Free template · Real Estate
Rent Roll Template
A rent roll is a list of every rental unit in a property or portfolio with its tenant, lease start and end dates, monthly rent, security deposit and current balance. Landlords use it to track income, spot upcoming vacancies, and show a lender or buyer what a property earns.
Who it's for: Landlords, small property investors and anyone managing a few rental units.
Free, no email needed. Google Sheets: download the .xlsx, then File > Import > Upload.
Preview
These are the real columns with example rows. Click Try it here to type your own rows and download them.
| Property | Unit | Tenant | Lease start | Lease end | Monthly rent | Deposit held | Balance owed | Status |
|---|---|---|---|---|---|---|---|---|
| 22 Birch Ave | 1A | J. Chen | 2025-11-01 | 2026-10-31 | 1,380 | 1,380 | 0 | Notice given |
| 22 Birch Ave | 2B | R. Alvarez | 2026-02-01 | 2027-01-31 | 1,450 | 1,450 | 0 | Occupied |
| 22 Birch Ave | 3A | 1,500 | 0 | 0 | Vacant | |||
| 9 Quay Rd | Whole house | The Osei family | 2026-06-01 | 2027-05-31 | 2,100 | 2,100 | 350 | Occupied |
What goes in each column
| Column | What goes in it | Example |
|---|---|---|
| Property | Address or name | 22 Birch Ave |
| Unit | Unit number | 2B |
| Tenant | Tenant name | R. Alvarez |
| Lease start | Start date | 2026-02-01 |
| Lease end | End date | 2027-01-31 |
| Monthly rent | Current rent | 1,450 |
| Deposit held | Security deposit | 1,450 |
| Balance owed | Unpaid rent to date | 0 |
| Status | Occupied, Vacant, Notice given | Occupied |
Why these columns: A rent roll answers the three questions lenders, buyers and your own planning ask: what does it earn, who pays, and when do leases end. Balance owed and Status add the early warnings.
How to use it in 5 steps
- Add one row per unit, including vacant ones. Vacancies are part of the picture.
- Update Balance owed on the same day each month after rent is due.
- Sort by Lease end to see renewals coming up in the next 60 to 90 days.
- Use the Monthly rent total as your gross scheduled income.
- Keep a dated copy each quarter; lenders and buyers often ask for one.
Spreadsheet, dedicated software, or Notion?
| Option | Best for | Falls short when |
|---|---|---|
| This spreadsheet | A few units, quick lender-ready summary | No link to expenses, loans or returns |
| Property management software | Many units, online rent collection | Monthly cost, more than small landlords need |
| Notion version | Properties, tenants, rent, loans and expenses connected | Needs Notion |
If the free spreadsheet does everything you need, stick with it. The Notion version is for when you want the pieces connected.
Want it connected? Real Estate Investor OS
The spreadsheet is one table. The Notion system links it to everything around it:
- Properties, tenants, rent, loans and expenses connected
- Returns calculated per property
- Lease renewals and maintenance tracked
- Your whole portfolio in one clear view
Instant duplicate link after purchase.
Questions
What is included in a rent roll?
Each unit's tenant, lease dates, rent, deposit and balance. Some rent rolls add square footage or unit type.
Why do lenders ask for a rent roll?
It shows the property's current income and occupancy, which lenders use to judge a loan.
How often should a rent roll be updated?
Monthly, after rent is due, and whenever a lease changes.
Does a rent roll include expenses?
No, it covers income. Track expenses separately to see profit.