For property owners with several rentals, keeping track of tenants and payments can be difficult. A rent roll solves this by listing every unit, tenant, lease and rent amount in one place. In this article we provide sample rent roll templates so you can keep flawless track of the rent received from every property you own.
On this page, you can download 21 free rent roll templates in Word and Excel for residential, multifamily, commercial, industrial and investment properties. The collection includes blank rent roll forms, certified rent rolls for banks and commercial lenders, simple rent roll spreadsheets and detailed property rent roll reports. Each template comes with a preview and a free download button, so landlords, property managers, real estate investors and accountants can track tenants, leases, rent due, rent collected and vacancies in one organized place.
What is a Rent Roll Template?
A rent roll or a rent roll template is a simple piece of paper that a landlord or owner of property or properties uses so as to keep a proper record or track of the payments received as rentals. A rent roll, also sometimes referred to as rent roll form is quite a handy tool that you can use to record the rental payments with ease.
Primarily a rent roll form includes the landlord’s address, names and details of the tenants, the amount of rent they have paid, and any arrears or unpaid amount. Using a rent roll can be a great way to monitor the activities of your leases. You can also use a manual rent roll but creating a rent roll on the computer is preferred as it can be done correctly.
However, if you don’t know how to create a rent roll, then make sure to check out the given-below collection of rent roll templates provided for you. All these templates are available in an editable format so that you can easily customize the rent roll template of your choice.
Rent Roll Templates WORD
Sample Bank Rent Roll Form Template
File Size: 28 KB
Property Rent Roll Template
File Size: 12 KB
Project Rent Roll WORD Template
File Size: 14 KB
Free Project Rent Roll Template
File Size: 5 KB
Property Rent Roll Template WORD
File Size: 17 KB
Industrial/Commercial Rent Roll Template
File Size: 230 KB
Investment Property Rent Roll Template
File Size: 11 KB
Commercial Lenders Rent Roll Form Template
File Size: 16 KB
Printable Bank Rent Roll Form Template
File Size: 13 KB
Editable Blank Rent Roll Template
File Size: 14 KB
Certified Rent Roll Template MS WORD
File Size: 9 KB
Sample Rent Roll Template
File Size: 10 KB
Real Estate Business Rent Roll Form Template
File Size: 13 KB
Rent Roll Meaning and Purpose
Basically, a rent roll means a register of a person’s leased or rented properties. Mostly, every individual or a real estate agency, who has rented out multiple properties, uses rent roll and rent roll forms. Having a rent roll template in place can be quite helpful as it is a source document of the rental income of a person.
A rent roll indicates the net rental incomes from the leases or rented properties. It also includes the details of any expenses incurred for a particular rented property such as expenses incurred as repairs and maintenance. Moreover, keeping rent rolls can also be helpful if there arises some issue between the landlord and the tenant or the lessee regarding the rental payments or amounts. When you have properly updated your records using rent roll, you will be able to challenge it by presenting the rent roll template as proof or evidence.
A rent roll makes rental management quite easy for you. Moreover, it is also an important tool that clearly indicates the factors that can be helpful in ascertaining the net worth of a real estate. If you, being an owner of a property, have intentions of selling it, a rent roll form is a great tool to manifest the true value and worth of that property.
Whether or not the rental income is your sole income stream, it is very important to fill the rent roll document with care and make sure to update it on regular basis. You might have to present your rent roll document to the relevant government agency or department as your annual financial records.
Rent Roll Templates EXCEL
Commercial Real Estate Rent Roll Template
File Size: 9 KB
Simple Rent Roll Template
File Size: 8 KB
Rent Roll Information Excel Template
File Size: 52 KB
Commercial Rent Roll Format Template
File Size: 78 KB
Standard Commercial Rent Roll Template
File Size: 10 KB
Capitol Bank Rent Roll Template
File Size: 9 KB
Multifamily Rent Roll Template Excel
File Size: 16 KB
Sample Rent Roll Outline Template
File Size: 14 KB
What to Include in a Rent Roll
A complete rent roll gives a quick snapshot of every unit in a property. Whether you use a Word form or an Excel rent roll spreadsheet, make sure it includes these columns:
Property details: The property name, address, owner or management company, and the date of the report.
