Rent roll template

What the template records

Use this rent roll template to list units and lease information for one property at a stated date. The landscape PDF provides a printable review sheet; the CSV supplies editable columns for Excel or Google Sheets. Record each unit, its occupancy status, lease dates, and monthly base rent without combining rent scheduled under the lease with cash collected during the month.

• Property ID / name
• Reporting date
• Source export / timestamp
• Prepared by
• Reviewed by / date
• Currency / rent period

How to use it

1. Set the property ID, reporting date, source export, and reviewer before entering units. Use a unit ID that stays stable across reports (keep the property ID with it when unit numbers repeat). Identify occupied, vacant, and offline units using your approved reporting definitions; a blank status should remain an unresolved record.
2. Enter a tenant or lease reference, lease start and end dates, and monthly base rent from the approved lease record. Keep concessions and other recurring charges in their separate CSV columns, with the treatment stated in the notes. Preserve a source reference for every row so a reviewer can inspect a disputed lease date or amount.
3. Review missing dates, duplicate unit IDs, and vacant or offline units before sharing the report. Compare counts with the approved unit inventory at the same reporting date. Keep receivables and payment applications in a separate dated report; a monthly rent amount is not evidence that a tenant paid it. Retain the reviewed snapshot and its source export.

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

• All units are accounted for at the stated date.
• Vacant and offline units have explicit status.
• Rent scheduled is separate from cash collected.

This template is a lease and unit snapshot. It does not calculate net operating income, confirm collections, value a property, or determine lease accounting treatment. A printed file does not refresh when a lease changes; make the reporting date visible and restrict access to tenant information under your organization’s policy.