PG Tenant Move-In Checklist: Documents, Police Verification, Agreement and Room Handover

Short answer: before a new tenant gets the keys, have five things done: ID and contact details collected, police verification submitted, rules and agreement signed, deposit and first rent received with receipts, and the room handed over with its condition recorded. Almost every later dispute about deposits, damage, notice periods or unpaid dues goes back to one of these being skipped on day one.

Use this checklist for every new tenant, in the same order, whether they found you through a listing, a broker or a friend.

1. Before you confirm the booking

• Show the actual room and bed, not a sample. Photos on WhatsApp are fine for out-of-town tenants, but say which bed is theirs.
• Tell them the full monthly cost in one line: rent, food, electricity method, maintenance and any other charges. Surprise charges are the most common reason tenants leave in the first month.
• Explain the notice period and deposit refund rules before they pay anything. If it's said up front, it's rarely argued about later.
• Take a booking amount (often ₹1,000–₹2,000 or a week's rent) and give a receipt that says whether it is adjusted against the deposit or first rent, and whether it is refundable if they don't move in.

2. Documents to collect

Handle ID copies carefully. Store them where only you (and staff who need them) can see them, not in a shared phone gallery or WhatsApp group. Where the police form doesn't need the full Aadhaar number, ask for a masked Aadhaar (only the last 4 digits visible), which tenants can download from the UIDAI website.

3. Police verification

In many cities, landlords and PG owners must submit details of every tenant to the local police, and owners have been fined for not doing it. Submit it within the first few days, keep the acknowledgement, and do it again when a tenant changes rooms or moves between your properties. Our state-wise police verification guide lists the portal or process for your state, and the free tenant verification form collects everything the police usually ask for.

4. Rules and agreement

• House rules: gate timings, guests, food timings, noise, smoking and alcohol, cleanliness, and what happens if rules are broken. Have the tenant read and accept them on day one. Our PG rules template is a good starting point.
• Agreement: rent, due date, deposit amount, what can be deducted from it, notice period, lock-in (if any), and the date they move in. The free PG rent agreement generator produces one in a few minutes. For longer stays, see stamp duty and registration rules by state.
• Signatures: both of you sign, and the tenant keeps a copy. An unsigned agreement in your drawer won't help in a dispute.

5. Deposit, first rent and receipts

• Security deposit: commonly one to two months' rent in PGs. Record the exact amount and date. See security deposit rules and refund timelines for what's fair to deduct.
• First month's rent, pro-rata: if they join mid-month and you use a common due date, charge only for the days left. For example, a ₹6,000 tenant joining on the 20th of a 30-day month pays ₹6,000 × 11 ÷ 30 = ₹2,200, then ₹6,000 from the 1st.
• Receipts for everything: booking amount, deposit and rent. Tenants claiming HRA will need monthly receipts anyway; the rent receipt generator makes them in seconds.
• Payment method: share one UPI ID or QR for all future rent, and tell them the due date and late-fee rule. See how to collect PG rent by UPI.

6. Room handover

Ten minutes here saves arguments about damage when the tenant leaves.

• Walk through the room together and list what's in it: bed, mattress, cupboard and keys, table, chair, fan, light, geyser, AC and remote.
• Take dated photos of the room and any existing damage (stains, cracks, broken handles), and send them to the tenant on WhatsApp so both of you have the same record.
• Note the electricity meter reading if the room has a sub-meter. It's the starting point for their first bill. See how to charge electricity per room.
• Hand over keys and access cards and write down how many. Charge for lost keys only if the rule was written down.

7. On the first day

• Introduce them to the warden, cook and housekeeping staff, and give them one number to call for problems.
• Share the Wi-Fi details, food menu and timings, laundry days and how to raise a complaint.
• Add them to the PG WhatsApp group (if you have one) for notices only, and tell them that payments and complaints go through the proper channel.
• Call or message after the first week. Most tenants who leave in the first month had a small problem nobody asked about.

The checklist, in one place

1. Room shown, full monthly cost explained, booking receipt given
2. Photo ID, address proof, photo, verified phone and emergency contact collected
3. Police verification submitted, acknowledgement saved
4. Rules accepted and agreement signed by both sides
5. Deposit and first (pro-rata) rent received, receipts sent
6. Room walk-through done, photos shared, meter reading noted, keys counted
7. Staff introduced, Wi-Fi, menu and complaint process shared
8. Follow-up call after the first week

Doing this with My PG Manager

With My PG Manager most of this happens on the tenant's phone before they arrive:

• Share your PG's QR code: the tenant fills in their details and uploads ID documents themselves, and you approve them into a bed with one tap. ID documents are stored privately, not in your gallery.
• Tenants accept your house rules in the app, and you keep a record of when they did.
• Create the agreement and send it for e-signature, or upload one signed on paper.
• Deposit, pro-rata rent and receipts are worked out and sent on WhatsApp automatically, and the deposit is tracked until it is refunded.
• Record the starting meter reading for rooms with sub-meters.
• Tenants get the free tenant app to see dues, the food menu and notices, and to raise complaints.

It costs ₹159 a month for unlimited properties after a 14-day free trial. See pricing.

Frequently asked questions

What documents should a PG owner collect from a tenant?

Photo ID, permanent address proof, a recent photo, a verified phone number, an emergency contact and, for students and working tenants, a college or office ID. These cover police verification and give you a way to reach the tenant's family if something goes wrong.

Is police verification of PG tenants mandatory?

In many cities, yes: police commissioners have issued orders requiring landlords and PG owners to submit tenant details, and owners have been penalised for not doing so. The rules differ by state; check our state-wise guide.

How much security deposit do PGs take?

Usually one to two months' rent. Write down the amount, what can be deducted and how soon it will be refunded after the tenant leaves.

Should I keep a photocopy of the tenant's Aadhaar?

Keep only what you need for police verification and your records, and store it securely. Where the full number isn't needed, a masked Aadhaar (last 4 digits visible) is a safer copy to keep.

Sources

• Masked Aadhaar and how to download it: DailyO, The Week.
• Police verification rules by state: see our tenant police verification guide and the official sources listed there.

Last reviewed: October 2026. Rules on verification and agreements vary by state; check your local requirements.