How to Reduce Vacancy Rates in Your Rental Properties
You’ve got a property. Maybe even two. You’re not new to this game. But lately? That “Now Leasing” sign is starting to feel... permanent. Like it’s become part of the landscaping.
Let’s fix that.
Because vacancies are expensive. And, truth be told, they’re avoidable more often than not.
Here’s what I’ve learned (sometimes the hard way) about keeping good tenants and filling empty units faster, without begging, bribing, or burning yourself out.
1. Stop marketing like it’s 2009
Let’s start here. According to Innovative Realty LLC, if your rental listing looks like a Craigslist ad from the dial-up era, grainy photos, weird formatting, and a description that reads like a tax form, then yes, it’s going to sit.
Tenants today scroll like they swipe. Fast. You’ve got about 1.7 seconds to make an impression. Make your listing feel like something they want to show their friends. Not something they tolerate because it’s cheap and has a dishwasher.
What helps?
Professional photos (or at least clean, bright ones)
A video walkthrough (you can do this with your phone, really)
A description that sells the lifestyle, not just the specs
Mention local perks. Is there a taco spot nearby that always has a line? Say that.
This is where property managers can come in clutch. The good ones know how to market a place like it’s opening night at a new restaurant or, as Dakota Properties puts it, give you advice on whether it makes more sense to buy or sell.
2. Rethink your timing (and your lease terms)
Here’s a mistake I made once: I let a lease end in January. In Minnesota. Do you know who moves during a snowstorm? No one. Except maybe a very desperate college kid with gloves duct-taped to their sleeves.
Point is, timing matters.
If your lease renewals are coming due in months when the rental market typically slows down (hello, November through February), you’re setting yourself up for longer vacancy periods.
Try this instead:
Offer 12, 18, or even 15-month leases with time renewals in spring or summer
If tenants are month-to-month, offer a small discount or incentive to sign longer
Property managers usually have a pretty good pulse on seasonal trends. And they can help you avoid those “Oops, it’s the dead of winter” moments.
3. Raise rent... carefully
Nobody likes rent hikes. But if your unit’s been sitting empty for too long, it might not be the price. It might be the timing of the price.
Raising the rent mid-pandemic? Not ideal. Raising it after your tenant has had three plumbing issues in six months? Bold move.
But if you’ve improved the unit, upgraded appliances, or added perks like smart locks or in-unit laundry? Then yes, a bump might make sense.
Just make sure the value matches the price. And give people a reason to stay. Because turnover isn’t just a hassle. It’s expensive.
4. Screen better, not harsher
You want reliable tenants, not just any tenants. But don’t make the screening process so rigid that great renters bounce before you even run a background check.
Here's the thing:
A tiny credit hiccup from five years ago? Not the red flag you think it is.
Someone who moved twice in the past year? Might just be chasing job stability, not flaking.
Create a screening process that’s fair, consistent, and rooted in real data, not paranoia. People can feel when they’re being judged unfairly. And word travels. Especially on social media.
5. Make staying feel easier than leaving
People move out for lots of reasons. But a big one? Frustration.
Maybe it’s the third maintenance request that went unanswered. Maybe it’s that their friend’s place across town has a pool and theirs has a sink that drips all night.
You can’t fix everything. But here’s what helps tenants stay longer:
Responding to maintenance issues fast (like, actually fast, not “I saw the email” fast)
Clear, friendly communication
A small thank-you gift at renewal time
Asking what they want before raising the rent
Retention is the secret weapon of reducing vacancy. And again, a solid property manager will usually have processes in place that make all of this smoother for you and the tenant.
6. Think long-term, not just "get-it-filled"
It’s tempting to rush the process when a unit sits empty. To accept the first semi-decent applicant just to get the cash flow going again.
But a tenant who pays late, complains constantly, or disappears after six months? That’s not a win. That’s a rerun.
Instead, create a system that prioritizes fit, not just fast.
You want renters who:
Respect your property
Communicate like adults
Pay on time most of the time (let’s be honest, life happens)
7. Bonus: Use your gut, but check the data
Sometimes a place feels like it should rent faster than it does. You’re under market, it’s clean, the neighbors aren’t terrible... and yet, crickets.
That’s when it’s time to dig deeper. Look at:
Average time on market for similar units nearby
Rent trends over the past six months
Reviews (yes, tenants do look up landlords and buildings now)
This is where the numbers don’t lie. And also where a little self-awareness goes a long way.
Maybe the listing needs tweaking. Maybe the rent is too high. Or maybe it’s just a slow season, and you need to hang tight.
Final Thoughts
Reducing vacancy requires being a thoughtful landlord. One who sees tenants as people, not just payments.
That means improving your process, not just your property. Listening more. Stressing less. And when in doubt, getting a little help from someone who does this for a living.
Like, you know, a property manager.
