What belongs on a true commercial rent roll
Build a monthly and annual rent roll that reflects contractual rent, CAM, future steps, and lease dates.
A useful commercial rent roll is more than a list of tenants and current rent. It should explain today’s contractual income and show how that income changes over the lease term.
RENT ROLL TEMPLATE
Start with these fields—not a blank spreadsheet.
A true commercial rent roll separates the lease facts, current charges, future steps, and collection status. Use this as your setup checklist, then let TenantPoint keep it current.
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Core tenant and premises fields
Include tenant legal name, trade name when relevant, suite, occupied square feet, property share, lease status, commencement date, expiration date, and any current holdover or month-to-month condition.
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Separate charge components
Show base rent independently from CAM, taxes, insurance, utilities, percentage rent, storage, signage, and other recurring charges. Combining everything into one number makes lease comparison and future underwriting difficult.
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Show monthly and annual views
Owners need the monthly billing amount for collections and the annualized amount for budgeting and valuation. The roll should make clear whether the annual figure represents current run rate or actual scheduled revenue for the calendar year.
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Include the future rent schedule
List fixed steps, percentage increases, free-rent periods, abatements, option-period rent when exercised, and commencement contingencies. A buyer or lender should not have to reread the lease to understand next year’s rent.
Key points
- Effective date
- Monthly base rent
- Annual base rent
- Increase percentage
- Source document
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Reconcile the roll to tenant ledgers
The rent roll shows contractual charges; the tenant ledger shows what was billed, paid, waived, credited, or remains open. Keeping those concepts separate makes both reports more reliable.
FAQ
Frequently asked questions
What is a commercial rent roll?
A commercial rent roll is a property-level schedule of tenants, premises, lease terms, current and future rent charges, recoveries, and key dates. It should show contractual income separately from what has actually been collected.
What should be on a commercial rent roll?
At minimum include the tenant and suite, square footage, lease start and end dates, base rent, CAM or other recoveries, monthly and annual amounts, future rent steps, and source document.
How is a rent roll different from a tenant ledger?
The rent roll summarizes contractual charges. A tenant ledger records billed amounts, payments, credits, fees, waivers, and the balance that remains open.
Free template
Get the rent roll template and tenant file checklists
The rent roll spreadsheet, the tenant information checklist, and a COI tracker for the insurance certificates every tenant owes you.
- Commercial rent roll templateSpreadsheet template
- Commercial Tenant Information ChecklistPrintable checklist
- Tenant insurance certificate (COI) trackerSpreadsheet template
Put it into practice
TenantPoint handles this workflow in Commercial property reporting and Commercial rent collection software. See all TenantPoint solutions or how it compares with other software.
This educational material is not legal, accounting, tax, or investment advice. Review controlling lease language and consult qualified professionals when appropriate.
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