / parking — only the items you will actually hand over].

Please allow [time you really need]. If you are delayed, call [phone] so the property is not left open.

[Your name]

Before you send it

• Do not include the alarm code in this email if a text or an in-person handover is your rule.
• US move-in notes can add the leasing office and the utility companies the resident must call. Do not call it check-in if the staff say move-in.
• If the deposit is not yet protected, do not promise keys in this template until a person has cleared that step.

Questions