The short answer
A move-out costs far more than the cleaning bill. Add lost rent while the unit sits empty, the make-ready, marketing, leasing hours and any concession it takes to fill it. An estimate from the National Apartment Association puts repairs, concessions and lost rent at about $4,000 per unit on average. Keeping a good resident is usually the best return on any dollar you spend.
The numbers behind a move-out
- About $4,000 per turn. An NAA industry relations manager estimates repairs, concessions and lost rent after a move-out total about $4,000 per unit on average (Multi-Housing News).
- More residents are staying. RentCafe reports 63% of renters renewed in 2025. RealPage measured just over 54% of market-rate renters renewing in the year ending October 2024, against about 51% in the decade before the pandemic (Multi-Housing News; RealPage).
- Service drives the decision. Resident surveys cited in the same report name maintenance, upkeep, safety and management communication among the top reasons people don't renew, alongside rent.
Where the money goes
- Vacancy days. Every day between move-out and the next move-in is a day of rent you don't collect.
- Make-ready. Paint, cleaning, carpet or flooring, repairs and appliance fixes, plus the staff or vendor hours to manage them.
- Marketing. Listing fees, photos, ads and any paid lead sources.
- Leasing time. Answering inquiries, tours, applications, screening and move-in paperwork.
- Concessions. A free week or month to fill the unit faster.
- Turnover risk. A new resident is an unknown. A renewing one has a payment history with you.
A worked example
The table below is an illustration, built on assumptions. Swap in your own rent, timelines and costs to see your number.
| Cost | Assumption | Example cost |
|---|
| Vacancy | Rent of $1,800 a month, unit empty for 30 days | $1,800 |
| Make-ready | Paint, deep clean and minor repairs | $1,500 |
| Marketing and leasing | Listing fees plus staff time for inquiries and tours | $500 |
| Concession | Half a month free to fill the unit | $900 |
| Total | One move-out | $4,700 |
Compare that with what it would take to keep the resident: a fixed repair, a fresh coat of paint at renewal, or a smaller increase. In this example, anything under $4,700 that secures the renewal comes out ahead.
The renewal playbook
- Start at move-in. The first 30 days set the tone. Check in after a week and fix anything on the move-in inspection fast.
- Make maintenance easy and fast. Answer every request, give a time frame and close the loop when the work is done.
- Answer the phone after hours. Emergencies and questions don't wait for office hours, and residents remember who picked up.
- Open the renewal conversation early, 90 to 120 days before the lease ends, so there's time to talk.
- Ask what would make them stay. A short survey or a call often turns up one fixable issue.
- Make renewing simple. Clear options, online signing and a named person to call with questions.
- Track why people leave. Log every move-out reason. Patterns tell you what to fix first.
How YesOneOne helps
Bob answers maintenance calls around the clock, sorts emergencies from routine requests and escalates by your rules. Kat handles routine resident questions at the front desk, day or night. Leigh books tours and follows up with prospects when a unit does turn, so it fills faster. Your team spends its time on the conversations that keep residents.