Landlord Retention Checklist
It costs 5x more to acquire a new landlord than to keep an existing one. This checklist ensures your landlords never have a reason to leave.
What's Included
Landlord churn erodes your rent roll and kills growth. Every lost landlord means lost recurring income and reduces your business value. Yet most agencies focus on acquisition while neglecting the landlords they already have.
This checklist covers:
- Onboarding excellence framework
- Regular communication touchpoints
- Proactive vs. reactive service model
- Annual rent reviews and market updates
- Maintenance handling best practices
- Financial reporting expectations
- Exit interview process (when they do leave)
- Win-back strategies for lost landlords
Why landlords leave (and how to prevent it)
1. Poor communication
The number one complaint from landlords is feeling uninformed. They want to know what's happening with their investment, including inspections, maintenance, tenant issues, and market conditions. Regular, proactive communication prevents this.
2. Maintenance frustration
Unexpected costs, slow response times, and feeling "nickel and dimed" on repairs erodes trust. Set expectations early, communicate maintenance clearly, and demonstrate value by getting competitive quotes.
3. Feeling like a number
Large portfolios can make landlords feel anonymous. They want to know their property matters to you personally. This checklist includes touchpoints that make landlords feel valued without being time-intensive.
4. Competitor approaches
Other agencies actively recruit your landlords. Landlords who feel neglected are vulnerable to these approaches. Regular, value-added communication makes switching feel unnecessary.
Critical retention touchpoints
First 90 days (onboarding)
First impressions set the relationship tone. Detailed handover, clear expectation setting, and early responsiveness builds confidence. Get this right and landlords become long-term advocates.
After major maintenance
Significant repairs are stressful for landlords. Follow up after completion to confirm satisfaction, explain preventative measures, and reassure them their property is in good hands.
Rent review time
Annual rent reviews are opportunities to demonstrate market knowledge and optimise returns. Proactively recommend adjustments with market evidence, rather than waiting for landlords to ask.
Lease renewal
When tenants renew, it's a chance to reconnect with landlords. Celebrate the continuity, discuss rental positioning, and reconfirm your value proposition.
Who this checklist is for
This checklist is for property managers and principals who want to reduce churn and protect their rent roll value. Whether you're experiencing high turnover or want to proactively strengthen retention before problems emerge.
It's also valuable for teams wanting consistent service standards that don't depend on individual property manager quality; this builds a systematic approach to landlord care.
Download your copy and keep your landlords for life.
Landlord Retention Checklist
Introduction
Your dormant database represents untapped revenue potential. This guide provides proven strategies to re-engage past leads and convert them into booked appointments.
1. Database Segmentation
Start by categorizing your contacts into three tiers based on engagement history and potential value. Focus your initial efforts on...
2. Reactivation Scripts
The key to successful reactivation is leading with value. Here are three proven scripts that have generated...
3. Timing Strategy
Research shows optimal contact times vary by segment. For homeowners...