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Moving tenants in

You’ve found tenants for your space, you've agreed a lease or licence (Follow this link to read more about landlord/tenant agreements), now it’s time to move them into your building. When moving in new tenants you need to have made decisions on what they can access or change, if there is anything they need to install, and whether you have a complete inventory of the space for use when tenants move out. You will also need to consider the practicalities of the move and any signage which may need changing. An induction process and tenants handbook will help your new tenants settle in and hopefully prevent your staff from having to answer the same questions over and over again!

 

Checklist for moving in new tenants

 

  • are there any restrictions on where a tenant can put their furniture eg. are there service access panels or fire escape routes that need to be kept clear?
  • does the tenant need to fit a phone line or broadband connection? You may wish to provide access for this to be fitted before they move in
  • have you got an inventory and set of photos of the space for use in determining dilapidations when they move out?
  • is there any signage in communal areas that needs updating? You may need to get tenant logos etc. well in advance
  • is there parking for a removals van? If not, ensure that the van will not block access for other tenants, or fire escape routes
  • can you dedicate one lift to the removals team on the move day? This is a sensible health and safety precaution and makes the move quicker
  • have you got a complete set of keys to give the tenant? Ensure that you keep at least one set of originals for every lock

 

Induction

Providing an induction to new tenants, covering how to operate alarms or book a meeting room, for example, will save you time in the long run. You might want to give this induction to the one or two key personnel that you will liaise with, or the office manager if there is one.

Tenant's handbook

A tenant’s handbook setting out how the space is to be used and the day-to-day management of the premises is a useful guide for the tenant to refer to (and to save you having to answer the same questions time and time again!)
 
A tenant’s handbook should cover:

 

  • entrance to the building and security
  • health and safety, including fire, regulations
  • disability access and awareness 
  • energy and water efficiency
  • waste management and recycling 
  • cleaning 
  • the use of communal areas 
  • the use of shared resources 
  • internet and communications technology 
  • landlord contact information 
  • queries and resolving disputes 
  • renewal or termination of agreements

Bear in mind that people do not always get round to reading ‘useful guides’.  Even if you have a handbook, talking a new tenant through the key points in an induction is worthwhile.