5 Things Every New Landlord Should Do Before Handing Over the Keys 

Becoming a landlord is an exciting step—whether you’re renting out a single property or building a long-term real estate portfolio. But before you hand over the keys and start collecting rent, a little preparation can make the difference between a smooth tenancy and costly headaches later. 

Successful landlords don’t wait for problems to arise—they put systems in place early to protect their investment, their time, and their income. 

Here are five essential steps every new landlord should take before a tenant ever moves in. 

1. Understand Your Landlord-Tenant Obligations 

Before advertising your property or signing a lease, it’s important to understand the general landlord-tenant rules that apply in your state and local area. These laws outline basic responsibilities related to security deposits, notices, maintenance, and eviction procedures. 

Missteps—such as improper notices or handling deposits incorrectly—can delay enforcement actions or weaken your position if a dispute arises later. 

Key areas to familiarize yourself with include: 

• Security deposit handling and documentation 

• Notice requirements for entry or non-renewal 

• Maintenance and habitability standards 

• Lawful eviction procedures 

  
  

Why this matters: When landlords follow proper procedures from day one, they are in a much stronger position if rent goes unpaid or court action becomes necessary. 

👉 Landlords who need guidance after a tenant defaults or a judgment is entered may benefit from working with a judgment recovery professional to explore next steps. 

2. Use a Clear, Well-Structured Lease Agreement 

Your lease agreement is one of the most important documents in your rental business. It sets expectations, outlines responsibilities, and becomes a key piece of evidence if enforcement is ever required. 

A strong lease clearly addresses: 

• Rent amount, due dates, and late fees 

• Security deposit terms 

• Maintenance responsibilities 

• Occupancy limits and guest policies 

• Pet rules, parking, and storage 

• Move-out and cleaning requirements 

  
  

Generic or poorly written leases often leave gaps that create confusion—or disputes—later. 

👉 If you’re unsure whether your lease language is clear or enforceable, having your lease reviewed or professionally structured can help reduce future collection and compliance issues.   

3. Document the Property Condition Thoroughly 

Before move-in, document the condition of the property in detail. This step protects landlords if there is damage, unpaid rent, or a security deposit dispute at move-out. 

Best practices include: 

• Completing a written move-in inspection checklist 

• Taking dated photos and videos of all rooms and fixtures 

• Having both parties acknowledge the documented condition 

  
  

Accurate documentation strengthens your position if you need to pursue damages or present evidence in court.  Clear records also make post-judgment recovery easier by supporting the amounts awarded by the court. 

4. Set Up Rent, Records, and Follow-Up Systems 

Rental property is a business—and businesses run best with systems in place. 

Before move-in, landlords should: 

• Separate rental finances from personal accounts 

• Establish clear rent payment methods and due dates 

• Track payments, notices, and communications 

• Maintain organized records for each tenant 

  
  

When rent issues arise, consistent documentation and follow-up are critical. If rent goes unpaid and informal reminders fail, a professionally written demand letter can often prompt resolution before court becomes necessary. 

5. Prepare the Property for a Smooth, Compliant Move-In 

A safe, clean, and properly maintained unit helps prevent disputes and liability issues. 

Before handing over the keys: 

• Test smoke and carbon monoxide detectors 

• Change or rekey all exterior locks 

• Check plumbing, appliances, and electrical systems 

• Ensure the unit is clean and move-in ready 

  
  

Providing clear move-in information—such as contact details and maintenance procedures—also sets a professional tone from the start. 

Final Thoughts: Preparation Protects Your Investment 

Being a landlord isn’t just about collecting rent—it’s about running a well-documented, compliant operation. Taking these steps before move-in helps reduce disputes, improve tenant relationships, and protect your ability to enforce your rights if problems arise. 

And while preparation helps prevent issues, not every situation can be avoided. 

If you’ve already obtained a court judgment for unpaid rent or damages, recovery is still possible. The key is to know what steps come next.  After you receive a judgment, contact Justice Judgment Recovery to discuss recovery options and next steps toward collecting what you’re owed.