Rent Roll Report
Rent Roll Table
| Unit | Tenant | Status | Lease Ends | Market Rent | Contract Rent | Other Income | Balance |
|---|
Lease Expiration Analysis
| Category | Count | What it means |
|---|
Report Notes
No notes added.
What Is a Rent Roll?
A rent roll is a property-level summary of units, tenants, lease terms, and rental income. Landlords use it to understand current occupancy, scheduled rent, and lease expirations. Investors often review rent rolls when evaluating property performance or preparing financing documents. A well-organized rent roll also helps property managers find vacancies, overdue balances, and upcoming renewals quickly.
Why Accurate Rent Roll Data Matters
Accurate data turns a rent roll into a useful operating report. Contract rent shows what tenants currently pay, while market rent shows what similar units may command. Comparing those figures can reveal loss-to-lease, which is the difference between potential market income and existing lease income. Tracking concessions and recurring charges produces a clearer view of net scheduled revenue. Payment fields also help identify delinquency and collection performance without searching separate ledgers.
How to Use This Rent Roll Generator
Begin with the property name, address, report date, and reporting preferences. Add one unit card for every occupied or vacant space. For occupied units, enter tenant information, lease dates, rent, deposits, recurring charges, concessions, and payment details. For vacant units, record the asking rent, vacancy start date, and expected occupancy date when known. The generator calculates occupancy, vacancy, monthly scheduled income, annualized income, collection rate, loss-to-lease, and expiring leases. Use filters to focus on vacancies, delinquencies, or upcoming lease endings. Finally, export the report as CSV for spreadsheet analysis or PDF for sharing and recordkeeping.
Reviewing the Finished Report
After generating the report, review exceptions before exporting anything. Confirm occupied units have tenant names and sensible lease dates. Check balances for partial, late, or delinquent payments. Compare market rent with contract rent to spot pricing gaps. Review leases expiring within ninety days so renewal discussions start early. Vacancy dates can highlight units that remain unleased longer than expected. Use the summary metrics to compare scheduled income with actual collections. These checks help keep reporting consistent for owners, lenders, accountants, and internal property teams.
Example Rent Roll Data
| Unit | Tenant | Lease End | Market Rent | Contract Rent | Balance | Status |
|---|---|---|---|---|---|---|
| 101 | Tenant A | 12/31/2026 | $1,500 | $1,450 | $0 | Occupied |
| 102 | Vacant | — | $1,600 | $0 | $0 | Vacant |
| 103 | Tenant B | 03/31/2027 | $1,650 | $1,625 | $125 | Occupied |
Frequently Asked Questions
What is included in a rent roll?
A typical rent roll includes units, tenants, lease dates, rent amounts, occupancy status, deposits, recurring charges, and payment balances.
What is the difference between market rent and contract rent?
Market rent is an estimated current rental value. Contract rent is the amount required by the tenant's existing lease.
How should vacant units appear?
Vacant units should show their unit details, market or asking rent, vacancy start date, and expected occupancy date when available.
What is loss-to-lease?
Loss-to-lease is the difference between total market rent and current contract rent for comparable occupied units.
How often should a rent roll be updated?
Many property managers update rent rolls monthly, but active portfolios may update them whenever leases, payments, or occupancy change.
Can I export the rent roll?
Yes. This tool provides CSV and PDF downloads, plus a printer-friendly report.
Can this tool track overdue rent?
Yes. Enter amounts due, paid, and late fees. The generator calculates outstanding balances and flags delinquent units.