Property Management Blog

Are you looking for ways to reduce tenant turnover costs at your rental property? 

We can provide some great strategies that reduce vacancy and keep your investment property stable and profitable. 

We caution investors and owners not to dread turnover too much. While it does mean a vacancy, it also means opportunity. With a turnover, you have the opportunity to increase your rental rates, make some improvements to your property, and begin a new search for an exceptional tenant who will contribute to a pleasant and profitable rental experience. 

A little bit of turnover is inevitable, and it’s nothing to fear, especially if you’re working with a team like ours at Rent Robin. We’ll invest in tenant retention, and we’ll also have a plan for quick, efficient turnovers that don’t cost too much but do position your property to attract a great new tenant.

Minimize Costs with Strong Vendor Relationships

Our fast and cost-efficient turnover at Rent Robin starts with our excellent vendor relationships. When you work with us, you get to leverage a long list of professional vendors, contractors, and service providers that make turnovers a breeze. 

We’ve already established professional working relationships with:

• Painters

• Cleaners

• HVAC techs

• Landscapers

• Roofers

• Drywall experts

The list goes on. We have learned through our many years of property management in Kansas City that having a trusted team ready to go is a game changer when it comes to turning a property quickly. This is an excellent reason to work with us; the plans are already in place, and so are the people. Turnovers happen quickly.

These positive vendor relationships mean a lot to owners, because your property is ready faster. We can also negotiate preferred pricing. At Rent Robin, we get the best discounts and the most favorable terms because of the consistent business that we provide to our vendors and service professionals. 

Maximizing ROI During Turnover Periods

Turnovers offer a unique opportunity to enhance your property's value and increase your return on investment (ROI). Instead of simply re-listing the property as-is, our team at Rent Robin will recommend using this time to make improvements that attract higher-quality tenants, justify rent increases, and reduce future maintenance costs. 

Turnover periods are a natural window for property improvements since the property is already vacant, and you don't risk disturbing tenants. It’s also the perfect time to address any maintenance issues, refresh spaces, and even introduce new upgrades that can make your property stand out in a competitive rental market. The key is to choose improvements that not only improve the aesthetics and functionality of the property but also offer the best return on your investment.

Upgrading during turnover can also reduce the time it takes to secure new tenants. A property that feels fresh and modern is far more likely to attract quality renters quickly, leading to fewer vacancies and stable rental income.

We bring extensive knowledge of the rental market and the latest trends in property upgrades. We can help you make informed decisions about which improvements will yield the highest ROI based on the local rental market and tenant preferences. Here’s how we guide our owners through turnover improvements that are both cost effective and profitable:

• Identifying High-Impact, Low-Cost Upgrades

Not all improvements will offer the same return. We recommend budget-friendly upgrades that make a big impact. In our experience, cosmetic upgrades appeal to a wide range of tenants without breaking the bank.

• Choosing Upgrades That Attract Quality Tenants

We know that modern appliances, energy-efficient features, and high-quality flooring (such as hardwood or durable vinyl) are often top priorities for renters. By investing in these upgrades, you not only increase the appeal of your property but also attract tenants who are willing to pay a premium for features that improve their living experience. For out-of-state owners, this is crucial because a property manager can evaluate which upgrades are likely to resonate with the local rental market.

• Prioritizing Long-Term Value Over Short-Term Trends

While it may be tempting to jump on the latest design trends, at Rent Robin, we prefer to focus on upgrades that are timeless and sustainable. We prefer to enhance the long-term value of the property, with upgrades such as replacing worn-out roofing, upgrading HVAC systems, or installing energy-efficient windows. These upgrades can significantly reduce long-term maintenance costs and increase the overall value of the property, thereby improving your ROI over time.

Assessing Market Trends for Rent Adjustments

After making upgrades, we’re going to offset those turnover costs with a higher rental value. The team at Rent Robin will assess the impact these improvements have on the local rental market and advise you on how to adjust your rent accordingly. We can help you determine the best price point that reflects the enhanced features while still remaining competitive. This ensures that the money you invested in upgrades translates into a higher rental income.

Effective Marketing and Screening During Turnovers

Once a tenant gives notice, we’re preparing to list and lease your rental home.

• Marketing 

Marketing begins right away, ensuring we can re-rent your property quickly. We invest in professional photos and virtual tours. We post to high-traffic listing sites like Zillow, Apartments.com, and Rent.com. Our own Rent Robin website gets a lot of traffic too, and you can expect to see your listing on our page of available rental homes. We always use clear, detailed descriptions that highlight features, amenities, and the neighborhood. Social media helps to drive engagement, too.

• Tenant Screening

Speed matters during an efficient turnover, but never at the expense of quality. We have a streamlined and compliant screening process that includes an online application platform to collect info and run reports quickly. We can automate credit, background, and eviction history checks, and we have a consistent, documented screening criteria to avoid fair housing issues.

Focus on Retention to Avoid Turnover Altogether

At Rent Robin, we’re prepared for turnovers, but we’re also willing to avoid them when we can. We prefer to retain tenants, especially when they’re paying rent on time and contributing to a pleasant, stress-free rental process. 

Tenant retention is where earnings increase. Keeping good tenants in place eliminates marketing costs, vacancy loss, and re-leasing fees.

We focus on retention strategies that include: 

• Responsive Maintenance

Tenants are far more likely to renew when they know repairs are handled promptly. Even small things, such as a leaky faucet or a flickering light can build resentment if those requests are ignored. Offer a simple, online maintenance request system and respond quickly and communicate clearly about timelines. Follow up after the repair to ensure satisfaction.

• Regular Communication

Build and reinforce a strong relationship with your tenants throughout the lease term. Send occasional check-ins, seasonal maintenance reminders, or community updates. Create a professional but friendly tone in all communications and make sure you’re available and accessible, especially if they have a concern or a complaint. 

• Incentives 

When a good tenant’s lease is coming up, make it easy for them to decide to stay. Offer modest upgrades (like a new ceiling fan or carpet cleaning) in exchange for renewal. Keep rent increases reasonable, or offer flexible lease terms (month-to-month or longer leases). Offer early renewal bonuses so you can lock them into a lease renewal as quickly as possible. 

Be strategic with where your lease dates end. One overlooked way to reduce turnover costs is to schedule lease end dates during high-demand rental seasons, typically spring and summer. If a tenant does leave, you'll have a larger pool of applicants and a better chance of reducing vacancy time. This can save you a lot of money on an otherwise expensive turnover. Here’s an example: don’t let a lease end in December unless you have to. Offer incentives for tenants to sign leases that expire between May and August, when demand tends to spike.

Your turnover costs need not be extreme. Set up a budget so you know what to expect, and make sure you’re working quickly through the process to repair, clean, and update your property. While it’s always better to keep a good tenant in place rather than going through this process and facing a vacancy, you can use the turnover period as an opportunity to create an exceptional rental experience for your next tenant. 

At Rent Robin, we’ll take stability over vacancy every time. But when we have to conduct them, our turnovers are fast and efficient. If you’d like some help with the property management process in Kansas City’s metro area, we’d be happy to work with you. Please contact us at Rent Robin LLC. We manage rental homes in the Kansas City metro area and throughout Johnson County, Kansas, and Cass County Missouri.