How to Find Tenants: 9 Steps to Fill a Vacancy With a Good Tenant
To find tenants, price the rent to the local market, write a listing with good photos and every key detail, post it on several rental sites, reply to inquiries the same day and screen every applicant with the same written criteria. Start about 30 to 60 days before the unit is empty.
Finding tenants is not hard. Finding a good tenant quickly, without a month of lost rent, is where most small landlords struggle. These nine steps cover the whole process, from the day you get notice to the day you hand over the keys.
1. Start Before the Unit Is Empty
Every empty month costs you a full month's rent. As soon as the current tenant gives notice, or tells you they will not renew, start planning. Many landlords list 30 to 60 days ahead and show the unit while the current tenant is still there, with proper notice to them as the lease requires.
If you want to keep the current tenant instead, which is almost always cheaper, ask about a lease renewal 60 to 90 days before the lease ends.
2. Get the Unit Ready
Tenants decide in the first few seconds of looking at the photos. Before you take them:
- Clean everything, including windows, appliances and bathrooms
- Fix what is broken: dripping faucets, loose handles, burned-out bulbs
- Touch up paint where the last tenant left marks
- Check smoke and carbon monoxide detectors
- Record the condition with a move-in checklist and dated photos, so you have a baseline for the next deposit return
3. Price the Rent Right
Overpricing is the most common reason a unit sits empty. A unit priced $100 above the market that stays empty for one extra month loses more than a year of that extra $100. Look at similar listings nearby, with the same bedrooms, bathrooms and condition, and price close to them.
Our free rent estimate tool gives you a starting figure, and our guide to pricing a rental competitively shows how to check it against the market.
4. Write a Listing That Answers Every Question
A good listing filters out the wrong people and attracts the right ones. Include:
- Rent, deposit and fees, stated clearly
- Available date and lease length
- Bedrooms, bathrooms and square footage
- What is included: utilities, parking, laundry, appliances
- Pet policy
- Your screening criteria, such as the income requirement
- 10 or more bright photos, taken in daylight, with the main room first
Describe the property, not the tenant you want. "Two-bedroom near the train station" tells renters what they need to know. Leave out phrases about who would suit the home, such as "perfect for a young couple". Fair housing rules cover advertising too. See our fair housing guide.
5. Advertise Where Renters Look
Post the listing in several places at once. The more renters see it, the more applicants you can choose from.
| Where | Cost | Best for |
|---|---|---|
| Zillow Rental Manager (also shows on Trulia and HotPads) | Free or paid, depending on the market | The largest audience of renters |
| Apartments.com and its network | Free and paid options | Apartments and multi-unit buildings |
| Facebook Marketplace and local groups | Free | Local renters, quick replies |
| Craigslist | Free in most areas; some cities charge a small fee | Budget rentals and smaller cities |
| University and employer housing boards | Usually free | Students, staff and people relocating |
| Yard sign and word of mouth | Low | Single-family homes on busy streets |
| Referrals from current tenants | Free | People who already know the area and the building |
List once, share everywhere. In My Rental Spot, a listing on our marketplace is free and gets its own link you can share by text, email or social media. Verified properties can list on Zillow with one click, and a Craigslist template is filled in from the unit details for you. See listings and advertising.
6. Reply Fast and Pre-Screen
Good tenants look at several places at once. Reply to every inquiry the same day, ideally within a few hours. Before you book a showing, confirm the basics:
- When do they want to move in?
- How many people will live there, and any pets?
- Does their income meet your requirement?
- Are they happy with a credit and background check?
- Why are they moving?
Ask every prospect the same questions. It saves time, and it keeps your process consistent and fair.
7. Show the Unit
Group showings, where you set one or two time slots and invite everyone, save you hours and create a little healthy competition. Individual showings suit busy prospects. Either way:
- Confirm the day before, as no-shows are common
- Turn on the lights and open the blinds
- Have a printed sheet with the rent, deposit, criteria and how to apply
- Tell everyone how to apply online before they leave
8. Screen Every Applicant the Same Way
Screening is where you find a good tenant, not just any tenant. Use a written rental application, check that income meets your requirement with the rent-to-income calculator, and run credit, background and eviction checks.
Then check what the application says. Call the previous landlord to confirm the dates, rent and payment record, and check the references with a tenant reference check. Our full guide on how to screen tenants covers each step.
Write your criteria down before you list, and apply them to every applicant in the order applications arrive. A consistent, written standard is the best protection against a fair housing complaint.
9. Sign the Lease and Hand Over the Keys
Once you approve an applicant, move quickly. Collect the deposit and first month's rent, sign the lease, walk through the unit together with the move-in checklist and set up online rent payments so the first payment is not a problem.
How to Find Tenants: Common Questions
Where can I find tenants for free?
Free options include Facebook Marketplace, local community groups, Craigslist in most areas, university housing boards, a yard sign and referrals. My Rental Spot listings are free too. Zillow and Apartments.com offer free and paid options that vary by market.
How long does it take to find a tenant?
It depends on the price, the season and the local market. A unit priced at the market, with good photos, listed a month or more before it is free and answered quickly, usually fills much faster than one listed the day it becomes empty.
What is the best time of year to find tenants?
In most US markets, late spring and summer bring the most renters, because people move between school years and leases often end then. Winter is slower. If you can, set lease end dates that fall in the busier months.
How do I find good tenants, not just any tenants?
Get more applicants, then screen harder. A bigger pool lets you choose. Written criteria, income verification, a credit and background check and a real conversation with the previous landlord separate a good tenant from a risky one.
Should I use a property manager to find tenants?
A property manager or leasing agent usually charges a fee to place a tenant. If you have the time, you can do each step yourself with free tools and keep that fee.
Related Resources
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