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How to maintain high occupancy rates year round In rental property

How to maintain high occupancy rates year round in rental property

Maintaining a high occupancy rate is essential for maximizing the property’s revenue potential and ensuring a steady income stream for property owners or managers. It involves a combination of proactive management, tenant-focused strategies, and dedication to providing a desirable living experience for tenants.

Properties with high and consistent occupancy rates (such as 98% throughout the year) often possess certain attributes or factors that contribute to their success in attracting tenants. Before moving on to the factors, let’s first understand how occupancy rates are calculated.

The rental occupancy rate is a key metric used to measure the percentage of time a rental property is occupied or rented out within a certain period. To calculate the rental occupancy rate, use the following formula:

Occupancy Rate=(Total Number of Days in a Specific Period Number of Days Occupied) 100%

Here’s a breakdown of the steps:

  • Determine the Total Number of Days in the Period:
    • Identify the timeframe for which you want to calculate the occupancy rate. It could be a month, quarter, or year.
  • Calculate the Number of Days Occupied:
    • Count the total number of days the rental property was rented out or occupied by tenants during that specific period. Include all days when tenants were present, excluding any vacant days or periods when the property was not rented out.
  • Plug the Values into the Formula:
    • Use the formula provided above by dividing the number of days the property was occupied by the total number of days in the period. Multiply the result by 100 to get the percentage.


short term rental occupancy

Let’s say you want to calculate the occupancy rate for a vacation rental property over the course of a year.

  • Total number of days in the year: 365 days
  • Number of days the property was occupied by guests: 250 days

Using the formula:

Occupancy Rate=(250365)100%

Occupancy Rate=0.6849×100%

Occupancy Rate≈68.49%

In this example, the calculated occupancy rate for the year is approximately 68.49%. This means that the property was occupied or rented out around 68.49% of the time throughout the year.

Also Read: How to attract quality tenants for rental property

After calculating the occupancy rate, it is time to understand the factors affecting the occupancy of any property.

Some reasons why certain properties maintain exceptionally high occupancy rates while others may not achieve the same level include:

  • Location Advantage: Properties situated in highly desirable or strategic locations tend to attract more tenants. Proximity to amenities, transportation hubs, schools, shopping centres, or business districts can significantly impact demand.
  • Property Condition and Appeal: Well-maintained, aesthetically pleasing, and up-to-date properties often attract more tenants. Properties with modern amenities, good curb appeal, and functional designs can command higher demand.
  • Pricing and Competitive Rates: Properties offering competitive rental rates and value for money tend to attract more tenants. Those offering reasonable prices compared to similar properties in the area may experience higher occupancy rates.
  • Effective Marketing and Exposure: Properties with robust marketing strategies, online presence, and effective advertising campaigns tend to attract more attention and inquiries from potential tenants.
  • Good Reputation and Reviews: Properties with positive tenant reviews, good management practices, and a solid reputation in the community are more likely to attract and retain tenants.
  • Property Management and Service Quality: Professional property management, prompt responses to tenant needs, effective maintenance, and excellent customer service can contribute to high tenant satisfaction and retention.
  • Targeted Tenant Segments: Properties tailored to specific demographics or tenant needs (such as family-friendly, pet-friendly, or luxury accommodations) may attract a consistent stream of tenants seeking those specific features.
  • Seasonal or Niche Appeal: Properties catering to seasonal demand or targeting niche markets (such as vacation rentals, student housing, or corporate rentals) might experience higher occupancy rates during specific periods or due to specialised demand.
  • Tenant Retention Strategies: Properties implementing strategies to retain tenants, such as lease renewals, tenant loyalty programs, or responsive management to tenant concerns, often experience longer tenant stays and reduced vacancies.

These factors, among others, contribute to why certain properties achieve consistently high occupancy rates, while others may face challenges in maintaining similar levels of occupancy throughout the year. Understanding these factors helps property owners or managers optimise their properties for higher occupancy rates and tenant satisfaction.

Further, we will share some insightful strategies that can help you with high occupancy rentals whether for long-term, mid-term rentals, or short-term rental property management.

Short-Term Rental High Occupancy Strategies:

Effective Marketing and Online Presence:

  • Utilise Multiple Online Platforms:
    • List the property on various online rental platforms like Airbnb, VRBO,, and others to expand its reach to a diverse audience.
    • Ensure consistent and attractive listings across all platforms with accurate details and information.
  • High-Quality Presentation:
    • Use professional-quality photos highlighting the property’s best features, including interior and exterior shots.
    • Craft detailed, engaging descriptions that highlight unique amenities and attractions nearby to attract potential guests.

