How to Reduce Vacancy Rates for Industrial Properties

Reducing Vacancy Time Between Warehouse Tenants: A Practical How-to-Guide for Warehouse Owners

If you own a warehouse property then you know, an empty warehouse is costing you. This article explains how industrial property owners can reduce the time between tenants without wasting time or money on guesswork or costly upgrades.

1. Work With a Broker Who Has a Proven History Leasing Industrial Space

If you’re not already working with a real estate agent who handles industrial leases, start there. Industrial brokers are more likely to know who’s looking for space and what their requirements are. They may have prospects asking for specifics like 20,000 square feet of space or 24-foot ceilings. If your space matches these requirements, it’s more likely to get shown and leased right away.

What to do:

• Vet brokers based on industrial lease history, not personal referrals
• Ask if the broker is actively working with possible tenants
• Provide clear specs up front so they can act quickly

What gets in the way:

• Hiring someone you know instead of someone who knows how to move your space.

2. Get the Space Ready to Show Immediately

The building needs to be presented as move-in ready from the start. If it shows signs that work is still needed, such as non-working lights or leftover materials, it’s less likely to lease. Most tenants are working against deadlines and want to occupy the space without delay. Any uncertainty about timelines or functionality can push them toward another option.

Before listing the property, make sure the basics are already handled:

• Entryways should be clear, unobstructed, and easy to navigate
• Remove any remaining fixtures or built-ins that restrict use of the space
• Confirm ventilation, heating, or cooling systems power on and run without issue
• Floor stains, spills, or surface damage cleaned or patched
• All signage, markings, or materials tied to the previous tenant should be completely removed.

What causes delays:

• Spaces that feel like they’re still being turned over or that force tenants to imagine what’s missing instead of what’s possible.

3. Have Floor Plans, Specs, and Photos Ready to Send

When a prospect asks for a floor plan, ceiling height, or recent photos, they’re qualifying your space. If you’re not prepared to answer quickly, the opportunity may move on. Have everything saved in a digital folder that you can send within minutes, and a printed version (including photos) ready for in-person walkthroughs.

You should already have:

• A current floor plan with accurate square footage
• Ceiling height
• Dock and door counts
• A site map showing truck access and trailer parking, if relevant
• A basic spec sheet summarizing all key details
• Photos taken after the last tenant vacated (include in both digital and print packets)
• Both a digital folder (PDFs, images, spec sheet) and a printed packet ready to go

What gets in the way:

• Missing basic details like ceiling height or dock counts. Files labeled vaguely or spread across different devices. No printed version on hand during walkthroughs. These are the kinds of small gaps that ruin momentum and make the space harder to lease.

4. Use the Final 30 Days of the Lease to Prep

You already have the move-out date. Use those final 30 days to get ahead of common delays, small repairs, updated photos, and listing prep. Getting these handled before the space is vacant means you’re ready to show it immediately, instead of wasting time after the fact.

What you should be doing during the notice period:

• Walk the space with the tenant to confirm what’s being removed and flag any repairs
• Get minor repairs done before the tenant leaves, while the space is still accessible
• Schedule cleaning to take place immediately after move-out
• Prep your broker with updated specs, photos, availability, and showing instructions

What gets in the way:

• Don’t assume the tenant will leave the space clean, undamaged, or fully cleared out. If you don’t check before move-out, you risk delays dealing with repairs, trash, or removing unwanted items yourself.

5. If the Warehouse Sits Empty, Keep It Functional

If the space doesn’t lease right away, you still need to keep the building in working order. Vacant warehouses develop problems quickly. HVAC systems stop working, plumbing odors develop, lighting fails, and roof leaks go unnoticed. These issues are easy to prevent but expensive to deal with if left unattended for too long.

What you should be checking weekly:

• Run the HVAC system to confirm it turns on and cycles properly
• Flush toilets and run water in sinks and floor drains to prevent odor
• Inspect the roof and ceilings for signs of water damage
• Confirm lights, outlets, and the electrical panel are functioning
• Check all interior and exterior lighting, especially motion sensors and entry points
• Open and test all doors, including loading doors and main entrances
• Confirm the security system is armed and operating
• Walk the exterior, pick up trash, clear overgrowth, and remove any signs of neglect

Focus on What Actually Reduces Vacancy:

If you are a warehouse owner and are trying to cut downtime between warehouse tenants, here’s what actually matters:

1. A broker with active industrial leads who knows how to lease space like yours – this is your fastest path to occupancy
2. A warehouse space that’s fully cleared and functional before it’s listed – reduces drop-off from first impressions
3. Specs, floor plans, and photos ready to send as soon as someone shows interest – speeds up everything after the first inquiry
4. Using the final 30 days of the lease to prep the space, not waiting until after move-out – avoids last-minute repair delays, gives you time to handle prep without rushing.
5. Keeping the building maintained while it’s vacant so it’s ready when the next tenant is – avoids unnecessary delays and prevents the space from falling out of working condition

WarehousingAndFulfillment.com has helped over 64,000 companies connect with warehouse providers. Over nearly 20 years, we’ve evaluated more than 5,900 warehouses, collecting feedback on what tenants value most. List your warehouse with us to reach businesses actively searching for space.