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Current Rent Roll Document

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CURRENT RENT ROLL DOCUMENT

Effective Date:    Prepared By:

Property Identification

Reporting Party / Contacts

Contact Phone:    Email:

Unit Rent Roll Entries (Current)

Instructions: For each unit list the current tenant, lease dates, monthly rent, security deposit held, and any concessions or special terms. Enter amounts as numbers with decimals.

Unit 1

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Lease Type:

Monthly Rent: $    Security Deposit: $    Rent Due Day:

Arrears / Balance Owing: $    Concession / Free Rent:

Pets Allowed:    Parking Spaces:    Storage:

Utilities Paid by Tenant:    Lease Document on File:

Unit 2

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 3

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 4

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 5

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 6

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 7

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Unit 8

Unit Number:    Tenant Name:

Lease Start:    Lease End:    Monthly Rent: $

Security Deposit: $    Arrears: $    Lease on File:

Financial Summary

Total Number of Units:    Occupied Units:    Vacant Units:

Gross Scheduled Rent (monthly): $    Actual Collected Rent (current month): $

Total Security Deposits Held: $    Total Arrears / Outstanding Balances: $

Representations, Disclosures and Certifications

The undersigned certifies that, to the best of their knowledge, the information supplied in this Rent Roll is true, complete and accurate as of the Effective Date. The undersigned further represents that copies of leases and security deposit records are maintained and will be provided upon request to parties with a lawful interest in the property.

All tenants listed are current occupants unless indicated otherwise in the unit notes. Any rent concessions, abated periods or special payment arrangements are disclosed in the respective unit notes. Material delinquencies, pending evictions, or outstanding tenant claims known to the preparer are disclosed in the unit notes or summarized here:

Lead-Based Paint Disclosure Applicable (if residential built before applicable year): Yes    No     Mold / Prior Damage Disclosed: Yes    No

Confidentiality: This Rent Roll contains non-public financial information and proprietary tenant data. Distribution is limited to authorized recipients. Recipients agree to hold this information confidentially and not to rely on it except as expressly permitted in writing by the owner.

Limitation on Reliance and Liability

This Rent Roll is provided for informational purposes only. The preparer makes no warranty, express or implied, as to the completeness or accuracy of tenant representations, tenant payment histories, or the enforceability of leases. Third parties relying on this Rent Roll do so at their own risk. The preparer and owner shall not be liable for any indirect, special or consequential damages arising from reliance on this document.

Governing Law: This document shall be governed by and construed in accordance with the laws of the state in which the property is located, without regard to conflict-of-law principles. Any dispute arising out of this document shall be subject to the exclusive jurisdiction of courts in that state.

Entire Agreement: This Rent Roll, together with any attachments delivered with it, constitutes the entire statement of current rental income and tenant information as of the Effective Date and supersedes any prior oral or written rent rolls.

Acknowledgment and Signature

The undersigned hereby certifies under penalty of perjury that the information contained herein is true and accurate to the best of their knowledge as of the Effective Date. The signatories below attest that they have authority to execute this certification on behalf of their respective parties.

Owner / Property Manager:

By:

Date:

Preparer / Agent:

By:

Date:

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What the Current Rent Roll Document Is

A Current Rent Roll Document is a consolidated inventory of income-producing units for a rental property or portfolio. It lists each unit, the current tenant, lease start and end dates, monthly rent, security deposit, rent concessions, and occupancy status. Lenders, brokers, buyers, and asset managers use the rent roll to verify cash flow, underwrite loans, model valuations, and track lease expirations. A professionally prepared rent roll reduces ambiguity during due diligence and supports financial reporting, loan applications, and sales negotiations.

Why a Clear Current Rent Roll Matters

A complete rent roll provides an auditable snapshot of rental income and occupancy that stakeholders rely on for valuation and underwriting. Accurate rent rolls reduce disputes, streamline financing, and improve portfolio management decisions.

Why a Clear Current Rent Roll Matters

Primary Users and Recipients

The rent roll is often shared with tax preparers, prospective buyers, and external auditors as part of regular reporting or transaction due diligence.

  • Property owners and investors who need verified cash-flow data for valuation and reporting.
  • Lenders and underwriters assessing debt service coverage and collateral quality during loan review.
  • Property managers and brokers who maintain occupancy records and coordinate lease renewals.

Who Can Sign or Certify the Rent Roll

Property Manager

A licensed or authorized property manager may complete and certify the rent roll on behalf of the owner. Include a statement of authority, contact information, and the manager's position to support attribution and responsibility.

Owner / Authorized Officer

The property owner or a corporate officer (owner, CEO, CFO) can sign the rent roll to confirm accuracy. When a company signs, indicate the signer's title and provide supporting evidence of authority, such as a corporate resolution.

Essential Sections to Include in a Professional Rent Roll

A professional Current Rent Roll Document organizes unit-level and aggregate data to support underwriting, accounting, and sales processes. Include precise fields and a summary section for quick financial assessment.

