Landlord Guide to Rental Open Houses and Apartment Showings

In this article:

• How to show a rental property
• How to show a rental property while it's occupied
• How to promote your rental open house
• How to prepare for a showing or rental open house
• Landlord etiquette for a rental open house or showing
• Is a rental open house worth it?

One of the most important tasks for a landlord is keeping their property occupied. Maybe you're a first-time landlord, or you received notice that your current tenant won't be renewing their lease. Whatever the reason, showing a rental property to prospective tenants can be an effective way to find renters. According to the Zillow Group Consumer Housing Trends Report 2019 survey data, 64% of renters find it important to tour a home before signing a lease. This article covers how to host an open house or apartment showing, as well as proper landlord open house etiquette.

How to show a rental property

You can show a rental property yourself or hire a property manager to do it. Here are three different ways to go about a house, condo or apartment showing:

• Schedule an individual showing with a set appointment.
• Schedule individual showings for different time slots on the same day.
• Host a rental open house.

What is a rental open house?

A rental open house is an event where a landlord or property manager is on-site and interested renters can stop by and see the rental. Whether you have a house, apartment, condo or multi-unit residence, open houses are great for showing rental property to prospective tenants.

How is an individual showing different?

An individual showing allows you to meet one-on-one with a prospective tenant. By setting individual appointments, you can give each interested renter your full attention and answer any questions they may have. If you advertise on Zillow, interested renters will be able to request a showing and you’ll be notified by email to set up an appointment.

What is the best option for me?

A rental open house: Allows for more prospective tenants to see the rental property. You'll also be able to save time, as anyone interested will show up during open house hours — you won't have to show the property multiple times like you would with individual showings.

An individual showing: May be the quickest way to a signed lease if you're in a hot rental market and receive several rental inquiries right away. Offer prospective tenants a few different times to choose from — if they're serious about renting, they'll make time to come to your rental property showing.

What if nobody shows up to my rental open house?

You may have people cancel in advance or at the last minute — and sometimes they don't show up at all. If a scheduled rental showing is blown off, try following up with the interested party. They may have just had something unexpected come up and want to reschedule. You can also forward the link to your rental application in case they'd like to apply without seeing the property first.

How to show a rental property while it's occupied

As a landlord, you may need to show your rental property while the current tenants are still occupying it. Since 33% of renters know they’re moving less than one month in advance, giving tenants proper notice will help them make sure the property is clean and acceptable for a showing.

Here are some things to consider when preparing to show an occupied rental property:

1. Ask what time is convenient for your tenant

Suggest a few times to your tenant and see what works best for them. Ideally, the tenant won't be present for the showing — try and pick a time when they're at work or running errands.

2. Give your tenant as much notice as possible

Depending on your state's landlord-tenant laws, you may need to provide one or two days' notice before entering and showing the rental property. Try and give them even more notice if you can.

3. Offer an incentive

Consider giving your tenant an incentive to prepare the rental property for a showing. Small gestures like a gift card to a restaurant or a $50 discount on the month's rent will motivate the tenant to clean up and make the property presentable.

4. Pay for a cleaning service

Depending on your lease agreement, you may be hiring a cleaning service when the tenant moves out anyway — so consider doing it before the end of the lease instead. A cleaning service will ensure your rental property looks its best for the prospective renters.

5. Limit the amount of time you spend showing the property

A rental open house may not be the best option when your property is occupied. Consider scheduling individual showings instead — most showings take less than 30 minutes. If you decide to do an open house, try and keep it to three hours or less.

6. Avoid putting up 'For Rent' signs

This can add unwanted attention and pressure on your tenant and make them less likely to want you to show the rental.

Pros of showing an occupied rental

• You're less likely to have a vacant rental (no renter gap).
• The property is furnished and looks more like a home.
• You'll be able to make notes about what might need to be fixed or replaced.

Cons of showing an occupied rental

• The current tenant may be present during the showing.
• The tenant's furnishings may be distracting.
• The property may be messy or damaged.

How to promote your rental open house

If you decide to host a rental open house, advertise your showing one week in advance. With Zillow Rental Manager, you can easily list your property for rent and post open house showings. Our Rent Connect tool provides you with contact information for high-intent renters so you can send them invitations to your open house. Create a unique rental ad and include at least 10 high-quality photos of the interior and exterior so interested renters can get an idea of what to expect before they show up.

Here are the steps to take before hosting a rental open house:

1. Specify if it's a rental open house or individual showing

If you're only doing individual showings, make it clear in your rental ad that prospective tenants must contact you to make an appointment. Most showings should only take 10-15 minutes, and if you schedule appointments 30 minutes apart you won't feel rushed or overwhelmed.

2. Give a specific time and date

State a specific time for the rental open house (e.g., 2 p.m.) instead of a range (2-4 p.m.). This creates a sense of urgency and encourages people to come earlier instead of showing up for the last 15 minutes.

3. Follow up with interested renters

When you receive an inquiry, be sure to send a quick text or email to the prospective tenant suggesting a date and time to show your property. Given the small window for finding a new home, 69% of renters expect to hear back from the landlord or property manager within 24 hours of inquiring about the property.

4. Send appointment reminders

When you have a house or apartment showing scheduled, send a reminder email to the prospective tenant 24-48 hours before the appointment. You can even include a link to apply online to get the screening process started early.

