How to Write Tenant Instructions: Structure and Ready-to-Use Checklist
Useful tenant instructions do not repeat the lease or catalogue every object in the home. They guide a person through the moments when precise, property-specific information prevents confusion.
Start with the tenant's real journey
Picture the first visit: finding the entrance, opening the door, connecting to Wi-Fi and using an unfamiliar appliance. Put information in the same order in which it will be needed.
The lease records rights and obligations. The guide explains practical actions: where to go, what to press and who to contact when the standard path fails.
- One section answers one practical question.
- Arrival and safety come before neighbourhood recommendations.
- Every contact includes a role and a reason to use it.
Use a structure that works on a phone
Lead with arrival and access, then cover connectivity, rooms, appliances, rules, utilities and departure. Short sections with descriptive headings are easier to scan than one continuous document.
| Section | Include | Keep out of open text |
|---|---|---|
| Arrival | Landmark, entrance and handover steps | Permanent access codes |
| Connectivity | Network instructions and support contact | Unnecessary personal data |
| Home | Meters, appliances, waste and parking | Internal owner notes |
| Departure | Keys, windows, readings and timing | Outdated requirements |
Write actions, not vague advice
“Use the hob carefully” does not help. A better instruction says: “Hold the power button for two seconds, select the cooking zone, then choose the heat level.” Concrete steps reduce mistakes.
A useful troubleshooting pattern
Give the normal action, one safe check, then the correct contact. Do not bury the reader in every rare failure mode.
Pre-send checklist
- The address and entrance landmark are correct.
- Arrival timing matches the agreement.
- Photos show the current entrance and appliances.
- Contacts are active and their roles are clear.
- No permanent access secret appears in open text.
- Rules are calm, specific and unambiguous.
- The guide has been checked on a phone.
- Departure steps are easy to find.
Keep one source current
Review the guide after an appliance replacement, a contact change or a new handover process. Change the updated date only after a meaningful edit.
WelcomeFlat organises verified property details into one mobile guide that can be previewed, published and updated without sending a new file.
Create a clear guide for your property
Put verified instructions in one mobile guide and keep them current at the same link.
Frequently asked questions
Should a home guide replace the tenancy agreement?
No. A home guide explains practical actions in the property; it does not replace legal terms or professional advice.
How often should the guide be reviewed?
Review it before every move-in and whenever access, appliances, contacts, rules or photos change.
Can sensitive access codes be included?
Permanent access secrets should not appear in open text. Share them through an appropriately protected process with the intended recipient.
