Renters have more choices in many markets, and more of them are thinking about moving. According to AppFolio's 2026 Renter Preferences Report, 39% of renters plan to move within the next 12 months, up from 35% in 2025.
That makes tenant retention increasingly important. A vacancy does not just mean lost rent. It can also bring advertising expenses, cleaning and repair costs, screening time and the risk that a unit will sit empty longer than expected.
The encouraging news is that landlords do not necessarily need expensive amenities or elaborate tenant programs to compete. The report suggests that renters place tremendous value on three fundamentals: prompt maintenance, dependable communication and a clear move-in process.
Maintenance Has the Greatest Impact
Maintenance was the strongest driver of overall satisfaction in AppFolio's survey of 3,002 U.S. renters.
Among renters satisfied with maintenance, 56% planned to renew or remain in their current rental, compared with only 31% of renters who were dissatisfied. Satisfied renters were also far more likely to recommend their property manager.
Speed matters. Seventy-nine percent of renters satisfied with maintenance said their problems were resolved within a few days or less. By contrast, 53% of dissatisfied renters said they waited weeks or longer.
For independent landlords, the practical lesson is not that every repair must be completed immediately. Some repairs require parts, specialized contractors or owner approval. What matters is that the tenant knows the request was received, understands what will happen next and receives updates when there is a delay.
A simple maintenance standard
- Acknowledge every request promptly.
- Separate emergencies from routine repairs.
- Give the tenant a realistic timetable.
- Update the tenant if the timetable changes.
- Confirm when the work is complete.
- Keep written records of the request, communications and repair.
A tenant may tolerate a reasonable repair delay. Being ignored is much harder to tolerate.
Communication Should Match the Situation
AppFolio found that renters who were satisfied with communication were much more likely to renew and recommend their property manager. The preferred method depended on the urgency of the issue: 66% preferred a telephone call for emergencies, while email and text were favored for nonemergency matters.
Independent landlords do not need a sophisticated communication platform to meet that expectation. A dedicated business phone number, email address and consistent response procedure can be enough.
Use the phone when the situation is urgent. Use text or email for routine updates that both parties may need to reference later. Important notices and legal communications should always be delivered in the manner required by the lease and Florida law.
The Move-In Experience Sets the Tone
Renters who were satisfied with their move-in experience were 31% more likely to plan to renew, according to AppFolio.
The first few days of a tenancy often determine how the landlord-tenant relationship begins. Missing keys, unclear utility instructions, an unclean unit or unresolved repairs can create distrust before the tenant has unpacked.
A better move-in does not need to be complicated. Before possession is delivered:
- Confirm that promised work has been completed.
- Test locks, plumbing, appliances, smoke alarms and air conditioning.
- Provide clear instructions for rent payments and maintenance requests.
- Explain which utilities the tenant must place in their name.
- Complete a written move-in condition report with photographs.
- Give the tenant a single point of contact for questions.
Florida landlords should also be careful that move-in forms, disclosures and procedures comply with current state and local requirements.
Renters Expect Transparency
One of the report's most important findings is that 95% of renters consider a transparent lease-signing experience essential. They want to understand the base rent, policies, amenities and every additional charge before signing.
This is especially important when landlords charge application fees, pet fees, utility charges, administrative fees or fees for optional services. A charge that appears late in the process can make an otherwise legitimate rental feel misleading.
Every recurring and one-time charge should be disclosed clearly before the lease is signed. The lease should identify what the tenant receives, whether participation is mandatory and when the charge is due.
Transparency is not merely a customer-service issue. Clear written terms reduce misunderstandings and make the lease easier to enforce.
Technology Helps, but Responsiveness Matters More
The report found that 84% of renters considered an online portal important, while only 59% had access to one. Renters with portal access also reported somewhat higher satisfaction with maintenance.
A portal can make it easier to pay rent, report repairs and track requests. However, technology does not excuse poor follow-through. A tenant who submits a request online and receives no response is no better served than one whose voicemail was ignored.
Independent landlords should choose technology that fits the size of the operation. Online rent payment, electronic maintenance requests and digital document storage can provide most of the convenience renters expect without creating an unnecessarily complicated system.
Be Careful With Resident Benefit Packages
AppFolio reports substantial interest in bundled resident services and says 79% of renters are willing to pay for additional services integrated into their lease. Possible services include renters insurance, air-filter delivery, identity protection, credit reporting, pest control and discounted internet.
These packages may offer real value, but landlords should not assume that every bundle benefits every tenant. The price, terms and actual savings should be examined carefully. Mandatory packages can also create resentment when tenants believe they are paying for services they did not request or could obtain more cheaply elsewhere.
Before offering a package, ask:
- Does each service provide measurable value?
- Is the price competitive with what tenants could obtain independently?
- Is participation optional or mandatory?
- Are all charges fully disclosed before application and lease signing?
- Does the lease accurately describe the services and responsibilities?
- Does the arrangement comply with applicable law?
Convenience can strengthen a tenancy. Hidden or poorly explained fees can do the opposite.
What Independent Landlords Should Do Now
The report's most useful message is not that landlords must buy more software or add more fees. It is that retention is built through consistent execution.
Review your rental operation from the tenant's perspective:
- How quickly are maintenance requests acknowledged?
- Does the tenant know whom to contact in an emergency?
- Are repair updates provided without the tenant having to ask?
- Is the unit truly ready on move-in day?
- Are all charges disclosed before the tenant signs?
- Can tenants pay rent and send routine requests conveniently?
Improving those six areas may do more for retention than adding costly amenities.
Paul's Take
Independent landlords sometimes believe they cannot compete with large apartment communities because they do not have pools, fitness centers or expensive technology. I believe the opposite can be true.
A good independent landlord can answer the telephone, know the property, make decisions quickly and treat the tenant like a person instead of an account number. That personal attention is a genuine competitive advantage—but only when the landlord follows through.
The lesson from this report is straightforward: answer the tenant, fix legitimate problems, explain every charge and have the rental ready when you hand over the keys. Those are not expensive amenities. They are the fundamentals of being a smart landlord.
Source: AppFolio, 2026 Renter Preferences Report, based on a survey of 3,002 U.S. renters conducted January 26 through February 4, 2026.
