Rent roll template

Unit and tenant identify the occupancy. Lease start and end show how long the income is contracted for; write "month-to-month" where a lease has rolled over. Monthly rent is the contract rent, not what was paid. Deposit held is money you owe back, so buyers and lenders treat it as a liability. Balance owed is arrears at the date of the roll. Status tells the reader whether a unit is occupied, vacant, on notice or in arrears.

Physical occupancy is occupied units ÷ total units. Economic occupancy is rent actually collected ÷ rent that would be collected if every unit were let at market rent, which also captures arrears, concessions and below-market leases. A building can be 100% physically occupied and 85% economically occupied, and that gap is often what a buyer’s offer is based on.

Date the roll and make it match the leases: a lender or buyer will check a sample against signed leases and bank statements. Flag concessions, such as a free month, and any tenant on notice. Pair it with a trailing twelve months of income and expenses, and the cap rate calculator shows what the net operating income implies about value.

A rent roll rebuilt by hand each month drifts from the leases and the ledger. When leases, payments and deposits are recorded per unit, the roll is a report rather than a document: tenant management holds the lease data and reports show occupancy and arrears across the portfolio. For a single owner’s monthly account, use the owner statement template instead.