8 Smart Strategies to Find Tenants

Finding the right tenant isn’t just about filling a vacancy—it’s about protecting your property, securing steady income, and building lasting landlord-tenant relationships. The challenge? The rental market is competitive, and the old ways of listing and waiting don’t cut it anymore.

Whether you manage a handful of units or an entire portfolio, you need a strategy that attracts qualified renters without draining your time. Here’s a step-by-step look at how property managers and landlords are successfully finding tenants today.

1. Create a Standout Listing

Your listing is often a tenant’s first impression of your property. If it doesn’t grab attention in seconds, prospects will keep scrolling.

A strong rental listing includes:

• A compelling headline. Highlight benefits, not just facts. Instead of “2-bedroom apartment in Richmond,” try “Spacious 2-Bedroom with Private Balcony—Steps from Downtown.”
• Clear details. List rent, deposit, pet policy, and availability upfront.
• High-quality visuals. Photos (and ideally video) that are bright, clean, and accurate.

Tip: To reach more renters, many landlords use tools that cross-syndicate listings to sites like Zillow, Apartments.com, and Trulia. This saves time and ensures your property is seen in more places.

2. List on the Right Platforms

Gone are the days when a yard sign or newspaper ad would do the job. Today’s time-crunched, digital savvy renters are searching online.

Some of the most effective platforms include:

• Zillow, Trulia, HotPads – Broad reach and user-friendly.
• Apartments.com – Trusted for detailed filters and neighborhood info.
• Facebook Marketplace – Great for local visibility and speed.
• Craigslist – Still useful in some markets, though scams are a concern.

Posting consistently across these sites ensures your property is always where renters are looking.

3. Pre-Qualify Before Scheduling Showings

One of the biggest leasing time-sucks is showing a property to tenants who aren’t a great fit. Pre-qualification helps filter out unqualified renters before you ever leave the office.

Common  questions to ask:

• Do you meet the income requirement?
• Do you have pets?
• When do you plan to move in?
• Have you ever been evicted?

This can be done through a quick online questionnaire or a short phone screening. Some platforms even automate the process so that only qualified leads can schedule a showing.

4. Offer Flexible Showings

Today’s renters expect convenience. If you can only show properties during traditional business hours, you’ll miss out on qualified leads.

Consider:

• Evening and weekend tours. A small change that opens the door to more prospects.
• Self-showings. Secure lockbox technology allows pre-qualified tenants to tour at their own convenience.
• Virtual tours. These expand your reach to out-of-town renters or those who want a first look before visiting in person.

Automation makes this process even smoother. Instead of playing phone tag, prospects can schedule themselves into your calendar based on your availability.

5. Stay on Top of Lead Follow-Up

Finding tenants isn’t just about getting leads—it’s about keeping them warm. Many landlords lose qualified renters simply because they don’t follow up quickly enough.

Best practices:

• Respond to inquiries within 24 hours (sooner if possible).
• Send reminders for scheduled showings.
• Follow up with a quick message after a tour to gauge interest
• Use humans when possible in addition to automation to provide a personal touch

Tools that automate reminders and follow-ups help ensure no lead slips through the cracks.

6. Vet Tenants Thoroughly

Even if someone looks great on paper, screening is non-negotiable. A thorough tenant screening should include:

• Background checks for criminal history.
• Credit reports to verify financial responsibility.
• Rental history to check for past evictions or late payments.
• Employment verification to confirm steady income.

Automating parts of this process can save time while keeping everything consistent and compliant.

7. Watch for Red Flags

Strong processes help you spot common red flags early, such as:

• Applicants rushing to move in immediately with little documentation.
• Refusal to consent to background or credit checks.
• Incomplete or suspicious application details.
• Offers to pay large sums upfront to bypass screening.

Trust your systems. They’re designed to protect you from costly mistakes.

8. Track and Improve Your Process

Finally, don’t just “set and forget” your leasing strategy. Tracking results helps you get better with each vacancy.

Metrics to watch:

• Average days on market
• Where your best leads come from
• How many inquiries turn into showings
• How many showings convert to applications

With this data, you can refine your listings, marketing, and communication—shaving time off every vacancy cycle.

Finding tenants is part art, part science. By combining strong marketing, smart screening, and efficient processes, you can fill vacancies faster—and with renters who are the right fit.

Modern tools can make this even easier. From cross-syndicating listings to automated pre-qualification, scheduling, and follow-up, technology helps you handle the repetitive tasks while keeping your focus on the big picture: growing your business.

The goal isn’t just to place a tenant. It’s to place the right tenant—one who pays on time, takes care of your property, and stays longer. With a clear process and a little automation, you’ll spend less time chasing leads and more time enjoying consistent results.