As soon as your booking is confirmed the in-house messaging system opens between the Tenant and Landlord. So what better time to say hi and organise the following:
Prepare a draft copy of the rental contract, agree on how to receive the Security Deposit (at check-in), and inform the Tenant which documents are necessary:
- passport, (obligatory)
- codice fiscal / Italian tax number, (obligatory)
- letter of employment, (if necessary)
- University Enrollment (if necessary)
ARRIVAL INSTRUCTIONS AND CHECK-IN TIME
Confirm the exact and full address and if necessary any specific details to find the property. Also ask the Tenant for their flight number so you can monitor their arrival and agree on a time to meet at the apartment.
Doing maintenance on your property and a deep clean before the tenant checks-in is always best. If done before check-in it is more professional, and usually costs less than if you do after they have checked-in, and in a hurry. Check out this for a Property Preparation Guide.
The day of Check-in
WALK THROUGH – Show the tenant how to use the apartment. The more time you invest in this introduction usually means less issues for you to deal with in the future. Check out this Arrival Checklist Guide.
SECURITY DEPOSIT – After a successful walk through and inspection the Tenant now pays you the Security Deposit as previously agreed by either:
- Cash – (give the tenant a receipt)
- PayPal – (you will need a Paypal account, VERIFY YOUR ACCOUNT IN ADVANCE)
- Bank transfer (Tenant should give you proof of successful transfer as it could take from 2-7 business days to clear.)
Usually this should be refunded in the same way you received it, or as agreed. We recommend Transferwise as it’s fast and has cheap fees, VERIFY YOUR ACCOUNT IN ADVANCE)
METER READINGS – The monthly rate most likely includes €100 of utilities, divided into a quantity of gas (in c/m), electricity (in kWh). Pay attention to where the meters are and how to read them. This will help you monitor consumption.
CONDITION REPORT – This should be done within the first 72 hours after check in. The Tenant will take photos and make a list (if necessary) of any existing damages and then send to you, the Landlord. This usually helps a smoother check out as now the Tenant knows they will be accountable for any new damages.
PROPERTY MAINTENANCE – Give the Tenant contact details of the person they should contact in case of any issues with the property. Check out this for a maintenance responibility guide.