Your New Tenant Is Official—Now What? A Step-by-Step Move-In Guide

The lease is signed, the unit is spoken for, and you’ve officially secured your next tenant, but that doesn’t mean it’s time to relax just yet. The brief window between lease execution and move-in day is one of the most important phases of the rental process. It’s your opportunity to protect yourself legally, document the condition of the unit, and start the new tenancy on the right foot.

This guide outlines exactly what to do after the lease is signed, but before you hand over the keys, to ensure a smooth, compliant, and conflict-free move-in.

1. Confirm Move-In Date and Initial Payment Receipt

Now that the lease is signed, take a moment to verify two key details before delivering possession:

1. The agreed-upon move-in date (as listed in the Summary of Key Information), and

2. That you've received all required initial payments, including:

   • First month's rent (or prorated amount)

   • Security deposit (within AB 12 limits)

Per the BPOA lease, these payment amounts should already be itemized before lease execution. However, it’s your responsibility to confirm receipt of these funds before turning over keys or access devices.

Best Practices

• Use a rent ledger or email confirmation to record what has been received

• Don’t deliver possession—even early access for cleaning or measurements—until payment clears

• Retain payment receipts and any relevant correspondence for your records

2. Prepare the Unit for Possession

Before the tenant takes possession, ensure the unit is clean, functional, and ready for immediate occupancy. Even if the prior tenant left it in good condition, you’re responsible for delivering the unit in a habitable and professionally presented state.

Best Practices

• Perform a final walk-through to test plumbing, appliances, locks, and lighting

• Remove any forgotten personal property from closets, cabinets, or garages

• Test smoke and CO alarms, and change CO device batteries if needed

• Ensure the unit has been cleaned to a reasonable standard

• Leave any necessary welcome materials or move-in instructions

If you plan to provide keys, fobs, garage remotes, or access codes, double-check that all access points function properly and are labeled or explained.

3. Conduct a Move-In Inspection

Before you hand over the keys, schedule a thorough move-in inspection of the unit. This is your best opportunity to document the unit’s condition at the start of the tenancy, which is critical for compliance under AB 2801 and for protecting yourself against future deposit disputes.

Use BPOA’s Move-In Inspection Form to walk the unit and note existing wear and tear, defects, or conditions that may be misinterpreted as damage later.

Best Practices

• Take clear, time- and date-stamped photos of every room, appliance, and fixture

• Share the inspection form and photo set with the tenant

• Encourage the tenant to add their own notes or photos within the first 48 hours

• Save everything in your records—even if you don’t expect issues

AB 2801 requires photo documentation at move-in for tenancies beginning July 1, 2025, or later—but it’s wise to adopt this practice now.

4. Deliver Possession

Once you’ve confirmed payment, completed your inspection, and prepared the unit, you’re ready to hand over possession. Under California law, this means giving the tenant the right to enter, occupy, and control the unit on the lease start date, or sooner, if you’ve agreed in writing.

Possession is typically delivered by handing over keys, fobs, access codes, garage remotes, or other entry tools.

Best Practices

• Only deliver possession after full payment has been received and cleared

• Do not allow early entry for cleaning, furniture delivery, or key pickup unless you’ve documented it as a prepossession arrangement

• Consider photographing or logging which items you deliver (e.g., 2 front door keys, 1 mailbox key, 1 garage remote)

• Email the tenant a brief “possession delivered” confirmation for your records

Once possession is delivered, the tenancy is considered active, even if the tenant hasn’t physically moved in yet.

5. File Registration with the Rent Board

In Berkeley, you must file registration paperwork with the Rent Board when a new tenancy begins, whether the unit is fully or partially covered under the Rent Stabilization Ordinance.

This step is essential for maintaining compliance and ensuring your rent is recognized as lawful.

Fully Covered Units

Submit a Vacancy Registration within 15 days of the new tenant taking possession. This sets the new rent ceiling and updates the Rent Board’s records.

Partially Covered Units

File a Registration Statement for Partially Covered Units within 15 days of placing a new tenant. This form also covers updates to ownership, management, or mailing address.

Best Practices

• Confirm your unit’s coverage classification before filing

• Use the versions of the registration forms available in the BPOA Forms Library

• Retain a digital or physical copy of your completed forms for your records

6. Create a Smooth Onboarding Experience

First impressions matter. After possession has been delivered and registration filed, a brief onboarding message or checklist can go a long way toward setting the tone for a cooperative tenancy. This is your chance to ensure the tenant understands expectations, communication procedures, and how to get help if something goes wrong.

Best Practices

• Send a brief welcome email or printed note with:

  • Rent due date and how to pay

  • Contact info for routine maintenance and urgent repairs

  • Garbage/recycling schedule and laundry rules (if applicable)

  • Reminder about house rules or posted signage

• If applicable, explain how to use smart locks, intercoms, or mail/package rooms

Early guidance can prevent unnecessary texts, complaints, or confusion later. Tenants appreciate knowing what’s expected and where to turn when something breaks.

Starting a new tenancy on the right foot doesn’t require extra work, just thoughtful follow-through. By staying organized between lease signing and move-in, you reduce your risk of disputes, reinforce expectations early, and set the stage for a more successful rental experience for everyone involved.