A rent roll lists every unit in a rental property on one date: who rents it, the monthly rent, when the lease starts and ends, the deposit held and any balance owed. A lender will check it against your signed leases, so fill it in from the leases and fix anything the flags point out before you send it.
How to read your rent roll totals
Start with the example that's already filled in. It has six units as of November 1, 2026, and five are rented, so occupancy is 83%. If every unit were rented at its current or asking rent, the building would bring in $8,840 a month. The five rented units bring in $7,365. That's your rent in place. The $1,475 gap is the vacancy loss: unit 2B, sitting empty.
Then read the flags. Unit 3B's lease ended on July 31 and the tenant is still there. If they're now renting month to month, say so on the rent roll. A lender who sees an occupied unit with an expired lease will ask. Units 1A and 2A end within 90 days, and 2A has already given notice, so don't count on that rent in January. Unit 1B owes $450, and that figure should match the tenant's ledger on the same date.
What a lender checks against your leases
Lenders don't just trust your rent roll. Fannie Mae tells its multifamily lenders to "complete a thorough lease audit to reconcile the rent roll with the Property's signed leases." Freddie Mac wants the rent roll dated within 30 days of the underwriting package.
Freddie Mac's list runs longer than this template's eight columns. Here's how the main fields line up, and what to add in your spreadsheet before it goes to a lender:
| Freddie Mac's rent roll includes | In this template |
|---|---|
| Date of the rent roll | Yes, the "As of" date |
| Unit number and tenant name | Yes |
| Whether each unit is occupied | Yes, the status column |
| Monthly contract rent | Yes |
| Amounts the tenant owes | Yes, balance owed |
| Lease start and end dates | Yes |
| Security deposit held | Yes |
| Unit type and square footage | Add it |
| Concessions and rent subsidies | Add it |
| Renewal options and month-to-month status | Add it |
Template or your software's report?
If your units already live in property management software, run its rent roll report. Retyping leases into a new sheet is how a rent ends up $50 off. Use this template when you have a handful of units and keep them in a spreadsheet, or to check an export before it goes out.
The template holds up to 500 units. The CSV opens in Excel and Google Sheets with a totals row at the bottom, and "Print or save as PDF" prints just the rent roll.
Getting the numbers without retyping them
Running the same report every month and pasting the totals into a message is exactly the work we built Dash to take off a property manager's plate. If your team runs on Microsoft Teams or Slack, Dash reads reports from AppFolio, connects to Buildium, Rentvine and DoorLoop, and asks a person before it changes anything. See how it works for property management teams. And when a tenant pays in cash, the rent receipt maker gives them a receipt.
Questions about rent rolls
Is a rent roll the same as a rent ledger?
No. A rent roll has one line per unit and shows the whole property on one date. A rent ledger has one line per charge and payment and follows one tenant over time.
How often should I update a rent roll?
Once a month, after rent has posted and late payments are in, and again on the day you send it to anyone. Changes in between, like a move-out or a renewal, are easiest to enter when they happen.
Should vacant units be on a rent roll?
Yes. List every unit, and put the rent you're asking on the vacant ones. Leave them off and the rent roll shows a smaller building that looks fully rented.