Apartment Rent Roll Template (Excel): A Free Multifamily Rent Roll With Deposit, Concession and Days-Late Columns

What is in the apartment rent roll template?

One Excel file with 3 tabs: a blank rent roll with a totals row, a filled-in 12-unit example, and a short key that explains each column.

• How to use. The 5 steps, the key to the 12 columns, and how the totals are worked out.
• Rent roll. The blank roll for your building: one line per unit, the totals row, and the lines that tie the totals to the P&L. Shaded cells are for typing; white cells work themselves out.
• Oak St example. The same sheet filled in for Oak St, 12 units, so you can see what a finished roll looks like.

What each column means is explained in what a rent roll is.

Which columns does the apartment rent roll template have?

12 columns: unit, tenant, lease start, lease end, market rent, rent charged, concession, net rent, rent received, balance owed, days late and deposit held. Net rent and balance owed are calculated.

The deposit held column should equal the deposit list in security deposit accounting for apartment buildings.

How do you fill in a rent roll template for an apartment building?

List every unit, vacant ones included. Enter the tenant, lease dates, market rent and rent charged from the leases. Then enter this month's concessions, rent received, days late and deposit held.

1. 1Type the building name and the last day of the month at the top.
2. 2List every unit, one line each. For an empty unit, type Vacant as the tenant and leave rent charged blank.
3. 3From each lease, type the tenant, the lease dates, the market rent and the rent charged.
4. 4For this month, type any concession, the rent received, the days late and the deposit held.
5. 5Read the totals. Save a copy for each month end, so 12 copies show the year.

To add a unit, insert a row inside the list and copy the 2 formulas down from the row above. To remove a unit, delete its row.

What does a filled-in apartment rent roll look like?

Oak St, 12 units: rent if full $17,400, vacancy loss $1,450, concessions $300, net rent $15,650, rent received $14,200, balance owed $1,450.

The Oak St example tab has 12 lines. 11 units are rented at $1,450, 1 is vacant, 1 tenant has paid nothing and is 30 days late, and 1 new lease has a $300 move-in special. Under the lines sits the totals row.

The Oak St totals row, invented data

Why the roll says $17,400 and the bank says $14,200 is worked through in rent roll vs bank statement.

How do the template's totals tie to an apartment building's P&L?

The totals row uses the P&L's own lines. Rent if full minus vacancy loss minus concessions equals net rent. Net rent minus rent received equals the balance tenants owe.

Rent if full is the sum of market rent. Vacancy loss is the market rent of the vacant units. Concessions is the sum of the concession column. Net rent is what is left, and the sheet checks that it equals the net rent column, so a rented unit charged more or less than market shows up.

Oak St, from rent if full to net rent, invented data

Net rent $15,650 less rent received $14,200 is $1,450, the balance tenants owe. These totals are the first lines of an apartment building profit and loss.

How often should an apartment rent roll be updated?

Once a month, dated the last day of the month. 12 month-end rent rolls in one folder show the whole year.

Type the date at the top, save the file under that month, and start next month from a fresh copy. 12 month-end rolls sit beside the 12-month report, the T12 statement for an apartment building.

Can one rent roll template cover several apartment buildings?

Use one file per building, so each building's totals stay separate. The columns are the same in every file, so the totals can be added up across buildings.

The 5 buildings on our home page board, Oak St, Elm Ave, Pine Ct, Maple Dr and Cedar Ln, would be 5 files with the same 12 columns. Each file's totals row stands on its own, and the 5 rows add up to all 5 buildings.