Lease Welcome / Move-In Instructions Email Workflow for Outlook
Welcome a new tenant and provide move-in instructions, key pickup details, and portal setup. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the lease welcome / move-in instructions email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
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Subject
Welcome, tenant_first_name — Move-In Instructions for property_address
Hi tenant_first_name,
Welcome to your new home at property_address! We're glad to have you as a resident and want to make your move-in as smooth as possible. Here's everything you need to know for move_in_date.
KEY PICKUP
• key_pickup_instructions
UTILITIES
• utility_setup_notes
MOVE-IN CHECKLIST
A move-in condition checklist is attached. Please complete it within 5 days of taking possession and return a signed copy to our office — this protects you by documenting the condition of the unit before you moved in. Any pre-existing damage you note will not be charged against your security deposit at move-out.
YOUR TENANT PORTAL
We manage all maintenance requests, rent payments, and lease documents through our online tenant portal at portal_url. Please set up your account as soon as possible — it's the fastest way to reach us for non-emergency needs.
A FEW IMPORTANT REMINDERS
• Rent is due on the 1st of each month — a grace period and late fee schedule are detailed in your lease
• For maintenance emergencies (flooding, no heat, gas smell) call us immediately at me::phone
• Review your lease for rules regarding guests, parking, noise, and alterations to the unit
We want this to be a great experience. Don't hesitate to reach out at me::phone with any questions.
Workflow context
When to use this workflow
Use this workflow when a new tenant is preparing to move in and needs key pickup details, utility setup notes, portal access, and move-in checklist instructions.
What this replaces
This replaces piecing together tenant welcome emails, manually attaching checklists, and retyping move-in logistics for each unit.
Why teams standardize this email
Move-in emails reduce confusion and support a smoother tenant experience. Standardizing them helps property teams include the same required information every time.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the move-in welcome email in Outlook
- Prompts for tenant name, property address, move-in date, unit number, key pickup instructions, utility notes, portal URL, and phone number
- Adds a tenant and property-specific subject line
- Can include the configured move-in checklist attachment
- Keeps the email editable before sending
FAQ
Does Toggles create tenant portal accounts?
No. Toggles prepares the email and can include the portal URL. Account setup happens in your property management system.
Can move-in instructions vary by property?
Yes. Key pickup, utility notes, and portal details are entered into the draft and can be edited.
Can the checklist be included?
Yes. This workflow can include a configured move-in checklist attachment.
Email workflow audit
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How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
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Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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