What Information Does a Rent Roll Include?

A rent roll serves as a foundational summary document for rental properties, providing a snapshot of the income-generating units within a property. It centralizes key data points related to tenants, their leases, and financial obligations. This record helps property owners and managers maintain an organized overview of their portfolio’s occupancy and revenue streams.

Core Tenant and Unit Information

A rent roll primarily organizes essential data about the property’s tenants and the specific units they occupy. This includes the names of the tenants, whether individuals or business entities, which identifies who is responsible for the lease agreement. Each unit is clearly identified by a unique number or other identifier, ensuring clarity regarding the rented space. This section also details the current monthly rent amount agreed upon in the lease.

The document specifies the lease start and end dates, outlining the duration of the tenancy. It also indicates the current lease status, such as active, pending renewal, or month-to-month, which is important for managing upcoming lease expirations. Additionally, the move-in date is recorded, providing a historical reference for the duration of the tenant’s occupancy.

Financial Tracking Elements

Beyond basic tenant and unit identification, a rent roll includes various financial details that provide insight into the monetary health of each tenancy. This section commonly lists the security deposit amounts held for each unit, which are typically collected at the beginning of a lease term and are subject to specific regulations regarding their handling and return. It also tracks the last rent payment date, offering a quick reference for payment timeliness. The current rent payment status is also shown, indicating whether rent is paid, due, overdue, or if a partial payment has been made.

Any outstanding balances, such as late fees, utility reimbursements, or other charges that have accrued, are also detailed here. These balances represent amounts owed by the tenant beyond the base rent. Furthermore, any prepaid rent amounts, where a tenant has paid rent in advance for future periods, are noted to ensure accurate accounting of income.

Property and Lease Specifics

A comprehensive rent roll often extends beyond core tenant and financial data to include additional specifics about the property units and the nuances of individual lease terms. This can involve details about the unit type, such as the number of bedrooms and bathrooms, or its precise size in square footage. For portfolios encompassing multiple locations, the property address is also listed to differentiate units across different sites.

Lease-specific charges, such as pet fees or deposits, which cover the presence of animals, and parking fees for designated spaces, are also typically itemized. The document may also clarify utility responsibilities, indicating whether the tenant or landlord is accountable for various services like electricity or water. Information on renewal options or clauses, which allow for the extension of a lease under certain conditions, and any specific concessions or discounts offered to tenants, such as reduced rent for a period, contribute to a complete financial and contractual overview of each unit.

Key Applications of a Rent Roll

A rent roll serves multiple practical applications across property management and financial analysis. For property management, it tracks vacancies, manages lease renewals, and monitors lease expirations to maintain occupancy rates. This information streamlines operations and strategic planning.

In financial reporting, a rent roll provides a clear picture of current income, enabling accurate forecasting of future income and a thorough assessment of cash flow. This data is fundamental for understanding the property’s profitability and financial performance. For property valuation, the rent roll offers a basis for income-based valuation methods, as it directly reflects the property’s revenue-generating capacity. When a property is being considered for sale or financing, the rent roll is a primary document used during due diligence. Potential buyers or lenders rely on this detailed record to assess the property’s income stream, tenant base quality, and overall financial viability, making it useful for informed investment and lending decisions.