How to attract, choose and keep tenants
By Carolyn Parrella | Published 19 October 2026
Finding and keeping tenants can support your broader property management approach, but outcomes are never guaranteed. Market conditions, tenancy laws, property condition, tenant circumstances and how the property is managed can all influence vacancy periods, rental income and maintenance outcomes. The tips below are general in nature and should be considered alongside your own circumstances and any professional advice you may need.
Why tenant suitability matters for landlords
A suitable tenant is not a subjective ideal profile. In this article, tenant suitability means an applicant who is assessed against lawful, consistent and relevant screening criteria, such as their ability to meet rent obligations, rental history, references and willingness to comply with lease conditions.
Applying the same criteria to every applicant may help landlords make more consistent decisions and reduce avoidable misunderstandings. However, vacancy periods, advertising costs, rental income and tenancy outcomes can vary depending on factors such as the local rental market, property condition, tenancy laws and individual tenant circumstances.
What does tenant suitability mean?
When screening applicants, focus on objective information that is relevant to the tenancy and allowed under applicable laws. This may include whether the tenant can:
- pay rent on time
- communicate respectfully
- care for the property
- follow lease conditions
- have stable income or employment
- provide positive rental references, and
- show a history of responsible renting.
Using documented criteria consistently can help landlords and property managers make decisions that are fair, explainable and easier to apply across all applicants.
How to attract suitable applicants to your rental property
Present your property well
First impressions matter. Before listing your rental property, make sure you:
- clean and tidy all areas
- complete minor repairs
- refresh paint if needed
- improve gardens and street appeal, and
- use high-quality photos.
A clean, safe and well-maintained property may encourage more enquiries from applicants whose needs align with the home and set clear expectations for how the property should be cared for during the tenancy.
Set a fair rental price
Research similar rental properties in your area to understand current market rates. Pricing too high may reduce enquiries, while pricing too low can affect your returns. A competitive rental price may help generate interest and reduce vacancy time, although results depend on market conditions, property features and tenant demand.
Highlight key features
Focus on features tenants value most, such as:
- air conditioning or heating
- security features
- storage space
- energy-efficient appliances
- outdoor areas
- secure parking, and
- pet-friendly options.
Also mention nearby schools, shops, parks and public transport where relevant.
Market to the right audience
Think about who is most likely to rent your property and highlight features that suit them:
- Families may look for good schools, parks and outdoor space
- Professionals often value transport links, parking and home office areas
- Retirees may prefer accessibility, low-maintenance living and nearby services.
How to screen applicants using fair and consistent criteria
When reviewing rental applications, use the same clear criteria for every applicant. Look for complete and consistent information, including identity, income, employment details, rental history and references.
Rental history is also important. Previous landlords or property managers can provide useful insight into how an applicant managed past tenancies, including whether rent was paid on time and the property was kept in good condition.
Reference checks can help confirm that:
- rent was paid on time
- the property was well maintained
- communication was professional
- there were no major issues during the tenancy, and
- the same screening process was applied fairly to all applicants.
Avoid asking for more personal information than you reasonably need to assess the application. Landlords and property managers should also avoid making decisions based on protected attributes such as age, race, disability, family status, gender identity, religion, sexuality or pregnancy.
Common tenant screening mistakes to avoid
Avoid these common errors:
- Rushing the selection process
- Skipping reference checks
- Focusing only on income
- Ignoring rental history
- Using inconsistent screening methods.
How to build strong landlord-tenant relationships
Good landlord-tenant relationships often begin with clear communication. Respond to questions promptly, set expectations early and keep records of important discussions.
Professionalism also matters. Treat tenants fairly, follow through on commitments and respect their privacy by complying with notice requirements and conducting inspections respectfully. Learn more about the ways you can maintain a good relationship with your tenants.
Why maintenance helps retain good tenants
Tenants are more likely to stay when a property is safe, comfortable and well maintained.
Respond quickly to repair requests, especially for issues such as plumbing problems, electrical faults, broken appliances or security concerns.
Preventative maintenance, including routine inspections and addressing wear and tear early, can help avoid larger problems and improve tenant satisfaction.
How to keep good tenants longer
Retaining tenants may help reduce vacancy costs and support more stable rental income, but this will depend on factors such as market conditions, rent settings, property condition, tenancy laws and each tenant’s circumstances.
To encourage lease renewals:
- keep communication open
- address concerns promptly
- maintain property standards
- consider reasonable rent increases, and
- make improvements where appropriate.
Tenants who feel valued are often more likely to stay.
If a tenant experiences financial difficulty, early and respectful communication may help both parties understand the situation and follow the appropriate tenancy and insurance steps.
Tenant success checklist for landlords
Attract
- Present the property well
- Use quality photos
- Set a competitive rental price
- Create a clear listing.
Screen
- Verify identity and income
- Check rental history
- Contact references
- Review affordability.
Retain
- Communicate regularly
- Respond to maintenance requests
- Conduct respectful inspections
- Maintain the property
- Encourage lease renewals.
Considering landlord insurance as part of your risk management approach
Careful tenant selection and proactive property management may help reduce some rental risks, but unexpected events can still happen. Terri Scheer Landlord Insurance is designed to help protect residential investment property owners from a range of risks associated with renting out their property. It may not be suitable for every landlord, so consider your circumstances, the cover available, key conditions, limits and exclusions before deciding whether to buy.