Unit number and type: Each apartment, suite, or space, along with its size (square feet, bedrooms, or bathrooms).
Tenant name and status: Who occupies the unit, or whether it is vacant, under renovation, or reserved.
Lease start and end dates: The term of each lease, so you can see which leases are expiring soon and plan renewals or marketing.
Monthly rent and market rent: The current contract rent and, ideally, the market rent for the unit. The gap between the two shows how much income potential is being lost.
Security deposit: The amount held for each tenant, which is important for accounting and when a property is sold.
Rent paid, balance due, and late fees: What each tenant has paid this period and any arrears. Keep a receipt for every payment; our cash payment receipt templates make this simple.
Totals and occupancy rate: Total scheduled rent, total collected rent, number of vacant units, and the occupancy percentage for the whole property.
How to Create a Rent Roll in Excel
1. Set up the columns: Open a new spreadsheet, or one of the Excel templates above, and create columns for unit, tenant, lease start, lease end, monthly rent, deposit, rent paid, and balance due.
2. Enter each unit on its own row: List every unit, including vacant ones, so the report shows the true occupancy of the property.
3. Add simple formulas: Use a formula such as =Rent – Paid for the balance column, SUM for totals, and COUNTIF to count vacant units. Conditional formatting can highlight late payments and leases ending within 60 days.
4. Update it every month: Record payments as they arrive and save a copy of the rent roll at the end of each month. Over time, these monthly copies become a valuable history of your rental income. You can summarize them with our monthly report templates.
5. Reconcile with your bank statements: Compare the rent collected column with the deposits in your bank account to catch errors or missing payments early.
Who Uses a Rent Roll and Why
Landlords and property managers use a rent roll to see at a glance which tenants have paid, which units are empty, and which leases are about to expire. It turns rent collection into a simple monthly routine.
Banks and commercial lenders ask for a certified rent roll when you apply for a mortgage or refinance an investment property. It proves the property’s rental income and helps them calculate the loan amount.
Buyers and real estate investors review the rent roll during due diligence to confirm occupancy, rental income, and lease terms before buying a multifamily or commercial property.
Accountants and tax preparers use it to report rental income and check security deposits at year end.
If a tenant falls behind on rent, you can agree on a written payment plan schedule and track the installments directly in your rent roll.
Frequently Asked Questions (FAQs) About Rent Rolls
What is a rent roll?
A rent roll is a document or spreadsheet that lists every unit in a rental property along with the tenant’s name, lease dates, monthly rent, security deposit, payments received, and any balance due.
What is a certified rent roll?
A certified rent roll is a rent roll that the owner or property manager signs to confirm it is accurate. Lenders and buyers usually require one for financing or property sales.
How often should a rent roll be updated?
Update it whenever a payment is received, a lease is signed or ended, or a unit becomes vacant, and save a monthly copy for your records.
What is the difference between a rent roll and a rent ledger?
A rent roll is a summary of all units in a property at a point in time, while a rent ledger records the full payment history of a single tenant.
Can I make a rent roll in Excel or Google Sheets?
Yes. Excel and Google Sheets are ideal because formulas can calculate balances, totals, and occupancy automatically. The Excel templates on this page can also be opened in Google Sheets.
Are these rent roll templates free?
Yes. All 21 rent roll templates on this page are free to download and edit in Word or Excel.
Conclusion
A well-kept rent roll is one of the most useful tools for any landlord or property manager. It shows your rental income, occupancy, and lease expirations at a glance and makes financing and selling a property much easier. Download any of these 21 free rent roll templates in Word or Excel, enter your units and tenants, and update it every month to stay on top of your rental business. For a quarterly or yearly overview, you can also prepare a short summary report.
