Move-In Checklist

Step-by-step checklist for tenant move-in day, including key handoff and orientation.

Move-In Information

Field	Information
Tenant Name	_________________________________
Suite Number	_________________________________
Suite Tier	[ ] Standard [ ] Plus [ ] Large [ ] Executive
Move-In Date	_________________________________
Completed By	_________________________________

Section 1: Documentation Received

Lease Agreement

Item	Status	Details
[ ] Signed lease agreement	Date signed: _____________
[ ] All pages initialed
[ ] Lease start date	_____________
[ ] Lease end date	_____________
[ ] Rent amount confirmed	$_______ / [ ] week [ ] month

Deposits and First Payment

Item	Amount	Method	Receipt #
[ ] Security deposit	$_____________	[ ] Check [ ] CC [ ] ACH	_____________
[ ] First month/week rent	$_____________	[ ] Check [ ] CC [ ] ACH	_____________
[ ] Application fee (if applicable)	$_____________	[ ] Check [ ] CC [ ] ACH	_____________
Total Collected	$_____________

Virginia Cosmetology License

Item	Status	Details
[ ] Copy of VA cosmetology license received
License Number	_________________________________
License Type	[ ] Cosmetologist [ ] Esthetician [ ] Nail Tech [ ] Massage
License Expiration Date	_________________________________
[ ] Verified via Virginia DPOR online lookup	Date verified: _____________
DPOR Verification URL	https://www.dpor.virginia.gov/LicenseLookup
[ ] License status confirmed ACTIVE
[ ] License type matches services offered

Certificate of Insurance (COI)

Item	Status	Details
[ ] COI received	Date: _____________
Insurance Carrier	_________________________________
Policy Number	_________________________________
[ ] Professional Liability	$_____________ per occurrence	Minimum: $1,000,000
[ ] General Liability	$_____________ per occurrence	Minimum: $1,000,000
[ ] General Liability Aggregate	$_____________ aggregate	Minimum: $2,000,000
[ ] Facility named as Additional Insured	[ ] Yes [ ] No	REQUIRED
Policy Expiration Date	_________________________________
[ ] 30-day cancellation notice provision confirmed

Insurance Compliance Check:

All coverage meets or exceeds minimum requirements
"Luxa Salon Suites LLC" listed correctly as Additional Insured
Address of additional insured is correct
Policy is current (not expired)

Compliance Acknowledgments

Item	Status	Date Signed
[ ] Sanitation acknowledgment signed		_____________
[ ] House rules acknowledgment signed		_____________
[ ] Independent contractor acknowledgment signed		_____________

Tax and Administrative Forms

Item	Status	Details
[ ] W-9 form completed		For 1099-NEC reporting
[ ] Emergency contact form completed
[ ] Tenant contact information verified

Section 2: Suite Preparation

Physical Suite Readiness

Item	Status	Notes
[ ] Suite professionally cleaned	Date: _____________
[ ] All debris removed
[ ] Windows cleaned (if applicable)
[ ] Flooring cleaned/polished

Fixtures and Systems

Item	Status	Notes
[ ] All light fixtures operational		Bulbs replaced if needed
[ ] All electrical outlets operational		Tested with device
[ ] HVAC functional		Tested heating and cooling
[ ] Thermostat working
[ ] Sink operational (if applicable)		Water on, drains properly
[ ] Hot water available (if applicable)
[ ] Mirror(s) clean and secure
[ ] Cabinets/storage functional		Doors close properly

Access and Security

Item	Status	Notes
[ ] Door lock operational
[ ] Access credentials prepared
[ ] Suite key(s) cut (if applicable)	Quantity: _______
[ ] Access code/fob assigned	Code/ID: _____________
[ ] After-hours access tested

Section 3: Move-In Day Activities

Walk-Through

Item	Status	Time
[ ] Walk-through scheduled	Date/Time: _____________
[ ] Walk-through completed with tenant
[ ] All rooms/areas inspected together
[ ] Tenant questions answered

Suite Condition Documentation

Item	Status	Notes
[ ] Suite condition report completed		See separate form
[ ] Photos taken	Count: _______ photos
[ ] Pre-existing conditions noted
[ ] Tenant signed condition report
[ ] Facility rep signed condition report
[ ] Copy provided to tenant

Keys and Access

Item	Status	Details
[ ] Keys/access credentials provided
[ ] Key receipt signed
[ ] Access system demonstrated
[ ] After-hours entry procedure explained
[ ] Lost key/credential replacement policy explained	Fee: $50

Orientation Completed

Item	Status	Notes
[ ] Welcome packet provided		See welcome-packet.md
[ ] Building tour completed
[ ] Emergency exits shown
[ ] Fire extinguisher locations
[ ] Laundry room orientation
[ ] Break room orientation
[ ] Restroom locations
[ ] Parking assignments explained
[ ] Wi-Fi network and password provided
[ ] HVAC operation explained
[ ] Maintenance request process explained
[ ] Owner/manager contact provided
[ ] Emergency contact numbers provided

Section 4: Post-Move-In Follow-Up (Within 7 Days)

Week 1 Check-In

Item	Status	Date	Notes
[ ] Follow-up contact made		_____________
[ ] Tenant satisfaction confirmed
[ ] Any issues reported			Issue: _________________
[ ] Issues resolved			Resolution: _________________

System Setup

Item	Status	Notes
[ ] Added to tenant communication channel		[ ] Email list [ ] Text [ ] App
[ ] License expiration added to tracking	Reminder date: _____________	60 days before
[ ] Insurance expiration added to tracking	Reminder date: _____________	60 days before
[ ] Rent payment method confirmed		[ ] Auto-pay [ ] Manual
[ ] First rent payment scheduled	Due: _____________

Documentation Filed

Item	Status	Location
[ ] Signed lease filed
[ ] License copy filed
[ ] COI filed
[ ] Sanitation acknowledgment filed
[ ] Suite condition report filed
[ ] Move-in photos stored
[ ] W-9 filed
[ ] Emergency contact filed

Compliance Summary

Phase 5 Requirements Verification

Requirement	Status	Reference
[ ] License verification via Virginia DPOR		Virginia DPOR licensing
[ ] License type matches services		tenant-compliance.md
[ ] Professional liability $1M min		tenant-compliance.md
[ ] General liability $1M/$2M		tenant-compliance.md
[ ] Facility as Additional Insured		tenant-compliance.md
[ ] Sanitation acknowledgment		18VAC41-70
[ ] IC acknowledgment		IRS compliance

Final Checklist Summary

Category	Complete
Documentation (8 items)	[ ]
Suite Preparation (4 categories)	[ ]
Move-In Day (4 activities)	[ ]
Post-Move-In (3 categories)	[ ]

ALL ITEMS COMPLETE: [ ] Yes [ ] No

Sign-Off

Role	Name	Signature	Date
Facility Representative	_________________	_________________	_____________
Tenant	_________________	_________________	_____________

Notes:

This document is part of Luxa Salon Suites tenant onboarding system. Phase 10: Operations Design - Tenant Onboarding

Tenant Application Form

Suite Condition Report

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