Property management report template

What the template records

Use this property management report template to summarize one property's monthly review. Keep the reporting period, occupancy snapshot date, collection cutoff, and accounting basis visible beside the measures. The PDF provides a printable owner review; the CSV holds editable metric rows with definitions and source references.

• Property ID / name
• Reporting month / currency
• Occupancy date
• Collection cutoff
• Accounting basis / sources
• Prepared by

How to use it

1. Define the property, reporting month, currency, and approved accounting basis. Record occupancy at a stated date and income and expenses for the stated period. Use the same property ID across source reports (unit numbers alone can repeat across properties). Keep tenant details out of the owner summary unless needed and authorized.
2. Enter occupied and eligible unit counts with the approved vacancy and offline-unit definitions. Keep scheduled rent separate from rent collected and overdue receivables. Identify whether expense amounts are incurred or paid under the selected basis; carry capital items and owner contributions or distributions separately rather than combining them with operating expenses.
3. Summarize open maintenance issues with status, owner, and next action. Attach the rent roll, receivables, income and expense reports, and any required owner statement at matching cutoffs. Mark missing measures as unavailable with the missing source named, then retain the reviewed pack and source exports.

Print the PDF at actual size on US Letter paper. The CSV is a blank input sheet with column headers; it has no formulas, macros, or automatic refresh. Open it in Excel or import it into Google Sheets, then save a dated copy with your evidence.

Review before sharing

• Dates and accounting basis are visible.
• Scheduled rent and collections remain separate.
• Missing sources and issue owners are named.

This is a monthly summary worksheet, not a ledger or a calculation of net operating income. It does not reconcile bank balances or determine distributions. Financial classifications and cash or accrual treatment come from the approved source reports; a missing report must not appear as a zero amount.