Calculator Inputs
Enter lease counts, rentable area, and rent assumptions. The page computes physical vacancy, area vacancy, revenue exposure, and benchmark variance.
Example Data Table
This sample roll shows how units, area, and rent can be organized before analysis.
| Property / Lease Group | Total Units | Occupied Units | Vacant Units | Total Area | Occupied Area | Vacant Area | Market Rent / Unit | Actual Monthly Rent |
|---|---|---|---|---|---|---|---|---|
| Lease Block A | 24 | 20 | 4 | 18,000 | 15,000 | 3,000 | $950.00 | $18,200.00 |
| Lease Block B | 16 | 15 | 1 | 11,200 | 10,500 | 700 | $875.00 | $13,350.00 |
| Retail Suite C | 10 | 8 | 2 | 9,000 | 7,200 | 1,800 | $1,200.00 | $9,600.00 |
| Office Wing D | 30 | 27 | 3 | 25,500 | 22,800 | 2,700 | $1,400.00 | $37,800.00 |
| Storage Lot E | 20 | 18 | 2 | 14,000 | 12,600 | 1,400 | $620.00 | $11,160.00 |
| Totals | 100 | 88 | 12 | 77,700 | 68,100 | 9,600 | $5,045.00 | $90,110.00 |
Formula Used
1) Physical Vacancy Rate by Units
Vacancy Rate (%) = (Vacant Units ÷ Total Units) × 1002) Area Vacancy Rate
Area Vacancy Rate (%) = (Vacant Area ÷ Total Rentable Area) × 1003) Economic Vacancy Rate
Economic Vacancy Rate (%) = ((Potential Monthly Rent - Effective Monthly Income) ÷ Potential Monthly Rent) × 1004) Effective Monthly Income
Effective Monthly Income = Actual Collected Rent - Concessions - Bad Debt5) Downtime Exposure Rate
Downtime Exposure (%) = (Vacant Unit-Days ÷ Available Unit-Days) × 100These formulas are useful when lease files, rent rolls, amendments, concessions, and occupancy schedules must be reconciled into one decision-ready vacancy summary.
How to Use This Calculator
- Enter total units, then provide either occupied units or vacant units.
- Add total area and occupied or vacant area if your review tracks square footage.
- Enter market rent per unit to estimate potential monthly rent.
- Enter actual rent collected, concessions, and bad debt for economic vacancy.
- Set average vacancy days and analysis months for downtime exposure.
- Enter your benchmark vacancy rate to compare current performance against target.
- Click the calculate button to show results above the form.
- Use the CSV or PDF buttons to export the calculated summary.
Frequently Asked Questions
1) What does vacancy rate measure?
It measures how much space or how many units are unoccupied compared with the total available inventory during the selected review period.
2) Why track both unit vacancy and area vacancy?
Unit vacancy counts leases, while area vacancy measures physical space. Both are useful because a few large vacancies may distort portfolio risk.
3) What is economic vacancy?
Economic vacancy reflects lost income, not just empty space. It considers missed rent, concessions, abatements, and bad debt against potential rent.
4) Can I use this with monthly rent rolls?
Yes. Monthly rent rolls are ideal because they usually contain unit counts, occupancy status, rentable area, and actual rent collections.
5) What if occupied and vacant totals do not match?
The calculator normalizes displayed rates and shows a warning. You should still reconcile the source documents before using the figures externally.
6) Why include concessions and bad debt?
They reduce effective income. A property may look occupied physically while still underperforming financially because revenue is leaking.
7) What is a benchmark vacancy rate?
It is your comparison target, often taken from internal policy, underwriting assumptions, market studies, or management thresholds.
8) Are exports included after calculation?
Yes. After calculation, you can download a CSV summary or a PDF report containing the key metrics and sample table.