How to Reduce Vacancies in Rental Property: 7 Proven Ways to Keep Units Filled Year-Round

Every Month Your Unit Sits Empty Is Money Lost

Vacant units don’t just slow down cash flow—they eat into profits, increase stress, and raise questions from lenders or investors. As a real estate investor or landlord, reducing rental vacancy isn’t just a goal—it’s a necessity.

The good news? There are proactive, proven steps to fill units faster, keep great tenants longer, and increase income without constant rent increases. Here’s how to reduce vacancies with a system that works—whether you manage one property or a full portfolio.

1. Prioritize Lease Renewals (Don’t Wait for the 30-Day Notice)

Why it works:
Many vacancies are avoidable. Tenants who might consider leaving often choose to stay long term—if you reach out early and offer value.

Smart steps:

• Contact tenants 60–90 days before their lease ends.

• Offer a small incentive for renewing their lease (like a $50 gift card or free carpet cleaning).

• Address any concerns about maintenance issues before they bring them up.

Bonus tip: Include a renewal form or digital link in your early outreach. Reducing friction = more renewals.

2. Offer a Move-In Kit That Builds Goodwill from Day One

Why it works:
First impressions matter. A small, thoughtful move-in kit can create immediate rapport and influence whether a tenant chooses to renew their lease later.

What to include:

• A personal welcome note

• Toilet paper, snacks, or cleaning supplies

• Local takeout menus or neighborhood tips

• Instructions on how to submit maintenance requests

Psychological impact: A gesture of appreciation makes tenants feel valued, which increases loyalty—without a large financial investment.

3. Schedule Preventive Maintenance and Inspections

Why it works:
Few things push tenants out faster than unresolved maintenance issues. Staying ahead of repairs doesn’t just improve satisfaction—it reduces rental vacancy by encouraging longer stays.

Essential actions:

• Conduct seasonal property inspections

• Respond quickly to all maintenance requests

• Fix recurring problems (even minor ones) before they become deal-breakers

Professional edge: If you're short on time, consider hiring a property management company or property management service to streamline repairs and responses.

4. Rethink How You Advertise Your Rental

Why it works:
If your unit’s ad is vague, outdated, or hard to find, good tenants won’t apply. Today’s renters search visually and act quickly—so your listing needs to make an impact.

Checklist for results:

• Use high-resolution photos and video walkthroughs

• Post across multiple sites (Zillow, Facebook Marketplace, Apartments.com)

• Highlight unique amenities and neighborhood perks

• Mention policies clearly (pets, utilities, parking, etc.)

SEO tip: Use keyword-rich headlines like “2-Bedroom Rental Unit in [City] – Pet Friendly and Move-In Ready” to drive visibility.

5. Price It Right—Without Undervaluing Your Property

Why it works:
A poorly timed rent increase can trigger turnover. But failing to adjust your price means leaving money on the table. The key? Balance.

What to do:

• Research local comps regularly

• Adjust rent to stay within market range

• Offer flexible lease terms during off-peak seasons

For multi-unit owners: Offer a short-term discount (e.g., $100 off the first month) to stand out in a crowded market without affecting long-term ROI.

6. Improve Your Screening Process to Reduce Turnover

Why it works:
A poor-fitting tenant is more likely to break a lease agreement, neglect the property, or cause friction. Solid screening leads to tenants who stay longer and pay reliably.

Steps to tighten up:

• Use professional background checks and credit reports

• Verify income and employment

• Cross-check rental application info with landlord references

Red flag: Tenants who bounce from property to property without a solid reason often repeat the pattern.

7. Leverage a Property Management Company If You’re Stretched Thin

Why it works:
If you’re juggling multiple rentals—or just don't want to be on call 24/7—a qualified property management company can dramatically reduce vacancy rates.

What a management service can handle for you:

• Marketing and tenant communication

• Lease drafting and lease agreement renewals

• Maintenance requests and vendor coordination

• Full oversight of the tenant screening process

Investor insight: Paying for expertise can lead to faster lease-ups, fewer missed opportunities, and higher tenant retention.

Be the Property Owner Who Keeps Units Full and Income Steady

Vacancy is one of the most expensive, yet most preventable, challenges in rental property ownership. By improving your systems and investing in long-term tenant relationships, you’ll fill units faster—and keep them filled longer.

Recap:

• Reach out early to encourage lease renewals

• Use welcome kits to make move-ins memorable

• Stay ahead of repairs with regular property inspections

• Upgrade how you advertise your rental

• Set rents strategically

• Screen wisely to avoid mismatched tenants

• Bring in professional help if needed

Want to Reduce Vacancy in Your Rental Units?

Let Coastline Equity help you build a retention strategy that works. From lease drafting to proactive maintenance, our team helps you fill units faster—and keep tenants happy longer.

📞 Call us today at (310) 373-0602 and ask how we can help reduce turnover and protect your bottom line.