Rent Roll and Arrears Schedule Template
Tenancy schedule with areas, rents, expiries, breaks and deposits, WAULT and occupancy, arrears ageing, recovery action log
How to use: Use it when reporting a property's income to an owner, lender or valuer at a period end. Fill the tenancy schedule from lease abstracts and the arrears from the ledger first. The main pitfall is chasing disputed items as plain debt or relying on a seller's rent roll without reconciling it.
Preview
Rent Roll and Arrears Schedule: [Property name, as at YYYY-MM-DD]
A tenancy schedule (rent roll) for one property or portfolio, with an arrears ageing table and the actions taken on each debt. Owners, asset managers, lenders and valuers read the rent roll to see who pays what, until when, and what is overdue. Based on common property management practice. Replace every
[bracketed]value and every row marked Example. This is a record-keeping format, not legal or financial advice: recovery steps, interest and notices depend on each lease and the law where the property is, so check them with a qualified professional.
Document control
| Field | Value |
|---|---|
| Property | [Quelmont Park Building B] |
| As-at date | [Example: 2026-09-30] |
| Prepared by | [Property manager, @name] |
| Checked by | [Finance or asset manager, @name] |
| Currency and basis | [Example: USD, rent per year excluding tax and service charge] |
| Last updated | YYYY-MM-DD |
1. Tenancy schedule
| Unit | Tenant | Area m2 | Lease start | Lease expiry | Break | Rent per year | Rent per m2 | Next review | Deposit held | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| U-G01 (Example) | Kestrimo Labs | 900 | 2021-07-01 | 2031-06-30 | None | 202,500 | 225 | 2026-07-01 (outstanding) | 50,625 | Let |
| U-G02 (Example) | Saltmarsh Bikes | 300 | 2023-01-01 | 2028-12-31 | 2026-12-31 | 78,000 | 260 | None | 19,500 | Let, in arrears |
| U-101 (Example) | Fenwyn Print Studio | 1,000 | 2022-04-01 | 2032-03-31 | 2027-09-30 | 210,000 | 210 | 2027-04-01 | 52,500 | Let |
| U-102 (Example) | Dovecroft Dental Clinic | 500 | 2024-10-01 | 2034-09-30 | 2029-09-30 | 115,000 | 230 | 2029-10-01 | 28,750 | Let |
| U-201 (Example) | Quorran Insurance Brokers | 1,000 | 2020-01-01 | 2027-12-31 | None | 215,000 | 215 | None | 0 | Let, renewal talks |
| U-202 (Example) | Vacant | 500 | 0 | Marketing | ||||||
| Total | 4,200 | 820,500 | 151,375 |
| Measure | Value |
|---|---|
| Occupancy by area | Example: 3,700 of 4,200 m2 let, 88.1% |
| Passing rent | Example: 820,500 per year |
| WAULT to expiry (weighted by rent) | Example: 4.24 years |
| WAULT to first break | Example: 2.20 years |
| Income at risk in the next 6 months (break or expiry) | Example: 78,000 (U-G02 break 2026-12-31) |
2. Arrears ageing
| Unit | Item | Due date | Amount | Days overdue | 0-30 | 31-60 | 61-90 | 91+ | Disputed |
|---|---|---|---|---|---|---|---|---|---|
| U-G02 (Example) | September rent | 2026-09-01 | 6,500.00 | 29 | 6,500.00 | No | |||
| U-G02 (Example) | August rent | 2026-08-01 | 6,500.00 | 60 | 6,500.00 | No | |||
| U-G02 (Example) | July rent balance | 2026-07-01 | 2,000.00 | 91 | 2,000.00 | No | |||
| U-102 (Example) | September rent | 2026-09-01 | 9,583.33 | 29 | 9,583.33 | No | |||
| U-101 (Example) | Service charge balancing charge | 2026-08-15 | 3,200.00 | 46 | 3,200.00 | Yes | |||
| Total | 27,783.33 | 16,083.33 | 9,700.00 | 0.00 | 2,000.00 |
Example: total arrears are 3.39% of the passing rent of 820,500.
3. Actions and recovery log
| Action ID | Unit | Date | Action | Outcome | Next step | Owner |
|---|---|---|---|---|---|---|
| ARR-014 (Example) | U-G02 | 2026-09-08 | Reminder letter and call | Tenant reports low summer sales, asks for a plan | Propose a 3-month payment plan | [@name] |
| ARR-015 (Example) | U-G02 | 2026-09-25 | Payment plan offered in writing | Awaiting signature | Review deposit and break risk with asset manager | [@name] |
| ARR-016 (Example) | U-101 | 2026-09-12 | Service charge query logged | Tenant asks for invoices for lift repair | Send supporting invoices | [@name] |
Related: finance/credit-control-collections-policy for the escalation
policy, real-estate/property-valuation-report (the valuer reads this
schedule), real-estate/facility-management-plan for service charge
costs.
Standard and licence note
Based on common property management practice for tenancy schedules and arrears reporting. The text is original. Check each lease and the current law where the property is before any recovery step. Template licence: MIT.
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