Tenant turnover can be challenging and frustrating for rental property owners.
For many owners, this is one of the trickiest and costliest aspects of being a landlord or real estate investor. Between lost revenue during vacancies, cleaning, repair costs, advertising, and the time and energy spent finding new tenants, it’s clear that an inefficient turnover process can chip away at your property’s overall profitability.
There are ways to handle tenant turnover efficiently, and if you’re working with the right professional partners and employing the best practices, you can move from one tenant to another without spending too much time or wasting money.
In Sonoma County, the rental market is active and competitive, so finding a qualified tenant quickly after one tenant leaves is an important way to remain profitable and maintain consistent earnings. An effective tenant turnover strategy is crucial to maintaining and marketing your rental property.
We have some ideas that will help you streamline your turnover process, keep your property in great shape, and minimize vacancies while attracting quality tenants.
Plan for Turnovers and Set Clear Expectations with Departing Tenants
One of the best ways to handle tenant turnover efficiently is to move out your departing tenant efficiently. Before your tenant vacates you’ll want to refer to the rental agreement, which outlines the tenant’s responsibilities at the end of the lease term.
Offer a pre-move out inspection to the departing tenant. Not only is this good for them, because it increases the chances that they’ll get their security deposit back, but it’s also good for you as the owner. You’ll get an early look at the property and make some estimations about the work that you’ll need to do during the turnover period.
Keep communication clear and professional. When a tenant provides a 30-day notice that they’re moving out, it’s essential to maintain professional communication. Thank your tenant for giving notice and providing guidance on the move-out process. Share a checklist of tasks for them to complete before their departure, such as cleaning the property, repairing tenant minor damages that would be their responsibility, and returning keys.
Keeping communication respectful and clear will go a long way toward ensuring the tenant meets their obligations and leaves your property in good condition.
New laws require that you provide photos of your move-out inspection before and after any repairs are made that might cause you to withhold all or part of the security deposit. Make sure your move-out inspection is thorough and detailed. You’ll use this to make those security deposit decisions.
By getting the existing tenant moved out easily and quickly, you can begin to focus on what needs to be done to turn the property over and prepare it for a new tenant.
Making Turnover Repairs
The faster you can address the repairs needed and prepare your rental for new tenants, the quicker you can fill the vacancy. But this does not mean that speed should be prioritized over quality. Good repairs ensure your property is up to code, safe, and appealing to prospective renters.
Here’s how to get it all done efficiently, without sacrificing the good work that will make your property more appealing in the Sonoma County rental market.
- Prioritize Repairs
Every property repair is not equal. Distinguish between “must-do” repairs, like fixing safety hazards or restoring functionality, and cosmetic upgrades like painting smoke alarms, Co1 detectors or replacing outdated fixtures, yard maintenance. Tackling high-priority repairs first ensures the property is legally and safely habitable. The cosmetic pieces can be taken care of at the end, right before you begin showing the home. Cleaning should always be your last step.
- Partner with Reliable Vendors
Establish relationships with trusted contractors, plumbers, electricians, and handymen before tenant turnover occurs. Having a go-to team of professionals means you can expedite repairs without scrambling to find quality services last minute. That feeling of desperation could lead to bad choices and not-great workmanship.
As property managers, we build loyalty with vendors by providing consistent work and paying invoices promptly. Trusted partnerships often mean vendors will prioritize our projects during busy seasons. This can be immensely helpful during the turnover process, so if you’re not already working with a preferred vendor network, contact us for some help.
- Keep Common Repair Tools & Supplies On-Site
Minor repair tasks like patching up holes, curtain rod installations, or batteries for remotes can be handled in-house by a handyman if you’re prepared. Stock your properties with a basic toolkit and spare supplies like light bulbs and air filters so these things are ready to be changed out easily and quickly. This small preparation step can save significant time during turnovers.
Adopt a Preventative Maintenance Approach
Rental property owners who are committed to preventative maintenance always have an easier time with tenant turnovers. Mitigating issues before tenants vacate keeps turnover repairs minimal. Regularly inspect and maintain the following during active leases:
- HVAC systems
- Roofing and gutter systems
- Foundation and drainage
- Appliances
- Plumbing and electrical systems
Proactive maintenance translates to fewer surprises once the tenant moves out, saving you time and money.
Leverage Technology for Efficiency
During any turnover process, you’ll find an investment in property management software and technology that will streamline repair coordination. The platforms we work with allow property managers to:
- Track maintenance history
- Assign and oversee tasks
- Communicate with vendors and tenants
- Schedule inspections automatically
These tools eliminate manual inefficiencies, ensuring a seamless repair process. If you’re not willing to invest in technology yourself, partner with a Sonoma County property management team that already has it in place.
Market Your Rental Property Early
You don’t have to wait until the property is empty to begin marketing it. If your outgoing tenant provides sufficient notice, you can start promoting your rental up to 30 days before their tenancy ends. Use high-quality photos that show the property is turnkey ready and engaging descriptions of the property to attract interest. Highlight key features, such as proximity to popular Sonoma County hotspots, upgraded amenities, or pet-friendly policies.
Post your listing on top rental platforms (like Zillow Premium, Apartments.com, and Facebook Marketplace) as well as local channels to spread the word. Sonoma County’s competitive rental market means that well-timed and effective promotions can make all the difference in minimizing vacancy periods.
While putting together the listing early is advisable, don’t show the property until the home is empty and the tenants have moved out. Incoming tenants want to see a clean, empty, and well-maintained space that they can imagine moving into themselves. They don’t want to see other tenants living in what their home would be.
Screen Prospective Tenants Thoroughly
As you begin to market your home and turn over your property, make sure you choose an excellent tenant for the next tenancy period. Tenant turnover should always include a rigorous screening process. A qualified tenant means fewer issues during their tenancy, reducing the likelihood of a costly turnover in the future. Review applications with a focus on critical factors:
- Credit history
- Employment and income verification
- References from previous landlords
- Background checks
You don’t want to see a history of evictions, negative credit history. Consistency in your tenant approval standards is essential but be sure to adhere to fair housing laws and avoid any discriminatory practices during this process. If you collect an application fee, you’re now required in California to approve the first qualified application you screen that meets your criteria.
Again – technology can be immensely helpful. When you automate your application and screening process by using online property management tools, you will save time and ensure accurate record-keeping. You’re also more likely to keep the process objective and fair.
Partner with a Sonoma County Property Management Company
We understand that handling tenant turnover can often feel overwhelming or too time-consuming, even to experienced landlords and investors. By partnering with a professional property management company, you’ll leverage expertise and save yourself those resources.
As your property management expert, we can handle every step of the turnover process, from inspections and repairs to marketing and tenant screening. Our expertise means faster turnover and reduced vacancy rates, leaving you free to focus on growing your investment portfolio.
Efficiently managing tenant turnover doesn’t have to be a headache. By planning, maintaining professional communication, and streamlining your processes, you can minimize downtime and maximize your property’s profitability. The goal is to get a new tenant in place as quickly as possible, so you aren’t plagued by long vacancies.
Let’s make your turnover process more efficient. We have technology that automates a lot of the inspections, marketing, and screening, and we have the vendor relationships in place that ensure high-quality work is completed quickly.
Whether you’re an experienced real estate investor or a first-time landlord in Sonoma County, these strategies will empower you to handle turnovers with confidence and ease. And if you need some support along the way, we hope you’ll contact us at D & G Equity Management. We would be happy to answer questions, make referrals, or talk about how we can take on this important task for you.
