The Vacancy Math
Daily vacancy cost is monthly rent times 12, divided by 365. A few examples:
| Monthly rent | Cost per vacant day | Cost of a 5-day delay |
|---|---|---|
| $1,200 | about $39 | about $197 |
| $1,600 | about $53 | about $263 |
| $2,200 | about $72 | about $362 |
On most units, a five-day delay costs more than the cleaning itself. That's the number to show an owner who pushes back on paying for a better vendor.
1. Book Vendors Before the Keys Come Back
The biggest delay on most turns is the gap between move-out and the first vendor showing up. When the notice to vacate comes in, schedule the walkthrough, the cleaning, and any paint or carpet right then. A vendor who knows the date two or three weeks out can hold it. A vendor called the day after move-out fits you in when they can.
2. Do the Pre-Move-Out Walk
If your lease and local rules allow it, walk the unit with the resident a week or two before move-out. You'll see whether it needs paint, carpet replacement, or just a standard clean, and you can order materials before the unit is empty.
3. Sequence the Work
A typical turn runs in this order:
- Move-out inspection and photos
- Trash and haul-off
- Maintenance and repairs
- Paint and touch-ups
- Cleaning
- Carpet cleaning or replacement
- Final inspection
Cleaning before paint means cleaning twice. Carpet cleaning before the cleaning crew means wet carpet getting walked on. Getting the order right is free.
4. Cut the Number of Vendors
Every vendor handoff is a chance for a day to slip. If your cleaning company can also handle paint touch-ups, carpet cleaning, and haul-off, that's three handoffs gone. You also get one invoice per unit instead of four.
5. Fix Key and Access Handoffs
A surprising number of lost hours come from a crew waiting on keys. Lockboxes with codes shared ahead of time, a smart lock with temporary codes, or a set pickup time at the leasing office all work. Decide once, write it down, and give it to every vendor.
6. Require Photos Instead of Driving Out
If you have to drive to every unit to confirm it's done, the unit waits on your calendar. Ask vendors for after photos of every room. You can approve the turn and release the unit for showing from your desk.
7. Track Your Turn Time
Track days from move-out to rent-ready for every unit and every vendor. After a quarter, you'll know which vendors cost you days. That's the data that justifies moving work to the ones who show up.
Frequently Asked Questions
What is a good unit turn time for a rental?
It depends on condition and scope. A unit that only needs cleaning can often be rent-ready within a day or two of move-out if vendors are booked ahead. Units needing paint, flooring, or repairs take longer.
How do I calculate vacancy cost per day?
Multiply monthly rent by 12 and divide by 365. A $1,600/month unit costs about $53 for every day it sits vacant.
When should I schedule cleaning for a unit turn?
As soon as you receive the notice to vacate. Booking two to three weeks ahead lets the cleaning company hold your date instead of fitting you in after move-out.
Book Your Next Turn Before Move-Out
Send us the move-out date and we'll hold it. Cleaning, touch-ups, and carpet on one work order.
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