Free Rent Roll Template (Excel & Google Sheets)
A rent roll is a one-page list of every unit, who rents it, the lease dates, the rent, the deposit you're holding and any balance owed. This free rent roll template comes as a printable table and a CSV that opens in Excel or Google Sheets. Update it once a month, and copy the lease columns straight from each signed free lease agreement template.
By LandlordTested editorial teamLast reviewed
Rent Roll
Download spreadsheet (CSV)Free to use and edit. To get a Word or Google Docs copy, print to PDF or copy the text into a new document.
Rent roll
Property name or address: ______________________________________________
Owner: ______________________________ Report as of (date): ______________
| Unit | Tenant | Lease start | Lease end | Monthly rent | Deposit held | Balance due | Status | Notes |
|---|---|---|---|---|---|---|---|---|
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| $ | $ | $ | ||||||
| Totals | $ | $ | $ |
Summary
Total units: __________ Occupied: __________ Vacant: __________
Occupancy rate (occupied units divided by total units): __________ %
Scheduled monthly rent (all units at current rent): $ __________
Rent from occupied units: $ __________
Total deposits held: $ __________ Held at (bank or account): ______________________
Total past-due balances: $ __________
Column guide
- Unit: unit number or letter, matching the lease.
- Tenant: names of everyone on the lease. Leave blank if vacant.
- Lease start and lease end: dates from the signed lease. Write “Month-to-month” if the term has ended.
- Monthly rent: current contract rent. List parking, pet rent or storage in Notes.
- Deposit held: security deposit plus any pet deposit you are holding, and any interest owed under [STATE] law.
- Balance due: what the tenant owes as of the report date.
- Status: Current, Late, Notice given, Vacant, or Make-ready.
- Notes: renewal date, payment plan, concessions, or anything a buyer or lender should know.
The spreadsheet download has the same columns, with three example rows marked “EXAMPLE”. Delete them before you use it.
This template is general information, not legal advice. Check your state’s rules before using it.
On this page
How to fill in the rent roll template
Start with the header: property name or address, owner, and the “as of” date. Every number on a rent roll is only true on that date, so don’t skip it.
Then add one row per unit, including vacant ones.
Unit and tenant
Use the unit number exactly as it appears on the lease. List every adult named on the lease in the tenant column. For a single-family rental, the unit column can be the street address.
Lease start and lease end
Copy these from the signed lease. If the lease has expired and the tenant is staying on, write “Month-to-month” in the end column. Sort by lease end date once a quarter and you’ll see which renewals to send in the next 60 to 90 days.
Monthly rent
Enter the contract rent, not what the tenant actually paid this month. Put parking, storage or pet rent in the Notes column, or add a column for it if you charge extras across many units.
Deposit held
Enter the security deposit plus any pet deposit you’re holding for that unit. This column matters more than it looks. The deposit is the tenant’s money, not yours, and in several states you owe interest on it or must tell the tenant where it’s held.
Balance due
What the tenant owes as of the report date. If a tenant on a $1,425 rent paid $1,150, the balance is $275. Mark the status as Late and note any payment plan.
Status and notes
Use the same few words every month (Current, Late, Notice given, Vacant, Make-ready) so you can filter the spreadsheet. Notes is for anything a buyer or lender would want to know: a rent concession, a pending non-renewal, an open repair.
Summary block
Total units, occupied and vacant, the occupancy rate, scheduled rent and actual rent from occupied units. On a fourplex with three units occupied at $1,650, $1,425 and $1,500, and one vacant listed at $1,500, scheduled rent is $6,075 and rent from occupied units is $4,575. Occupancy is 75%.
State notes for the deposit column
If you hold deposits, check your state’s rules on where they’re kept and whether they earn interest for the tenant. A few examples from our state research:
- Massachusetts: deposits go in a separate interest-bearing account in a Massachusetts bank, and the tenant earns 5% a year (or the actual bank rate if lower), paid annually.
- New Jersey: deposits must be held in an interest-bearing New Jersey bank account, and the tenant must be told the bank name, address and amount within 30 days.
- Maryland: interest is mandatory on deposits of $50 or more, at the greater of 1.5% or the 1-year Treasury rate.
- Ohio: 5% a year on the portion above the greater of $50 or one month’s rent, if the tenant stays 6 months or more.
- Minnesota: 1% simple interest a year.
- Florida: you must tell the tenant in writing how and where the deposit is held, in the lease or within 30 days of receiving it.
- Pennsylvania: deposits over $100 held for 2 years or more go into an escrow account, and the tenant earns interest from the third year.
Add an “Interest owed” column if you’re in one of these states, and an account column if you keep deposits in more than one place.
Mistakes to avoid
- Listing what was paid instead of contract rent. That’s the ledger’s job.
- Leaving out vacant units. The occupancy rate should be honest.
- Mixing deposits with operating cash. Track the total and where it’s held.
- Forgetting the example rows. Delete the three EXAMPLE rows in the CSV before you share it with anyone.
- Sending tenant details you don’t need to. When a lender asks for a rent roll, they usually need rent and lease dates, not phone numbers or Social Security numbers.
Questions landlords ask
The questions we get most, each answered in a paragraph.
What is a rent roll used for?
It's the snapshot of a rental property's income at a point in time. You use it to see who owes what and which leases end soon. Lenders ask for one when you refinance, buyers ask for one before they make an offer, and your tax preparer may want it to check that reported rent matches the leases.
How often should I update a rent roll?
Once a month, ideally a few days after rent is due, so the balance column reflects real late payments. Update it again whenever a lease is signed, renewed or ends, or a deposit changes. A rent roll that's three months stale is worse than none if a lender relies on it.
What's the difference between a rent roll and a rent ledger?
A rent roll is one line per unit showing the current state of each lease. A rent ledger is a running history of every charge and payment for one tenant. Most small landlords keep both: the rent roll for the big picture and a ledger, or their rent app's payment history, for the detail.
Should I include vacant units on the rent roll?
Yes. List every unit, mark vacant ones as Vacant or Make-ready, and put the asking rent in the rent column. Leaving vacancies off makes the occupancy rate look better than it is, and a lender or buyer will find out anyway.