How We Consistently Reduce Vacancy: 9 Proven Strategies That Actually Work

In property management, vacancy is one of the most expensive problems you can have. Every empty month costs you — on average — 1.5x the monthly rent. At GPS Renting, we’ve managed over 600 properties, and one thing we know for sure: reducing vacancy doesn’t start when the “For Rent” sign goes up. It starts long before that.

We’ve developed a system that helps reduce vacancy at every stage — by focusing on two key periods:

What we do while the tenant is living in the home
What we do once the property becomes vacant

Here are the 9 key strategies we use to consistently reduce vacancy and keep our clients’ properties earning.

Key Takeaway

Reducing vacancy isn’t about luck — it’s about proactive systems, strong communication, and data-driven decision-making at every stage of the rental lifecycle. With GPS Renting, every step from tenant move-in to pricing and showings is strategically designed to keep your property occupied and profitable

Stage 1: While the Tenant Is Living in the Home

1. Start With a Home in Great Condition

Tenants take better care of homes that are clean and move-in ready. That’s why we start every relationship by setting clear Minimum Property Condition Standards and sharing them with our owners during onboarding. If needed, we bring in our handyman team to get the property ready.

You can read more on budget-friendly home upgrades in Seattle to prepare your property before listing.

According to the National Apartment Association, well-maintained properties lead to improved retention and lower vacancy rates.

Source: https://www.naahq.org/news-publications/tenant-retention-strategies

2. Set Expectations Early and Clearly

Before move-in, we explain exactly how tenants can submit maintenance requests, what qualifies as an emergency, and our expected response time (within 24 hours). Clear expectations reduce frustration, confusion, and turnover.

The Urban Institute notes that clear landlord-tenant communication is key to preventing misunderstandings and early move-outs.

Source: https://www.urban.org/research/publication/improving-landlord-tenant-communication

3. Use Systems to Ensure Strong Communication

We believe property management is really just communication + problem solving.

That’s why we use:

Online tenant and owner portals
A structured service level agreement (SLA)
Escalation pathways for unresolved issues

When tenants know they can count on us, they’re more likely to renew — cutting vacancy before it ever begins.

Streamlined communication systems like online portals are cited by Buildium as top tech tools that reduce vacancy.

Source: https://www.buildium.com/blog/property-management-technology-tools/

4. Use Feedback as a Growth Tool

Every year, we send out tenant and owner surveys. We don’t just skim the highlights — we dig into the tough feedback and turn it into action. That continuous improvement loop keeps us ahead of issues and focused on tenant satisfaction.

Check out how much GPS Renting saves landlords each year to understand our operational efficiency.

A Harvard Business Review article confirms that companies using customer feedback loops improve performance and retention.

Source: https://hbr.org/2016/10/the-elements-of-value

5. Treat Residents as People, Not Transactions

A rental isn’t just a unit — it’s someone’s home. We coach our team to be empathetic, respectful, and proactive in communication. That human connection reduces friction and increases lease renewals.

Explore our approach on residential property management in Seattle.

Zillow’s Consumer Housing Trends Report shows that renters who feel respected and supported are more likely to renew.

Source: https://www.zillow.com/research/2019-consumer-housing-trends-report-25999/

Stage 2: Once the Home Is Vacant

6. Conduct a Thorough, Fair Move-Out Process

After a tenant leaves, we compare move-in and move-out photos — hundreds of them — to fairly assess property condition and determine what needs attention.

We also emphasize to our owners: you can’t expect tenants to treat a poorly maintained home better than how they received it. High standards in = fewer costs and faster re-renting out.
Learn more about our maintenance services to protect your investment.

According to Nolo, documentation and fairness in move-out inspections are key to avoiding disputes and delays.

Source: https://www.nolo.com/legal-encyclopedia/landlords-move-out-inspection-checklist.html

7. Turn Over Properties Efficiently

We’ve built a checklist-based turnover system to ensure nothing is missed — from paint to deep cleaning. Our internal process allows us to move quickly without cutting corners — so we can list the property as soon as it’s ready.

Want to maximize rental value? Here are tips on how to boost your Seattle home’s rent fast.

Rental property turnover delays cost landlords an average of $1,750 per vacant month, per TransUnion data.

Source: https://www.transunion.com/blog/how-long-does-it-take-to-rent-property

Stage 3: Listing, Showing & Leasing

8. Leverage Self-Showings for Maximum Flexibility

Most prospective tenants don’t want to wait to schedule a showing. With our secure self-showing system, prospects can tour properties at their convenience — just like calling an Uber or ordering DoorDash.

We use GPS verification, ID and credit card checks to keep showings secure. It’s safe, fast, and effective.

Review our tenant self-tour overview for a closer look.

The National Association of Realtors supports self-showing tech as a powerful tool to speed up leasing.

Source: https://www.nar.realtor/technology/self-guided-home-tours-in-demand

9. Use Data to Price Accurately & Respond Fast

We track every showing with a data funnel:

Leads → Showings Scheduled → Showings Completed → Applications

If we see fewer than 4 showings per week, it’s a red flag the rent may be too high. We act fast and share this data weekly with owners — allowing us to adjust prices quickly and reduce sitting time.

Explore our smart pricing guide to see how we approach market responsiveness.

Rent pricing tools like Rentometer and Zillow Rent Estimate use live data to help landlords price competitively.

Source: https://www.nar.realtor/technology/self-guided-home-tours-in-demand

Final Thought: Reducing Vacancy Is About Strategy, Not Luck

care — from lease start to move-out and every step in between.

And because we don’t charge tenant placement fees, our goals are 100% aligned with yours. We only earn when a tenant moves in and starts paying rent — just like you.

If your current property manager isn’t actively helping you reduce vacancy, it may be time to try something different.

📞 Let’s talk about how we can keep your property occupied — and earning — all year long.

Start with a free rent analysis or contact us directly.

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Sources

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