A vacant unit is a unit that earns nothing, while rates, insurance and service charges continue. The fastest way to cut vacancy is to treat the gap between tenants as a project, with a checklist and a deadline, instead of waiting for a call. Start planning before the old tenant leaves, and the unit can be ready the week they go.

Before the tenant leaves

Announce your plan early. When a tenant gives notice, agree the date of the final inspection and ask about problems you should know about. With the tenant's permission, start advertising when notice is given, so viewings can take place before the unit is empty. Ending a tenancy: notice, handover and deposit refund covers the handover steps.

Inspect and list the work

Walk through the empty unit with a notebook. Check walls and ceilings, floors, doors and locks, windows, plumbing, electrics, appliances and fixtures. Write a list of repairs in order of importance: safety first, then function, then appearance. Get quotes for bigger jobs, and book contractors at once, since good ones are busy. Keep the receipts; repairs are deductible if you file annually, as explained in repairs vs improvements.

Do the work that earns its keep

Not every improvement pays back. Fresh paint, a deep clean, working taps and lights, secure locks and tidy outdoor space make the biggest difference for the least money. Expensive upgrades should be judged by the rent they will add. Track the cost of each job in the rental expense and deduction ledger.

Clean thoroughly

Cleanliness sells. Clean floors, windows, bathrooms, kitchen surfaces and cupboards, remove cobwebs and leftover items, and check for smells. A unit that smells fresh feels well cared for. If you cannot do it yourself, hire a cleaner and treat it as part of the cost of letting.

Check safety and compliance

Make sure electrical wiring is safe, locks work, gates and windows are secure, and any fire safety equipment is in place. Fix leaks and damp, since they put off tenants and damage the property. Check that your insurance is current; insuring a rental property: what to cover explains the cover to look for.

Take good photographs

Most tenants first meet the unit through photographs. Photograph each room in daylight, tidy and uncluttered, and include the outside, the entrance and any shared features. Take a short video if you can. Honest, bright photos attract better enquiries and fewer wasted viewings.

Set the price and write the advert

Check the market before you decide the rent; how to set the right rent for your property shows how. Write a clear advert with the location, size, rent, deposit, available date and key features, such as water, parking and security. Be accurate, and mention what is not included. Post it where your target tenants look, and ask neighbours and agents to share it.

Arrange viewings

Offer set viewing times and group them together, so you do not spend the week at the property. Be there to show the unit, answer questions and note who attended. Ask serious applicants to complete an application with their employment details and references.

Screen applicants

Check references, confirm employment and income, and meet the applicant. A tenant who pays on time and looks after the property is worth far more than a slightly higher rent. How to screen tenants and write a tenancy agreement lists what to ask.

Do the handover properly

Sign a written tenancy agreement, collect the deposit and first month's rent, issue receipts and complete the inspection and inventory together. Handing over a rental to a new tenant gives the full checklist. Add the new tenant to the rental property and tenant register.

Keep your tax in order

Remember that rent from the new tenancy is taxable from the first payment. Decide whether you will pay monthly rental income tax or file annually, using the rental income tax calculator. If the new tenant is a company, check the rules on withholding with the withholding tax on rent calculator.

Make it repeatable

Keep your checklist and reuse it for every vacancy. After each letting, note how long it took and what slowed it down. Over a few cycles, the gap between tenants shrinks, and the unit earns more.