How to Create Move-In Packets That Actually Get Read

Most move-in packets are 20 pages of fine print that go straight into a drawer — or the recycling bin. That's a problem, because the first week in a new rental is when tenants need the most practical information: when is trash day, who do I call for emergencies, where do I park?

The fix isn't writing more. It's writing less, making it specific to the actual property, and formatting it so people can scan it in 30 seconds. Here's how to build a move-in packet that tenants will actually keep pinned to their fridge.

Rule 1: Keep It to 2–4 Pages

If your move-in packet is longer than 4 pages, tenants won't read it. They're unpacking boxes, setting up utilities, and figuring out which key opens which door. They don't have time for a manual.

Focus on information they need in their first 7 days. Everything else — lease addendums, community bylaws, maintenance request procedures — can live in a digital document or tenant portal they'll reference later.

What to Include (And What to Leave Out)

Here are the six sections that belong in every move-in packet, ranked by how urgently the tenant needs them.

1. Trash and Recycling Schedule

This is the number one question new tenants ask: “When is trash day?” It seems trivial, but getting it wrong means overflowing bins, missed pickups, and frustrated neighbors. And in cities with bi-weekly recycling, it's genuinely confusing.

Your move-in packet should include:

• The exact pickup day for that specific address (not a general zone)
• Whether recycling is weekly or bi-weekly, and which week is which
• What goes in each bin (trash, recycling, green waste/compost)
• When to put bins out (most cities: by 6 AM) and bring them back (by 6 PM)
• Holiday adjustments — at minimum, a note that holidays shift collection by one day

2. Utility Setup Contacts

New tenants need to set up electric, gas, water, and internet — usually within a day or two of moving in. Don't make them Google it. Include:

• Electric: Provider name, phone number, website
• Gas: Provider name, phone number (if separate from electric)
• Water: Provider or note that it's included in rent
• Internet: Available providers and any prewired details

If you know the account numbers or service addresses tenants will need when calling, include those too. It saves them a call back to you.

3. Emergency and Maintenance Contacts

A burst pipe at 2 AM is not the time for a tenant to search through emails for your phone number. Make this section impossible to miss:

• Emergency maintenance line (after-hours number if different from daytime)
• Non-emergency maintenance — how to submit a request (portal, email, phone)
• Property manager contact — name, phone, email
• Fire/police/ambulance — 911, but also the non-emergency police line

4. Parking Rules

Parking is the second most common source of tenant frustration after maintenance issues. Cover:

• Assigned spot number (if applicable)
• Guest parking rules and where visitors should park
• Street parking restrictions (permit zones, street sweeping days)
• Towing policy for unauthorized vehicles

5. Mail and Package Delivery

This one is often overlooked but matters a lot in the first week when tenants are updating their address everywhere. Include the mailbox location and key (if separate from unit key), the package delivery area or locker system, and any instructions for large deliveries. If the property has a specific USPS address format (unit vs. apartment vs. suite), spell it out.

6. Community Rules (The Short Version)

Keep this to the rules that actually matter in day-to-day life:

• Quiet hours
• Pet policies (if applicable)
• Laundry room hours and payment method
• Pool/gym/amenity access and any reservation system
• Smoking policy

Don't reproduce the full lease. Just hit the points that will affect their first week. Link to a full community handbook online if you have one.

Formatting Tips That Make a Difference

The content matters, but how you present it determines whether it gets read. A few rules:

• Use headers and bullet points — tenants will scan, not read. Make every section findable in 5 seconds.
• Put the most time-sensitive info on page 1 — trash day, emergency contacts, and utility setup should be front and center.
• Make it address-specific — a generic packet for all your properties is less useful than one customized for the actual unit. The trash schedule, utility providers, and parking details vary by address.
• Include a digital copy — email the packet and hand them a printed copy. Some people lose paper; some ignore email. Cover both.
• Brand it lightly — your company name and logo at the top, but keep the design clean. This is a reference document, not marketing material.

Automate the Hardest Part

The hardest section to keep accurate is the trash and recycling schedule. It changes address by address, recycling weeks rotate, and holidays shift everything. Manually looking up and formatting this information for every new move-in is tedious and error-prone.

TrashAlert Portfolio solves this by generating the trash section of your move-in packet automatically. Upload your property addresses once. For each new move-in, generate a PDF that includes the exact schedule, bin instructions, and holiday calendar for that specific unit. It takes 10 seconds and it's always accurate.

You can also check out our full guide to automating trash schedules for your property portfolio.

Frequently Asked Questions