What should you do after finding a suitable tenant?
Do not hand over the keys yet. Confirm the tenant details, sign the tenancy agreement, stamp it, record move-in condition, settle payment timing, and keep every promise in writing before the tenant moves in.
Finding a tenant feels like the finish line, but it is actually the risk point. The tenant is interested, the landlord wants to close, and both sides may rush. That is when unclear deposits, unstamped agreements and missing inventory photos turn into expensive arguments later.
Use this as the post-approval checklist before move-in.
Step-by-step handover checklist
The safe order is: verify details, agree commercial terms, sign the tenancy agreement, stamp it, collect agreed move-in payment, inspect the unit together, then release keys.
| Step | What to complete | Why it matters |
|---|---|---|
| 1 | Confirm tenant identity and occupancy | Avoids surprises on who is actually moving in |
| 2 | Confirm rent, move-in date and payment schedule | Prevents payment-date disputes |
| 3 | Sign tenancy agreement | Puts deposit, notice and responsibilities in writing |
| 4 | Stamp the agreement | Keeps the agreement ready for evidence use |
| 5 | Prepare inventory and photos | Protects both sides at move-out |
| 6 | Handover keys and access cards | Records what was given |
| 7 | Set repair and communication channel | Reduces random WhatsApp confusion |
Do not skip steps because the tenant "looks okay." Good tenants also benefit from clear records.
What must be in the tenancy agreement?
The agreement should state the parties, unit, rent, payment date, duration, deposit terms, notice period, repair responsibility, house rules, handover items and early-termination terms.
A tenancy agreement is not just a formality. It is the document both sides return to when something goes wrong.
At minimum, check that it includes:
- full landlord and tenant details
- property address and included parking or room details
- rent amount and due date
- tenancy start and end date
- deposit amount and deduction terms
- utility responsibility
- inventory attachment
- maintenance and repair responsibility
- notice period and early termination
- key, access card and remote handover list
Malaysia has no statutory residential rent-deposit cap. Deposits are governed by the tenancy agreement, and a landlord's right to retain is limited to proven loss under general contract law. That means vague deposit wording is not harmless.
For a deeper deposit explanation, read the rental deposit guide.
When do you stamp the agreement?
Stamp the tenancy agreement after signing, using the current e-Duti Setem process on MyTax. For 2026, stamp duty follows the RM1/RM3/RM5/RM7 per RM250 annual-rent scale by lease duration.
The former RM2,400 annual-rent exemption was removed in January 2025. Since January 2026, stamping is done through e-Duti Setem on MyTax.
| Lease duration | Stamp duty band |
|---|---|
| Up to 1 year | RM1 per RM250 of annual rent |
| More than 1 year and up to 3 years | RM3 per RM250 of annual rent |
| More than 3 years and up to 5 years | RM5 per RM250 of annual rent |
| More than 5 years | RM7 per RM250 of annual rent |
Use the stamp duty calculator for a worked estimate before you collect payment from the tenant.
What should happen during move-in inspection?
Walk through the unit with the tenant and record the condition before keys are released. Photos, meter readings, keys, access cards and inventory should be captured on the same day.
Move-in inspection is not a ceremony. It is evidence.
Record these items:
- electricity and water meter readings
- wall, floor and ceiling condition
- appliance condition
- furniture and fixtures
- keys, access cards, remotes and parking tags
- existing defects
- cleaning condition
Use the move-in and move-out checklist so both parties compare the same record later.
What should you not do after approving a tenant?
Do not release keys before documents and payment are complete. Do not rely on verbal deposit promises. Do not accept unclear occupancy. Do not delay handover photos until after the tenant has moved in.
Most landlord losses are not caused by one dramatic mistake. They come from small gaps: no stamped agreement, no inventory, no agreed repair channel, no written payment date, or no proof of what the unit looked like at move-in.
| Risky shortcut | Better action |
|---|---|
| "Pay me later, just move in first" | Complete agreed move-in payment before key release |
| Verbal repair promise | Put repair responsibility in the agreement |
| Old listing photos only | Take fresh handover photos |
| Unclear number of occupants | State occupants in the agreement |
| Agreement signed but not stamped | Complete stamping promptly |
The SPEEDHOME path after tenant approval
SPEEDHOME gives landlords a structured route from tenant approval to tenancy documentation, payment flow and handover. The value is not just finding a tenant; it is closing the tenancy cleanly.
If you already found someone outside a structured process, slow down and rebuild the missing paperwork before move-in. If you want the process handled with clearer steps, start at /more/landlord/speedhome.
The goal is simple: no key handover until the tenancy is documented, stamped where required, paid according to the agreed move-in terms, and photographed.
FAQ
Can I hand over keys before stamping?
You should avoid rushing the key handover before the tenancy paperwork is complete. Stamping is part of making the agreement ready as evidence, and the current process runs through e-Duti Setem on MyTax.
Who normally pays stamp duty?
It is usually handled according to the tenancy agreement or commercial arrangement between the parties. Do not assume; write it down before signing.
How much deposit can I collect?
Malaysia has no statutory residential deposit cap. The amount and deduction rules should be stated in the tenancy agreement, and any retention must be tied to proven loss.
What if the tenant wants to move in urgently?
Urgency is not a reason to skip documentation. If you compress the timeline, compress the admin work too: sign, stamp, collect agreed payment, inspect, photograph and release keys.
Should I give the tenant all access cards?
Only hand over what is listed in the inventory and handover record. Record keys, access cards, remotes and parking tags clearly.
What is the most common post-approval mistake?
The most common mistake is treating tenant approval as completion. Approval only means you can start the signing, payment and handover process.