Lease Welcome / Move-In Instructions
Welcome a new tenant and provide move-in instructions, key pickup details, and portal setup.
Includes required fields, attachments, and recipients
Takes <30 seconds. No setup required.
What this workflow standardizes
Operational outcomes
- Sends move-in instructions and a welcome message to a new tenant ahead of their lease start date.
- New tenant welcome email
- Move-in day instructions
- Lease start onboarding
Fields your team can fill in
To
Add recipients
Cc
Add recipients
Bcc
Add recipients
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 handles
The workflow prepares the operational details your team should not have to rebuild by hand.
- 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
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
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.
Install this workflow →
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.
Explore Solutions By Role
Operations
See how Toggles helps operations teams standardize repeatable client emails in Outlook.
Customer Success
See how Toggles helps customer success teams standardize repeatable client emails in Outlook.
Legal
See how Toggles helps legal teams standardize repeatable client emails in Outlook.
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.
Helpful Resources
5 Everyday Email Tasks You're Wasting Time On (And How to Fix Them)
Discover how professionals can save hours each week by automating repetitive email tasks, ensuring consistency, and improving communication quality with Toggles for Outlook.
Toggles for Outlook Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook.
Toggles Business Pro Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook for your team with Business Pro.