First-time landlord checklist: what to do before your tenant moves in

Becoming a landlord for the first time is exciting — and a little overwhelming. There's a lot to set up before a tenant moves in, and missing something early can create problems that are hard to fix later. This checklist walks through everything you need to have in place, from the legal paperwork to the practical details that protect both you and your tenant.

1. Understand your local landlord-tenant laws

Landlord-tenant law is jurisdiction-specific. The rules in your city or region govern how much notice you must give for rent increases, what deposits you can collect, how evictions work, and what your repair obligations are. Before you do anything else, look up the legislation that applies where your property is located.

Key things to understand in your jurisdiction: rent increase rules, required notice periods, what you can and can't deduct from deposits, eviction procedures, and your maintenance obligations. Many areas have a government housing authority or landlord-tenant board that publishes plain-language guides for new landlords — start there.

2. Get landlord insurance

Your existing home insurance policy almost certainly does not cover a rental unit — even if it's in the same building. Landlord insurance (also called rental property insurance) covers:

Property damage caused by tenants
Loss of rental income if the unit becomes uninhabitable due to a covered event
Liability if a tenant or visitor is injured on the property

Contact your insurer before your tenant moves in and confirm your coverage. Getting the right policy before you need it is dramatically easier than making a claim after.

3. Prepare the unit

Before a tenant takes possession, the unit must be clean, safe, and in good repair. A pre-tenancy inspection protects you as much as it does the tenant.

Walk through the unit and check:

All appliances work (fridge, stove, dishwasher, washer/dryer if included)
Heating and cooling systems are functional
Plumbing has no leaks and hot water is working
All locks work, including deadbolts and window locks
Smoke detectors and carbon monoxide detectors are installed and functional
No visible mold, water damage, or pest evidence
All lights and electrical outlets work

Fix anything that needs fixing before the tenant arrives. Handing over a unit with known issues creates liability and starts the relationship on a bad note.

4. Document the condition with a move-in inspection

Complete a move-in inspection report with your tenant before or on the day they take possession. Walk through every room together and note the condition of:

Walls, ceilings, and floors
Doors and windows
Appliances
Fixtures and faucets
Any existing damage or wear

Both you and the tenant sign the report. Take photos or a video walkthrough as well. This is your reference point if there's a dispute over damage when the tenant eventually moves out.

In many jurisdictions, a signed move-in inspection is legally required for a landlord to make any deductions from a security deposit.

5. Use the right lease agreement

Every jurisdiction has rules about what a lease must contain — and in some places, there's a mandatory standard form you're required to use. Using a homemade lease that contradicts local landlord-tenant law is typically unenforceable, or worse, the illegal clause is simply struck out while the rest of the lease remains in force against you.

At minimum, your lease should specify:

The rent amount and payment due date
What's included (utilities, parking, storage)
The lease term (fixed-term or month-to-month)
Rules around pets, smoking, and subletting
Notice periods for ending the tenancy

Check whether your jurisdiction has a standard or mandatory form, and use it if one exists.

6. Collect the right deposits

What you can legally collect before or at move-in varies by jurisdiction. Some allow a security deposit (often capped at one or two months' rent). Some allow last month's rent only. Some allow both. Some prohibit deposits entirely.

Collecting more than the law allows, or collecting a prohibited deposit type, can result in an order to repay it with interest. Look up the rules for your specific location before asking for any money upfront.

Whatever you collect, document it in writing — the amount, the date, and what it's held for — and give the tenant a receipt.

7. Set up rent collection

Decide how you'll collect rent before your tenant moves in and put the method in the lease. Common options:

Bank transfer or e-transfer — simple and common, but requires you to track each payment manually
Pre-authorized debit — more reliable, reduces the chance of missed payments
Cheque — still used, but slow and creates more admin
Online invoicing — professional, automated, and gives the tenant a payment link by email

Whatever method you use, keep a clear record of every payment received — date, amount, and which month it covers. This ledger is essential if a dispute ever goes to tribunal.

8. Know your repair responsibilities

As a landlord, you are legally required to maintain the rental unit in a good state of repair. This means responding to maintenance issues that affect habitability — heat, water, structural integrity, appliances you've included in the lease.

Cosmetic issues and damage caused by the tenant are handled differently. Set up a way for tenants to report maintenance issues in writing (even a text thread works) so you have a record of what was reported and when you responded.

9. Get your tenant's information on file

Before move-in, confirm you have:

Full legal name (matching government ID)
Phone number
Email address
Emergency contact
Vehicle information (if parking is included)

You'll need the phone number for any urgent communications and the email if you're using digital invoicing. Having an emergency contact is useful if the tenant becomes unreachable.

10. Understand how to end a tenancy

This sounds premature, but knowing the rules before problems arise saves a lot of stress. In most jurisdictions, you cannot simply ask a tenant to leave — there's a formal process involving proper notice periods, valid legal grounds, and often a tribunal or board if the tenant disputes the eviction.

Knowing the process early means you won't make decisions based on what you assume you can do. A mistake in the eviction process can reset the clock by months.

Before your first tenant moves in

[ ] Confirmed insurance covers the rental unit
[ ] Unit cleaned, repaired, and all appliances working
[ ] Smoke and CO detectors installed and tested
[ ] Move-in inspection completed and signed by both parties
[ ] Signed lease using the correct local form
[ ] Deposits collected within legal limits
[ ] Rent collection method agreed and documented
[ ] Tenant's full contact information on file
[ ] Basic understanding of local landlord-tenant law

Getting this right the first time makes every subsequent tenancy easier. The paperwork and preparation that feels like overhead upfront is what protects you when something goes wrong.

Onsite helps first-time landlords stay organized from day one — property records, tenant profiles, maintenance tickets, and rent tracking in one place, free for up to two properties.