Every time a tenant leaves, it costs you: lost rent during vacancy, cleaning and repainting, advertising, screening, and often a leasing fee to place the next tenant. Turnover is one of the largest — and most avoidable — expenses a landlord faces. Keeping a good tenant for an extra year or two quietly does more for your bottom line than almost any rent increase. Here’s how to keep great tenants in place in Ottawa.
Why turnover costs more than landlords think
The vacancy itself is only part of it. A single turnover can stack up weeks of empty unit, a repaint and clean, listing and marketing time, screening, and a re-leasing fee. In Ottawa’s more balanced 2026 market — where vacancy has risen and tenants have more options — an empty unit can also take longer to fill than it did a couple of years ago. For a fuller breakdown of those numbers, see our look at the cost of tenant turnover. The takeaway: retention is cheaper than replacement, almost every time.
It starts with the right tenant
The best retention strategy begins before move-in. A tenant who’s a genuine fit for the unit — stable, with realistic expectations — is far more likely to stay. That’s why thorough, consistent screening pays off twice: once in reliability, and again in tenure. See our guide to finding and screening good tenants.
Respond to maintenance quickly
Nothing drives a good tenant out faster than feeling ignored when something breaks. Prompt, reliable maintenance is the single biggest lever you have on retention. When a tenant sees that issues get fixed quickly and properly, they’re far more willing to renew — and far less likely to start browsing other listings. Responsive maintenance and repairs, backed by periodic inspections that catch problems early, signal that you take the property — and their home — seriously.
Communicate like a professional
Tenants stay where they feel respected and heard. That means being reachable, responding promptly, giving proper notice before entry, and handling concerns calmly and fairly. Good tenant communication and relations turn a transactional arrangement into a relationship a tenant doesn’t want to leave. Small things — acknowledging a request, following up, being consistent — compound over a tenancy.
Be strategic about rent increases
This is where many landlords cost themselves money. Pushing the maximum increase every year can save a few dollars and lose you a great tenant — whose departure then costs you far more in turnover. For 2026, Ontario’s rent increase guideline is 2.1% for rent-controlled units, with 90 days’ notice on Form N1. Sometimes a modest, below-guideline increase (or holding steady) for a reliable long-term tenant is the more profitable choice once you factor in the vacancy and re-leasing costs you avoid. Run the math on retention versus the increase — our guide on how much rent to charge in Ottawa can help you weigh it.
Make renewals easy and rent painless
- Reach out before the lease ends. A proactive renewal conversation, well ahead of time, keeps good tenants from drifting toward the market.
- Make paying rent effortless. Simple, reliable rent collection with clear records removes friction and reduces disputes.
- Keep the unit feeling cared for. Small, timely upgrades between renewals (fresh paint, a fixture, an appliance) show ongoing investment and justify staying.
Treat tenants as long-term partners
The landlords with the lowest turnover tend to share a mindset: they treat a good tenant as an asset worth keeping, not a cost to minimize. Fair rent for a well-maintained unit, honoured commitments, and respect during difficult moments build the trust that keeps people renewing year after year. A stable, satisfied tenant is the quiet engine of a profitable rental.
Let a property manager protect your retention
Consistent maintenance response, professional communication, smart renewal strategy, and frictionless rent collection are exactly what a property manager delivers day to day — and together they keep turnover low without you having to chase any of it. Explore our property management service and full range of services, or contact us to talk about your property. And if you do need to fill a vacancy, our tenant placement service gets it leased quickly to a well-screened tenant.
Frequently asked questions
Why is reducing tenant turnover important?
Turnover is one of a landlord’s biggest costs — lost rent during vacancy, cleaning, repainting, marketing, screening, and re-leasing fees. Keeping a good tenant longer avoids those costs and stabilizes your rental income.
What is the biggest cause of tenant turnover?
Slow or poor maintenance response is one of the most common reasons good tenants leave, followed by poor communication and aggressive rent increases. Addressing these three areas has the largest impact on retention.
Should I raise rent every year on a good tenant?
Not necessarily. While you can raise rent up to the annual guideline (2.1% for 2026 on rent-controlled units), a modest or below-guideline increase for a reliable long-term tenant can be more profitable once you account for the vacancy and re-leasing costs of turnover.
How can I encourage a tenant to renew their lease?
Reach out before the lease ends, keep the unit well-maintained, respond quickly to issues, communicate respectfully, and keep rent increases reasonable. Making renewal the easy, attractive choice is the goal.
Does a property manager help reduce turnover?
Yes. Fast maintenance, professional communication, proactive renewals, and reliable rent collection all reduce turnover, and a property manager handles these consistently so good tenants are more likely to stay.
