Moving a Tenant Into a Brand-New Tower: The Facility Management Paperwork Nobody Warns You About

New Mumbai and Thane towers want hard copies before a tenant moves in. The documents a facility management office asked for, from a live TND case.

Podium deck with seating and a pool between new residential towers

I'm Ankita Chourasia from the operations team at TND Listings. Right now I'm coordinating a tenant move-in at a new tower in Thane West, for an NRI couple who live in the US. We took possession of their flat for them in June, and it has now been rented.

Finding the tenant was the easy part. Getting them through the building's gate turned out to be a paperwork exercise of its own, so I want to share exactly what was asked, so owners and tenants can plan for it.

Why do new towers have their own move-in process?

In many new projects, the developer's facility management (FM) team runs the building until the society takes over. They control lifts, loading bays, security passes and shifting slots. Before any tenant moves in, the FM office wants to know who is moving in and that the paperwork is in order.

What documents did the facility management office ask for?

The FM office asked for hard copies of four things, submitted at their office:

A copy of the leave and licence agreement
The police verification certificate
The tenant's KYC documents
The tenant's company ID or job ID proof

They also asked us to contact the society office separately to coordinate and confirm the shifting itself.

Finding the tenant was the easy part. Getting them through the building's gate was a paperwork exercise of its own.

How did we handle it?

I emailed the FM team the soft copies first, marking exactly which pages they needed: the relevant pages of the agreement, the police verification certificate and the tenant's ID. I also asked them to confirm any other formality before the scheduled move-in, so nothing would surprise us on shifting day.

They thanked us for the soft copies and asked for the hard copies as soon as possible to start verification. Those were delivered to the FM office within days, and we wrote back asking them to confirm receipt. Every step sits in one email thread, copied to the owners, so they can follow along from the US without a single phone call.

What should owners and tenants plan for?

Register the agreement and do police verification early. The FM office won't start until both are ready.
Ask the tenant for a job or company ID upfront. It was on the list, and it is easy to forget.
Expect to submit hard copies. Soft copies start the conversation; paper finishes it.
Book the shifting slot with the society office once FM verification is under way.

If you're an NRI owner who has just taken possession of a new flat, our new flat possession checklist covers the steps before this one.

Frequently asked questions

Can a tenant move into a new tower before FM verification?

Usually not. Most FM offices issue move-in permission only after they've verified the documents.

Is police verification needed before a tenant moves in?

The FM office in this case asked for the police verification certificate before move-in, so plan for it in your timeline.

Who submits the documents, owner or tenant?

Either can, but for NRI owners we submit them on the owner's behalf.

Related reading

Have a tenant moving into a new building? Write to operations@tndlistings.com and we'll take it from there.

Warmly,
Ankita

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