Before a tenant moves in: A landlord’s checklist
August 27, 2026
“References, credit checks, background checks, tenancy agreement… I have to do all that?”
Finding a tenant is only one part of starting a new tenancy.
Before the keys are handed over, there’s screening to complete, paperwork to prepare, legal requirements to meet, money to collect and quite a few smaller details to get right.
It can feel like a lot. So, what actually needs to happen before a tenant moves into your rental property?
1. Get the property ready to rent
Before advertising, make sure the property is ready for tenants and meets the standards required of a New Zealand rental property.
That includes complying with applicable building, health and safety requirements and the Healthy Homes Standards.
You’ll also want to check that everything is working as it should. Locks, lights, appliances supplied with the property, plumbing and other fixtures are much easier to deal with before move-in day than five minutes after it.
2. Advertise the property correctly
Even the advertisement itself comes with responsibilities.
Rental advertisements must include a rental price, and landlords need to be mindful of their obligations under the Human Rights Act when advertising and selecting tenants. You can choose the applicant you believe is most suitable, but you can’t discriminate.
Tenancy Services has useful guidance on advertising and selecting tenants.
3. Screen prospective tenants
Good tenant selection is about gathering enough relevant information to make an informed decision.
That includes:
- Confirming identity
- Checking previous landlord references
- Checking other relevant references
- Carrying out a credit check with the applicant’s consent
- Confirming relevant information provided in the application
- Considering the applicant against consistent selection criteria
There are privacy rules to consider here too. Landlords should only collect information that’s necessary for deciding whether someone is a suitable tenant and managing the tenancy.
The Office of the Privacy Commissioner provides specific guidance on what landlords can and can’t ask prospective tenants.
It’s also important not to think of a “background check” as permission to investigate anything and everything about an applicant. There are limits on what information is appropriate to collect and use.
4. Prepare the tenancy agreement
Once you’ve selected your tenant, it’s time to get everything properly documented.
Every tenancy agreement must be in writing and include the information required under the Residential Tenancies Act.
Among other things, this includes details about the landlord and tenant, the property, rent, bond, how rent will be paid and whether the tenancy is fixed-term or periodic.
The agreement also needs the required Healthy Homes compliance statement and other applicable statements.
Tenancy Services provides a residential tenancy agreement template that landlords can use.
5. Sort out the bond and rent
If you’re charging a bond, there are rules around how much can be charged and what happens to the money.
A landlord can charge a general bond of up to four weeks’ rent, as well as two week’s rent for a pet bond per household. The bond must then be lodged with Tenancy Services within the required timeframe.
There are also limits on rent in advance. A landlord can’t require more than two weeks’ rent in advance.
You can read the current requirements on the Tenancy Services rent, bond and bills pages.
6. Complete a property inspection report
Before the tenant moves their belongings in, document the condition of the property.
A thorough inspection report should record the condition of rooms, fixtures, fittings and any chattels provided with the tenancy. Photos are also useful for creating a clear record.
Both the landlord and tenant should have the opportunity to review the report. Tenants need to be given at least 7 days to make any amendments to the report.
This might feel like a small administrative job when everything is going well, but a good entry record can be incredibly useful later when you’re trying to establish whether something was already scratched, stained or damaged at the beginning of the tenancy.
Future you may be very grateful for those photos.
7. Make sure the tenant has what they need
There are a few practical details that are easy to overlook in the rush towards move-in day.
Before the tenancy starts, make sure the tenant has:
- A copy of the signed tenancy agreement
- Information about how and when to pay rent
- The correct contact details for tenancy matters
- A clear way to report repairs and urgent maintenance
- Keys, remotes or other access devices
- Any relevant instructions for appliances or property-specific systems
It’s also a good opportunity to make sure expectations around the property are clear from the beginning.
8. Keep your records
Once everything is signed and the tenant has the keys, don’t file the paperwork somewhere mysterious and hope you remember where it is in 18 months.
Landlords have record-keeping obligations under the Residential Tenancies Act, including keeping certain tenancy and financial records for specified periods.
Keep your tenancy agreement, inspection report, application and screening records where appropriate, bond information, Healthy Homes documentation, rent records and relevant correspondence organised and secure.
Remember that personal information collected during the application process also needs to be handled in accordance with the Privacy Act. Information shouldn’t simply be kept indefinitely because it might be useful one day.
Prefer not to manage the checklist yourself?
At Comprendé Property Management, we take care of the process from advertising and tenant selection through to screening, tenancy documentation, bond administration and getting everything ready for move-in.
So when the list starts sounding like:
“References, credit checks, tenancy agreement, bond, inspection report…”
You can leave it with us.
Looking for support with your rental property?
Get in touch with the Comprendé team today on 04 384 2141 or email hello@comprende.co.nz.