Competitive Pricing and Flexibility:

Short term rental occupancy rates-Rezo Property Management

  • Dynamic Pricing Strategy:
    • Adapt pricing based on demand fluctuations, seasons, local events, and market trends. Adjust rates to remain competitive while maximising income.
    • Offer flexible booking options like last-minute deals, discounts for longer stays, or customizable lengths of stay to cater to different guest preferences.

Optimising Property and Guest Experience:

  • Property Maintenance:
    • Ensure the property is well-maintained, clean, and in excellent condition. Regularly inspect and address any maintenance issues promptly to maintain guest satisfaction.
    • Provide essential amenities such as Wi-Fi, toiletries, comfortable bedding, and kitchen supplies to enhance the guest experience.
  • Excellent Guest Service:
    • Prioritise guest communication, promptly respond to inquiries, and provide clear, detailed information about the property, check-in process, and local area.
    • Accommodate guest needs and requests to the best extent possible to ensure a positive experience.

Focus on Positive Reviews and Ratings:

  • Encouraging Positive Reviews:
    • Request guests to leave reviews after their stay by sending a follow-up message thanking them for their visit.
    • Address any concerns or issues raised by guests during their stay promptly and professionally to mitigate negative feedback.

Promotions and Special Offers:

  • Marketing Campaigns:
    • Run promotional campaigns during low-demand periods, offer discounts for extended stays, or provide additional amenities or services as part of special offers.
    • Create incentives like welcome baskets, local attraction guides, or complimentary services (such as airport pickup) to attract more guests and encourage repeat visits.

Also Read: Emerging trends in Short Term Rentals

  • Long-Term Rental High Occupancy Strategies:

Tenant Retention and Relationship Building:

  • Positive Tenant Relations:
    • Foster positive relationships by addressing tenant concerns promptly and maintaining open communication channels.
    • Engage with tenants regularly, showing genuine interest in their comfort and well-being within the property.
  • Encouraging Lease Renewals:
    • Offer incentives for lease renewals, such as reduced rent for renewing tenants, loyalty rewards, or extended lease discounts.
    • Initiate discussions regarding lease extensions well in advance to encourage tenants to renew their contracts.

Regular Property Maintenance and Upkeep:

  • Scheduled Inspections and Maintenance:
    • Conduct regular inspections to identify and address maintenance issues promptly, ensuring the property is well-maintained.
    • Promptly respond to repair requests and resolve issues to maintain tenant satisfaction and prevent property deterioration.
  • Amenity Maintenance:
    • Ensure common areas, facilities, and amenities (such as gyms, pools, or recreational areas) are well-maintained and functional.

Fair and Competitive Rent Rates:

  • Competitive Pricing:
    • Determine rental rates based on the local rental market, offering competitive prices that align with the property’s value and amenities.
    • Avoid frequent rent increases unless warranted by significant market changes to maintain tenant loyalty.

Effective Tenant Screening and Leasing Policies:

  • Thorough Tenant Screening:
    • Implement comprehensive tenant screening procedures to select reliable tenants with good rental histories, stable incomes, and positive references.
    • Verify tenant backgrounds, credit histories, employment status, and previous rental records to ensure a suitable match for the property.
  • Clear Lease Outlines:
    • Clearly outline lease terms, policies, and property rules in the rental agreement to avoid misunderstandings and disputes.
    • Communicate expectations regarding rent payment schedules, property care, and tenant responsibilities upfront.

Continuous Improvement and Upgrades:

  • Property Enhancements:
    • Consider periodic upgrades or renovations to enhance the property’s appeal and value, attracting long-term tenants seeking quality accommodations.
    • Upgrade features like appliances, fixtures, landscaping, or communal areas to improve the overall living experience.

To Conclude –

Maintaining a high occupancy rental rate refers to the ability of property owners or managers to consistently keep their rental properties occupied by tenants for extended periods. It involves strategies and practices aimed at minimising vacancy periods and ensuring that the property is consistently occupied by tenants.

Implementing these strategies in short-term as well as long-term rental management can enhance the property’s visibility, attract more guests, and ultimately lead to higher occupancy rates throughout the year.


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