Rent roll template
By Anthony Basile - updated
A rent roll lists every unit in a property, who lives there, what the lease says and where rent stands on one date. Download the CSV for Excel, Google Sheets or Numbers, or print a blank rent roll in landscape to fill in by hand.
Download the free rent roll template
Enter your email to get the CSV and the printable copy. The CSV opens in Excel, Google Sheets or Numbers.
The printable copy is blank, ready to fill in by hand or save as a PDF from your browser's print dialog. It is one landscape letter page with blank lines at the top for property, as of and prepared by, and 14 rows with columns for unit, tenant, beds/baths, sq ft, lease start, lease end, monthly rent, market rent, security deposit, balance due, status and notes, plus a totals row.
A filled-in rent roll
The Maple Street fourplex as of October 5, 2026: three units leased and one listed for rent. In-place rent is $4,600 a month against $6,400 of market rent, and one tenant carries a $175 balance.
| Unit | Tenant | Lease end | Monthly rent | Market rent | Security deposit | Balance due | Status |
|---|---|---|---|---|---|---|---|
| 1A | M. Chen | 2/28/2027 | $1,450.00 | $1,450.00 | $1,450.00 | $0.00 | Occupied |
| 1B | D. Okafor | 10/31/2026 | $1,400.00 | $1,450.00 | $1,400.00 | $0.00 | Occupied |
| 2A | S. Patel | 8/14/2027 | $1,750.00 | $1,750.00 | $1,750.00 | $175.00 | Occupied |
| 2B | - | - | $0.00 | $1,750.00 | $0.00 | $0.00 | Vacant |
| Total | $4,600.00 | $6,400.00 | $4,600.00 | $175.00 |
When you need a rent roll
Review a rent roll each month to spot vacancies, leases ending soon, rents below market and balances that keep growing.
Lenders ask for a current rent roll when you refinance or finance another purchase, and buyers ask for one during due diligence. Keep one that matches your leases and deposits, and you can send it the same day.
What a rent roll includes
- An as-of date at the top, because the numbers describe one day.
- The property and unit, one row per unit, vacant units included.
- The tenant's name, left blank for a vacant unit.
- Bedrooms, bathrooms and square footage.
- The lease start and end dates, or a note that the tenant is month to month.
- The monthly rent on the current lease, and market rent for comparison.
- The security deposit held for each tenant.
- The balance due on the rent roll's date.
- A status (occupied, vacant or notice given) and notes.
How to use this rent roll template
The CSV has the invented Maple Street fourplex as an example and blank rows for your units. The printable version prints in landscape, so every column fits on the page.
- Download the CSV or print the blank rent roll.
- Write the as-of date at the top.
- Copy the tenant, dates, rent and deposit from each signed lease, one row per unit, vacant units included.
- Add market rent from recent listings for similar units nearby.
- Fill in each tenant's balance due on the as-of date, taken from their rent ledger.
- Total the monthly rent, market rent, deposits and balances, and count the occupied units.
- Update it every month after rent is due, and whenever a lease starts, ends or changes.
Common rent roll mistakes
- Leaving vacant units off, which overstates occupancy and hides the income the property could earn.
- Leaving out the as-of date. Without it, nobody can check the rent roll against the bank deposits for that day.
- Counting deposits as income. Deposits are held for tenants, so they get their own column outside the rent totals.
- Copying rent from memory. Take each figure from the signed lease or the latest renewal.
Frequently asked questions
How often should I update a rent roll?
Monthly, after rent is due, and whenever a lease starts, ends or changes. Put the as-of date at the top so anyone reading it knows which day it describes.
What is the difference between a rent roll and a rent ledger?
A rent roll is a snapshot of every unit on one date. A rent ledger is the running history of one tenant's charges and payments. When a balance on the rent roll looks wrong, the tenant's ledger shows how it got there.
What is economic occupancy on a rent roll?
It is in-place rent divided by the market rent of every unit. In the Maple Street example, $4,600 / $6,400 = 71.9%, lower than the 75% physical occupancy because it also counts the below-market lease on unit 1B.
Should vacant units be on the rent roll?
Yes. List every unit with its market rent and a vacant status, so the rent roll shows the whole property.
Keep the rent roll current
KeyRing records each tenant's lease, rent charges, payments and deposit as they happen, so the details a rent roll needs live in one place for every property you own. Your first subscription starts with a 14-day free trial.