LearnGrokUse these prompts to turn your tenancy handover records into one tenant checklist that can be sent before keys are collected. They are for lettings administrators and property managers who need the tenant to know what to do, when to do it, and who to contact.
The checklist is only as reliable as the records you provide. Gather the signed tenancy record, the current inventory position, the key booking details and the utility information before you start.
Key point
Start with the signed record
Use the signed tenancy record for the parties, property and start details. Do not let an older email override it without confirmation.
Choose the right prompt
Use the first prompt when all four records are complete and agree. It produces the normal sendable document.
Use the inventory-pending prompt when the tenancy will begin before the inventory is issued. This matters because a tenant should not be told they have a review deadline, return method or condition-report duty unless your records actually state it.
Use the conflict prompt before drafting if you can already see different dates, collection times or utility instructions. It gives you an internal check table, not a tenant document. Resolve the rows marked Conflict, Missing or Unclear with the person responsible for the tenancy before sending anything.
Use the plain-English prompt when a draft has been assembled from internal notes. It keeps confirmed details while removing office language that a tenant may misunderstand.
Use the final audit prompt immediately before sending. It checks that the outgoing document has not picked up an old time, an unsupported instruction or a contact detail from another property.
Prepare the records
- Open the signed tenancy record. Copy the property address, named tenants, start date, start time, payment information only where it creates a move-in action, and the approved property contact details.
- Check the inventory status. Record whether the inventory is ready, how it will be delivered, whether the tenant has a stated action, and any stated deadline.
- Confirm the key arrangements from the current booking. Check the collection date, time, location, identification requirement, named contact and any documented out-of-hours route.
- Copy the utility information from the current property sheet. Separate facts from assumptions. A known supplier is a fact. An instruction to take meter readings is only a checklist action if your process says the tenant should do it.
- Paste each record under its matching label. Keep headings in place. They tell the model which source supports each instruction.
Watch out
Do not fill gaps with a usual process
A familiar office process may not apply to this tenancy, building or key handover. Send a question for confirmation instead.
If you are using an approved workspace for tenancy data, follow your organisation's data-handling process. Product behaviour and available controls can vary, so check the xAI documentation overview before putting personal information into a new workflow.
Make the document easy to act on
A good move-in checklist separates actions by time. The tenant should be able to scan Before move-in day while arranging collection, then open On move-in day at the property. Put later actions, such as an inventory response, in a separate section.
Keep each bullet to one action. Name the channel where it is known: a property portal, a named email address or the office phone number. Do not write contact us if the supplied records identify the repairs team, lettings team or key holder.
Use You, We and Both consistently. This stops common misunderstandings, especially around meter readings, collecting keys and reporting issues. If responsibility is not clear in the record, do not assign it in the checklist.
Note
A question is better than a confident error
The Items we still need to confirm section is part of the handover process. Clear it before sending where possible.
Check the result before sending
Read the checklist alongside the four source records. Check the fields that cause the most avoidable problems:
| If you see this | Check this record | What to do |
|---|---|---|
| A start date or time | Signed tenancy record | Correct it or remove it if the record does not state it. |
| A key collection instruction | Current key booking | Confirm location, time and ID requirement match the booking. |
| An inventory deadline | Inventory status | Keep it only if the deadline and return route are documented. |
| A utility action | Utility information | Check that it applies to this property and this tenancy. |
| A phone number or email | Approved contact details | Remove old or unverified contacts. |
Also check that the title carries the right property address and the document has a preparation date. The date shows which version was issued if plans change later.
Check
The final test
Every tenant instruction should point to a confirmed fact in one of the four records, or appear as a question awaiting confirmation.
Do not treat a fluent answer as a checked answer. In particular, look for invented collection times, generic inventory deadlines, assumptions about suppliers and instructions copied from another property. These often sound plausible because they are common, not because they are true here.
When it does not work
If the output is too general, paste the missing operational record, usually the key booking or inventory status, and run the relevant prompt again. If it contains facts you did not provide, use the final audit prompt and remove unsupported statements. If the source records conflict, stop sending the tenant version, run the conflict prompt, and ask the responsible colleague to confirm the field. Once confirmed, update the source record and generate a fresh checklist rather than patching an old one.
