Rent Roll Template (Excel and Google Sheets) with Example

A rent roll is a dated schedule of every unit in a rental property showing who occupies it, the lease start and end dates, the rent and other charges, the security deposit held and any balance owed. Lenders, buyers and appraisers use it to check that the income a property claims is real.

Owners use the rent roll to run the building month to month: which leases are about to end, which units are vacant, who is behind and how far current rents sit below market. When the property is refinanced or sold, the same document becomes evidence. The lender's analyst rebuilds the income from it, an appraiser compares it with market rents, and a buyer's due diligence team ties it back to leases and bank deposits.

This page explains what goes in a rent roll, what agency multifamily lenders say they check, how occupancy, gross potential rent and loss to lease are calculated, and how to age arrears. The lender requirements quoted here come from the published Freddie Mac and Fannie Mae multifamily guides, linked below.

Last reviewed: 30 October 2026.

Freddie Mac's Multifamily Seller/Servicer Guide lists 18 items a rent roll must show for each unit, requires it to be dated within 30 days of the underwriting package and certified by the borrower. Fannie Mae requires its lenders to audit the rent roll against the signed leases and against rent deposits.

Small-balance, bank and private lenders and most buyers ask for the same core information even when their form differs. In practice they look for concessions buried in contract rents, a cluster of leases expiring at once, month-to-month tenants, units occupied by staff or used as models, and arrears that the rent roll does not mention. The template has a column or a calculation for each of these.

Requirements change, so check the current Freddie Mac Guide or Fannie Mae Multifamily Guide and ask your own lender for its format.

Arrears aging splits each tenant's unpaid balance by how long the unpaid charges have been outstanding. The template ages first-in, first-out: payments and credits clear the oldest charges first, so whatever is still owed is the most recent charges.

For each unit it adds every charge, payment and credit in the ledger up to the as-of date to get the balance. It then fills the 0-30 day bucket with charges dated in the last 30 days, up to the balance, then the 31-60 and 61-90 day buckets the same way, and puts what is left in 90+. A tenant who has paid in full shows Paid up; a prepaid tenant shows a credit balance.

Aging matters because old debt is harder to collect and lenders and buyers treat it differently from a late payment this month. Whether and when you can charge late fees or serve notice depends on your lease and your state and local landlord-tenant law, so the template tracks the numbers and leaves those decisions to you.

Sample data, included in the workbook as of 10/31/2026. Sample Gardens has 24 units: 21 with a tenant in place (one on notice), one vacant rentable unit, one unit down for renovation and one furnished model.

• Physical occupancy: 21 / 24 = 87.5%.
• Gross potential rent: $39,515 a month. Loss to lease $1,145, vacancy loss $1,850 and non-revenue units $3,770 bring it to $32,750 of scheduled contract rent; a $100 move-in concession leaves $32,650 net scheduled rent.
• Collections: $28,765 of rent was collected in October, so economic occupancy is 72.8%, well below physical occupancy because of vacancy, below-market leases and two tenants who did not pay in full.
• Arrears: unit 104 paid $1,000 of August's $1,850 and nothing since, with a $50 late fee each month. Its balance of $4,700 ages to $1,900 at 0-30 days, $1,900 at 31-60, $50 at 61-90 and $850 at 90+. Total arrears across the property are $8,495.
• Leases: 3 leases end within 60 days, 3 more in 61 to 90 days, and 2 tenants are month-to-month because their lease end date has passed.

A lender reading this rent roll would ask about the unit on notice with a large balance, the month-to-month tenant and the concession, and would underwrite on collected rent, not on scheduled rent.