Property Header

Property name, address, owner name, property type, and reporting date to contextualize the roll for users and auditors.

Unit Details

Unit identifier, floor/section, square footage, and unit type (studio/1BR/2BR) to map physical inventory to income.

Tenant Information

Tenant legal name, tenant contact, and lease guarantor notes for follow-up and verification.

Lease Terms

Lease start and end dates, renewal options, rent escalation clauses, and notice periods that affect future cash flow.

Financials

Current monthly rent, security deposit, concessions, and any prepaid rent or outstanding balances for accounting accuracy.

Occupancy & Status

Current occupancy status, notice to vacate, market-rate comparison, and vacancy loss assumptions for underwriting.

Step-by-Step: Preparing a Current Rent Roll

Follow these steps to assemble a rent roll that supports underwriting, audits, and investor review.

  • 01
    Collect Lease Files: Gather signed leases and amendments for each unit.
  • 02
    Extract Unit Data: Transfer lease terms and rent amounts to a standardized template.
  • 03
    Verify Tenancy: Confirm tenant identity, move-in date, and payment status.
  • 04
    Produce Summary: Calculate total scheduled rent, vacancy, and concessions for reporting.

Where to Send or File the Completed Rent Roll

A completed rent roll is routed to stakeholders depending on the transaction or reporting need.

  • Lender Submission: Include with loan package to underwriters and closing departments.
  • Broker Due Diligence: Share with listing brokers and prospective buyers under NDA as required.
  • Internal Records: Store with property financials and accounting ledgers for audit trails.
  • Third-Party Review: Provide to appraisers, property inspectors, or asset managers as needed.

How to Configure an Online Rent Roll Workflow

Set up a consistent digital workflow to collect, validate, and share rent roll data while preserving an audit trail.

Field Configuration
Template Use a standardized, locked template for all properties
Authentication Require signer email + optional SMS code for attribution
Versioning Enable automatic version control and timestamping
Export Allow CSV and PDF exports for accounting and underwriters

Digital Signing and eSubmission Considerations

Ensure the chosen solution documents signer attribution and stores an immutable certificate of completion for future audits and lender reviews.

  • File Formats: PDF and CSV exports for accounting and underwriting
  • Integrations: Connectors to accounting or property-management systems
  • Security: Encryption in transit and at rest; role-based access

Timing and Common Processing Deadlines

Timelines vary by transaction type; plan in advance to avoid delays in underwriting or closing.

Reporting Date:

Set a single effective date for the entire roll to prevent mismatched data.

Lender Cutoff:

Most lenders require the rent roll dated within 30 days of underwriting.

Sale Due Diligence:

Buyers typically request the latest rent roll during the LOI contingency period.

Renewal Reviews:

Run lease expiration reports at least 90 days before key maturities.

Audit Retention:

Retain signed rent rolls according to your retention policy and applicable regulations.

Common Preparation Errors to Avoid

  • Mixing market rent and contract rent without labeling units clearly.
  • Using inconsistent date formats that confuse lease term analysis.
  • Omitting concession details or temporary rent abatements from calculations.
  • Failing to reconcile rent roll totals with general ledger figures.

Risks and Consequences of an Incorrect Rent Roll

Understated Income: Misleads underwriters
Overstated Income: May lead to loan default risk
Missing Signatures: Reduces legal enforceability
Incorrect Dates: Skews renewal exposure
Unrecorded Concessions: Inflates net effective rent
Inaccurate Tenant Names: Prevents background verification

Sample eSignature Vendor Comparison for Rent Roll Workflows

Compare core pricing and compliance features relevant to rent roll signing and distribution. Verify vendor plans and enterprise options directly with each provider.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card required Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium+) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year limit Varies Varies Varies

Real-World Examples of Rent Roll Use

These examples show how rent rolls are used across transactions and operations.

Loan Underwriting

A regional lender requested a rent roll dated within 30 days

  • lender adjusted debt service after verifying concessions
  • the borrower provided signed copies of 12 leases and the loan cleared underwriting with a clear audit trail.

Asset Sale Diligence

A broker compiled a rent roll for an apartment portfolio

  • buyer compared scheduled rent to market comps
  • discrepancies in concessions were resolved by attaching lease amendments and the sale proceeded to closing.

Practical Tips for Accurate Rent Roll Preparation

Follow these practices to minimize errors and speed stakeholder review.

Standardize Templates
Use a single, version-controlled template for all properties to ensure consistent fields and reduce reconciliation time.
Document Sources
Link each entry to a scanned lease or amendment so reviewers can validate terms without additional requests.
Flag Exceptions
Clearly mark concessions, short-term leases, or tenants on payment plans to avoid misinterpretation.
Preserve Audit Trail
Retain signed PDFs with timestamps and signer attribution to support lender and buyer due diligence.

FAQs about the Current Rent Roll Document

Answers to common questions about preparing, certifying, and sharing rent rolls during underwriting and transactions.


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