PG Tenant Onboarding Checklist: What to Do Before and After Move-In

Most PG problems begin on move-in day: a deposit nobody wrote down, a room that was never checked, a rule nobody explained. A simple checklist, done the same way for every tenant, prevents most of them.

Before move-in

• Confirm the details: room and bed, rent, deposit, move-in date and notice period.
• Share the key terms in writing (a message is fine), so there are no surprises on the day.
• Prepare the room: clean, working lights, fans and locks, fresh linen if provided.
• Prepare the paperwork: agreement, house rules and a receipt book or digital receipt. Our agreement generator and receipt generator are free.

Documents to collect

• A government photo ID (keep a copy and treat it as private)
• A recent photo
• Student ID or employer details (company name, address, HR or manager contact)
• An emergency contact, preferably a parent or relative
• Any verification your local rules require. Ask your local police station what applies in your area.

Store these digitally and securely, and only collect what you need. Do not share a tenant's documents with anyone who has no reason to see them.

On move-in day

1. Walk through the room together. Note any existing marks or damage, and take dated photos. Both sign or acknowledge.
2. Take the deposit and first rent. Give a receipt for each straight away.
3. Sign the agreement. Give the tenant a copy.
4. Go through the house rules in two minutes: timings, visitors, noise, electricity and notice. See our sample rules.
5. Hand over keys and note how many you gave.
6. Show the basics: Wi-Fi, laundry, kitchen rules, where to raise a complaint and who to call in an emergency.

Record it in your system

Enter the tenant right away, with the bed, rent, due date, deposit and documents. In PG ZONE, a complete record for each tenant, bed allocation and automatic rent reminders start from the first day. If you are moving from Excel, you can import your existing tenants in bulk.

In the first week

• Check in: "Is everything working? Anything missing?" Fix problems fast, because this shapes how long they stay.
• Add the tenant to the PG's announcement group, if you have one.
• Confirm the rent due date and how reminders will reach them.

Why it pays off

Good onboarding shows a new tenant that you run an organised PG. They are more likely to pay on time, follow the rules and stay longer, and each month they stay is a bed you did not have to refill. See also how to fill vacant beds.

Frequently asked questions

What documents should I collect from a new tenant?

Usually a photo ID, a photo, student or employer details and an emergency contact. Also check what your local rules require.

Should I take a security deposit?

Most PGs do. Write the amount and terms in the agreement and give a receipt. See our deposit guide for details.

How long does onboarding take?

With the agreement, rules and receipt ready, usually around 15 to 20 minutes per tenant.