The First Week After You Hand Us Your Flat: How We Onboard a New Property

What happens in the first week when an owner hands a Mumbai flat to TND: introducing us to the society, getting move-in rules and setting up records.

Two teal armchairs by a window in a high-rise flat in Mumbai

I'm Shivani Sheth, Head of Onboarding at TND Listings. My job starts the day an owner says "please manage my flat" and ends when that flat is running smoothly on our system. Owners often ask what actually happens in between, so here is our first week, based on how we onboard flats today.

Step 1: Tell the building who we are

The very first email goes to the society office, and for new projects, the developer's possession and facility management teams. It formally introduces TND as the owner's appointed property management partner and asks them to copy our operations team on every notice and update about the flat.

This sounds small. It isn't. Without it, society notices go to an owner's old email, water-tank cleaning dates are missed, and a maintenance bill sits unpaid because nobody in Mumbai saw it.

Step 2: Ask for the building's rules before we need them

In the same email we ask for four things, before there is any tenant in sight:

The current rules for tenant movement
The process for getting tenant shifting NOCs
The documents needed for a tenant move-in, and how long approval takes after submission
Contact details for the security head or another point of contact for escalations

Every building is different. Asking early means that when we do find a tenant, there's no week lost discovering the rules.

Asking the building for its rules before there is a tenant in sight means no week is lost discovering them later.

Step 3: Get the paperwork into one place

Next, we collect what the owner already has: the sale or allotment documents, share certificate if the society has issued one, maintenance ledger, past agreements, keys and access cards. Everything goes into the property's record in the TND app, so the owner, their manager and our operations team see the same file.

This is also where surprises show up. In one Parel case on our Owners' Wall, the society said money was due while the owners were sure they'd paid every bill. The ledger showed the gap was a one-time share money and entrance fee, not maintenance. It was settled and the account was clean, but it's far better to find these things in week one.

Step 4: See the flat

We inspect, photograph and list anything that needs fixing before a tenant moves in. The owner gets the list and a quote, and decides.

Step 5: Hand over to a named manager

Once onboarding is done, the flat moves to a named manager who becomes the owner's day-to-day contact. Our Head of Operations, Sakshi Bolakhe, has written about why that matters.

Frequently asked questions

How long does onboarding take?

The introductions and requests go out in the first days. How quickly societies reply varies, so we follow up in writing until we have what we need.

Do I need to be in Mumbai for onboarding?

No. Most of it is done by email and in the app. For new possessions, we can attend on your behalf with the right authorisation.

What documents should I keep ready?

Your ownership documents, society ledger and share certificate if issued, past agreements, and keys or access cards.

Related reading

Ready to hand over your flat? Book a call and I'll walk you through onboarding.

Warmly,
Shivani

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TND Listings is a professional real estate brokerage company serving buyers, sellers, NRIs and Private Institutes. At TND Listings, you are number one. We believe in integrity, commitment to excellence, a professional attitude, and personalised care.

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