6 Best Ways of Retaining a Tenant

Key Takeaways 

1. High tenant turnover is costly and disruptive, but retaining good tenants through strong communication, responsive maintenance, and fair policies can significantly boost your rental property’s stability and profitability.
2. Simple, proactive steps like timely repairs, regular inspections, and flexible lease terms create a more positive tenant experience and encourage long-term occupancy.
3. Partnering with a professional property management company like EquityTeam can help landlords implement proven retention strategies and ensure their rental investments are well-maintained and tenant-friendly.

High tenant turnover is not only time-consuming but also expensive. Turnover costs can include lost rent, repairs, cleaning, advertising, and the time it takes to screen new tenants. Reducing turnover by keeping good tenants long-term is one of the most effective ways to maximize rental income and maintain property stability.

To help landlords improve tenant retention and reduce avoidable turnover, EquityTeam put together this article outlining six of the most effective strategies for keeping tenants long-term. These practical steps are based on industry experience and proven property management practices.

6 Steps to Keep Good Tenants

Here are six steps landlords can take to retain qualified tenant and reduce turnover rates:

1. Communicate Clearly and Respectfully

One of the simplest yet most overlooked ways to retain tenants is through effective communication. An open line of communication helps tenants feel valued and respected. It can be as simple as replying to inquiries in a timely manner, sending friendly reminders about lease renewals or inspections, and being available when needed.

Tenants are more likely to renew their lease when they feel that their landlord is approachable and professional. Landlords should also communicate in writing whenever possible. Emails or messages help document important conversations and avoid misunderstandings. Whether it’s addressing concerns or explaining policy changes, clear communication builds trust and improves the tenant experience.

2. Respond Quickly to Maintenance Requests

Timely maintenance response is a top factor in tenant satisfaction. If a tenant reports an issue and doesn’t receive a timely response, it could send the message that their comfort and safety are not a priority.

Establish a reliable system for submitting and tracking maintenance requests. Whether it’s an email, an online portal, or a designated phone line, the system should be simple and accessible. Once a request is made, landlords should follow up within 24 hours, even if the issue cannot be fixed right away. Providing regular updates on repair timelines can ease tenant frustration and demonstrate professionalism.

3. Keep the Property in Good Condition

A well-maintained property encourages tenants to stay. The longer a tenant lives in a home, the more likely they are to notice wear and tear. If landlords fail to keep the property clean, functional, and visually appealing, tenants may begin to look for a better-maintained place.

Invest in preventative maintenance to reduce costly emergency repairs. This includes servicing HVAC systems, cleaning gutters, inspecting the roof, and maintaining landscaping. You should also periodically replace aging appliances, repaint when needed, and keep common areas clean and presentable. These actions show tenants that the landlord takes pride in the property and cares about the tenant’s living conditions.

4. Conduct Regular Check-Ins and Inspections

It’s helpful to schedule regular check-ins and property inspections to stay informed about the condition of the unit and any concerns the tenant may have. When done professionally and respectfully, inspections show tenants that the landlord is proactive, not intrusive.

For example, conducting seasonal inspections to check smoke detectors, air filters, and plumbing can prevent future problems and improve tenant safety. These visits also allow tenants to raise issues they may not have thought to report, such as small leaks or appliance problems.

By maintaining regular, non-disruptive contact, landlords can identify potential problems early and show tenants that their living environment is a priority. These interactions can also help reinforce lease terms in a friendly, cooperative way.

5. Allow Some Flexibility in Lease Terms

Flexibility is an important factor in tenant satisfaction. While landlords must uphold lease agreements, being flexible in areas like lease length options, pet policies, or small property changes can help tenants feel more at home and appreciated.

For instance, if a tenant requests to install blinds or change paint colors, allowing these changes within reason can help them feel more settled. Offering lease renewal options like month-to-month extensions can also accommodate different tenant needs. Ultimately, when tenants feel that their needs are considered, they’re are more likely to stay long-term.

6. Set Fair and Competitive Rent

Rent is often the deciding factor when a tenant is considering whether to renew their lease or move elsewhere. If your rent is higher than comparable units in the same area and the tenant does not feel they’re getting good value, they may leave at the end of the lease term.

Landlords should conduct regular market comparisons to make sure their rent pricing is in line with similar units nearby. If a rent increase is necessary, communicate it clearly and give advance notice. Let tenants know why the increase is being made. Tenants are more accepting of changes when they are given clear information and time to plan. Fair pricing, combined with a well-maintained and well-managed property, greatly improves the chances of lease renewal.

Bottom Line

Tenant retention should be a top priority for any Cincinnati landlord looking to reduce expenses and avoid the stress of constant turnover. Following the tips above can contribute to a more stable rental business and lead to fewer vacancies and higher profits.

At EquityTeam, we specialize in helping landlords apply these best practices. From handling maintenance efficiently to setting the right rental rate and maintaining strong communication with tenants, we provide full-service property management that’s focused on long-term success. Let EquityTeam take the guesswork out of tenant retention. Contact us today to learn how we can help you manage your rental properties more effectively and keep great tenants longer!