How to prepare for a showing or rental open house

You've worked hard to create a great rental listing that attracts renters. Make sure to maintain that positive first impression by taking the time to prepare your rental for showings.

1. Make any needed home repairs

If anything at your rental property needs repair, take care of it before you start showing the home. As soon as your tenant gives notice, ask them for a list of any known maintenance issues, or simply arrange a time to stop by and do an informal inspection. Things to repair include:

• Filling in any holes
• Fixing railings, stairs or fixtures
• Replacing damaged or worn flooring
• Fixing any appliances that aren't working properly

2. Clean your home and eliminate any bad odors

A bad odor can instantly turn away prospective tenants. Here's what you can do to eliminate odor:

• Sweep, mop and vacuum the floors.
• Wipe down counters in the kitchen and bathroom.
• Clean appliances (inside and out).
• Place air fresheners throughout the home, or add a touch of vanilla extract to lightbulbs.

3. Consider staging the home

If the rental property is vacant, you can either show it empty or stage it. Staging your rental property for a showing will help prospective tenants imagine themselves living in the home, and it can give them an indication of the size and type of furniture that will fit in each room. Good ways to liven up the property include:

• Renting furniture
• Placing flowers, candles or decorative pillows on benches and other spaces
• Making sure the lights are on
• Opening the windows (if it's nice out)
• Maintaining a comfortable temperature throughout the house (70 degrees F is comfortable for many people)
• Baking cookies (this will also make the house smell great!)

4. Landscape the front and back yards

The exterior of a home is the first thing a prospective renter sees. Make a good first impression by:

• Hosing off the windows
• Filling in any holes
• Mowing and edging the lawn
• Hanging a flower basket by the front entrance (if you have time to water it)

5. Have rental applications accessible

Some prospective tenants will have done their research and be eager to apply when they arrive at the showing. Make sure you have rental applications handy so they can get the leasing process started. If you have a tablet with internet access, you can even have interested renters apply online. It's also a good idea to review the basic terms of your lease, like the rent price, deposits, duration, pet policy and move-in date.

6. Prepare rental property flyers

Set flyers in the kitchen or living room. Include prominent features of the property along with a few high-quality photos. Include a link to apply online, along with your phone number and email address.

Landlord etiquette for a rental open house or showing

In addition to having a presentable property, you need to come across as a dependable landlord. In-person tours are especially important to older renters — 73% of baby boomers and 68% of Gen X renters find them to be helpful, and they offer a chance to meet you. While you should dress appropriately and be friendly, you should also be prepared to answer questions and provide information.

1. Know your rental property's selling points

Have a plan for how you'll walk prospective renters through the property, and mention a few key features for each room. Some things to bring up, if they are relevant:

• Additional storage like closets, a basement or a shed
• Good views (not just when you're showing but also during different seasons)
• Pet accommodations like a pet door or fenced yard
• Air conditioning
• Walkability
• Included utilities
• Outdoor areas for cooking, entertaining, gardening or relaxing

2. Have an idea of what you're willing to negotiate

Sometimes an interested renter doesn't meet certain requirements but is otherwise a good fit. Have firm policies in place around what you are and aren't willing to negotiate. For example:

• Will you allow certain pets, possibly for an extra monthly fee or deposit?
• Will you allow smoking outside or in certain areas?
• Are you flexible around the move-in date?

To prevent wasting everyone's time, you can pre-screen prospective tenants before your house or apartment showing by having them complete an application. This will help you weed out anyone who doesn't meet your minimum requirements.

3. Ask prospective tenants questions

While you should always screen prospective tenants by having them complete an application along with background and credit checks, a rental open house is a great way to get to know them off-paper. Start the conversation by asking where they're from and maybe what they like to do for fun. Then you can jump into questions like:

• What is their current living situation?
• What are they looking for in a rental property?
• Why are they moving?
• When do they plan on moving?
• What is the earliest they can move in?
• Do they have pets?
• Will they have roommates?

Make sure to understand and comply with all applicable fair housing laws. It's a good idea to ask all interested renters the same questions to ensure you're not being selective.

4. Understand who you can and can't deny

In accordance with the fair housing laws mentioned above, there are certain things you can deny an applicant for and certain things you can't. 

You cannot reject an applicant for:

• Showing up unprepared
• Not taking care of their personal belongings
• Bad manners
• Their race, color, religion, national origin, sex, familial status, disability or other discriminatory factor

You can reject an applicant if:

• They have pets and you don't allow pets.
• They smoke and you don't allow smoking.
• They don't meet the qualifying income-to-rent ratio.

Is a rental open house worth it?

The answer varies. Some landlords have great success hosting rental open houses, and some don't. A rental open house is an excellent way to meet interested renters face-to-face and give them an opportunity to meet you and see the property. However, rental open houses can present some drawbacks:

• You risk turning away great renters who can't make the time slot.
• If many interested renters show up, it will be hard to give personalized attention to each of them.
• You may not be able to give walkthroughs to everyone.
• It's harder for renters to imagine living in the space if too many people are present.
• The competition may discourage some interested renters from applying.

If you're worried about any of the above, consider scheduling individual appointments where you can make the showing more personable. This may ultimately be the best use of your time and the best way to find a reliable tenant who meets all of your requirements.

For more articles, insights and trends about renting a property, visit our Rental Resource Center.