A rent roll template built for a small commercial property.

A rent roll is a one-page list of every suite in a property with its tenant, size, lease dates, and current rent. Owners use it to see the property's income at a glance, and lenders, appraisers, and buyers ask for it first because it's the starting point for valuing the property. A useful commercial rent roll also shows CAM charges and the next rent step or lease date for each tenant.

Gather each signed lease and every amendment first, then work through them one at a time and enter the same fields for every tenant: suite, legal name, square footage, lease dates, current base rent, the monthly CAM charge, and the deposit. If a figure isn't clear from the documents, add a note saying it needs checking rather than guessing. Finally, compare the monthly total with what actually arrives in the bank.

Yes. The download is a CSV file, which opens directly in Excel, Google Sheets (File, then Import), Numbers, and most other spreadsheet apps, and the formulas calculate when it opens. CSV files can't store formatting, so once you've opened it, save a copy as an Excel workbook or keep it as a Google Sheet to keep your column widths and number formats.

Total Monthly Rent adds base rent and CAM on each row, and Annual Total Rent multiplies that by 12. The Totals row adds up square footage, base rent, CAM, both rent totals, and deposits for the 20 rows in the Your property table. For more suites, insert new rows above the Totals row so the sums include them, and copy the two formula cells down from the row above.

Yes. List every suite, including vacant ones, with no tenant or rent and a status of Vacant. That keeps the total square footage complete, so you and anyone reviewing the property can see occupancy accurately. Lenders and buyers generally want to see the vacancies rather than discover them later.

Whenever something on it changes: a rent step takes effect, a renewal is signed, a tenant moves in or out, or a CAM estimate is revised. A rent roll updated on a fixed schedule can be stale in between. It's also worth reviewing it against the leases before you share it with a lender, an appraiser, or a buyer.

No. It's a snapshot of each lease's current terms. Renewal / Next Step is a text column for your own reminder, and Status is whatever you type. It doesn't calculate future rent increases, record payments, or reconcile CAM. For occupancy, rent per square foot, and weighted average lease term calculated for you, try the free rent roll generator.

Expect them to compare it with the leases themselves, and often with tenant estoppel certificates and bank deposits, so every figure should match the signed documents. They typically use the in-place rent from the rent roll to build net operating income, then apply their own vacancy and expense assumptions. A rent roll that matches the leases and shows upcoming expirations openly makes that review faster.