How to make a Vacancy Claim for time lost between tenants

Claiming a vacancy between tenants is a crucial step for landlords to mitigate financial losses. In the United States, understanding the process and implementing it effectively can make a significant difference in maximizing returns on investment.

Here’s a comprehensive guide on how to make a vacancy claim for time lost between tenants.

Understanding Vacancy Claims:

When a rental property sits empty between tenants, landlords typically experience financial setbacks due to the absence of rental income. A vacancy claim is a method landlords use to recoup these losses by accounting for the time the property remains unoccupied.

The process for making a vacancy claim for time lost between tenants:

Here is what you have to do to make a vacancy claim for the time lost between tenants:

Document Everything:

  • Lease Agreement Terms: Start by reviewing the lease agreement to understand the terms regarding vacancies, any clauses related to rent responsibilities during vacant periods, and notice requirements for tenants.
  • Detailed Records: Maintain meticulous records of the lease end date, move-out inspections, and any efforts made to secure a new tenant. Document all communication with the previous tenant regarding move-out dates and conditions of the property.

Mitigating Vacancy Losses:

  • Timely Advertising: Begin advertising the property for rent as soon as you’re aware of the current tenant’s move-out date. Utilize online platforms, social media, and local listings to attract potential renters.
  • Property Maintenance: Ensure the property is in top-notch condition for showing to potential tenants. Address any necessary repairs or maintenance promptly to expedite the renting process.

Calculating Vacancy Losses:

  • Determine Vacancy Period: Calculate the exact duration between the move-out date of the previous tenant and the date the new lease begins. This is the period for which you can make a vacancy claim.
  • Loss Calculation: Multiply the number of days the property remained vacant by the daily rental rate. This provides the total loss incurred during the vacancy period.

Submitting the Claim:

  • Communicate with the Tenant: Inform the previous tenant about your intention to claim the vacancy period and provide a breakdown of the calculation for transparency.
  • Documentation: Prepare a formal claim letter or email outlining the vacancy claim amount, supported by detailed records, lease agreement clauses, and any relevant state laws that validate your claim.
  • Follow Legal Procedures: Ensure compliance with local landlord-tenant laws regarding vacancy claims. Some states may have specific regulations or procedures that landlords must follow.
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Making Vacancy Claim for Time Lost Between Tenants: Tips for Landlords

Here are some additional tips to help landlords navigate the vacancy claim process effectively:

1. Review State Laws:

Different states have varying laws governing landlord-tenant relationships, including regulations concerning vacancy claims. Familiarize yourself with the specific laws in your state regarding allowable claims for vacancy losses and the procedures to follow. Some states might limit the duration or calculation method for vacancy claims.

2. Consider Partial Rent:

In some cases, landlords might negotiate with the previous tenant to pay a reduced rate for the days the property remained vacant. This compromise can often result in quicker settlements and maintain a positive relationship with the previous tenant, especially if the vacancy was due to circumstances beyond their control.

3. Provide Evidence:

Alongside your claim, present evidence supporting the vacancy period. This can include advertising records, communication with potential tenants, maintenance receipts, and any other documentation validating the efforts made to re-rent the property during the vacant period.

4. Maintain Professionalism:

Maintain a professional and respectful tone in all communications regarding the vacancy claim. Clearly outline the reasons for the claim and provide a breakdown of the calculations. Being professional can help avoid conflicts and facilitate a smoother resolution.

5. Consider Mediation or Arbitration:

If disputes arise between you and the previous tenant regarding the vacancy claim, consider mediation or arbitration as alternative dispute resolution methods. These processes can often resolve disagreements more amicably and cost-effectively than pursuing legal action.

6. Seek Legal Advice:

If you encounter complexities or legal ambiguities regarding the vacancy claim process, seeking legal advice from a qualified attorney specializing in landlord-tenant law can be immensely beneficial. They can provide tailored guidance based on the specifics of your situation and ensure compliance with all legal requirements.

7. Understand Tenant Circumstances:

Sometimes, vacancies occur due to unavoidable circumstances faced by tenants, such as sudden job relocations or unexpected personal issues. Understanding these situations and approaching the vacancy claim with empathy can sometimes lead to more cooperative resolutions.

8. Maintain Clear Communication:

Throughout the vacancy claim process, maintain open and transparent communication with the previous tenant. Keep them updated on the progress of the claim and respond promptly to any inquiries or concerns they may have.

By following these additional tips, landlords can navigate the vacancy claim process more effectively, potentially minimizing financial losses and fostering positive landlord-tenant relationships.


Claiming for vacancy between tenants is a necessary step to safeguard your investment as a landlord. By meticulously documenting the process, understanding lease agreements, and following legal procedures, you can mitigate financial losses caused by unoccupied rental properties.

Remember, transparency and communication are key when dealing with vacancy claims. Understanding your rights and obligations as a landlord under state laws is crucial for a smooth and effective vacancy claim process.

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