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Rent Roll Certificate

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RENT ROLL CERTIFICATE

Parties and Property

Certifying Party (Owner/Manager):

WHEREAS

WHEREAS, Certifying Party is the owner or authorized manager of the Property identified above and maintains tenant ledgers and lease documents for units at the Property; and

WHEREAS, Recipient requires a certified rent roll for purposes of loan underwriting, sale, or other transaction, and Certifying Party has agreed to provide the rent roll and related certifications on the terms set forth herein; and

WHEREAS, the parties intend this Rent Roll Certificate to be relied upon by Recipient and its successors, assigns, and permitted designees for purposes stated in this Certificate.

Effective Date of Rent Roll

The rent roll and certifications contained herein are stated as of:

Rent Roll - Itemized Tenancy Schedule

Provide the following current information for each leased space within the Property as of the Effective Date. If additional rows are required, attach a true and accurate schedule and indicate the number of attached pages below.

Unit/Tenant Unit # Monthly Rent Lease Start Lease End Security Deposit Status / Notes
$ $
$ $
$ $
$ $
$ $
$ $

Certification and Representations

Certifying Party hereby certifies, represents and warrants to Recipient that, to the best of Certifying Party's knowledge as of the Effective Date:

  1. The rent roll and tenant information provided in this Certificate are true, correct and complete in all material respects and have been prepared in accordance with the ordinary business records of the Property.
  2. There are no undisclosed concessions, rent abatements, side agreements, offsets or material inducements applicable to the tenants listed on the rent roll, other than those expressly indicated in the attached lease notes or the Status / Notes column above.
  3. All security deposits identified are held in trust or in accounts consistent with applicable law and are reflected in Certifying Party's books and records.
  4. There are no material defaults, unrecorded agreements affecting tenancy, or pending material claims against the tenants listed on the rent roll except as expressly disclosed in writing to Recipient.

Certifying Party shall promptly notify Recipient in writing of any material change to the information certified herein that occurs prior to the closing of any transaction for which this Certificate is provided.

Scope of Certificate

Payment Terms (if applicable)

Fee for preparation and certification: $

Late payment: Interest at on any overdue balance, plus collection costs and attorneys' fees incurred in enforcing payment.

Term and Termination

This Certificate is effective as of the Effective Date set forth above and remains in force until the earlier of delivery of an updated certificate by Certifying Party or termination by mutual written agreement. Services to prepare this Certificate commence on: and, if an engagement term applies, end on: .

Either party may terminate the obligations to perform non-delivered services upon days' prior written notice to the other party; termination shall not relieve Recipient of payment for services rendered prior to termination.

Confidentiality

Certifying Party and Recipient agree that all non-public information exchanged in connection with this Certificate, including tenant names, rents, lease terms and security deposit amounts, shall be kept confidential and used solely for the purpose for which the Certificate is provided, except as required by law or as necessary for Recipient's internal credit review, due diligence, or with Recipient's counsel, accountants and lenders, each of whom shall be bound to maintain confidentiality.

Governing Law; Entire Agreement

This Certificate shall be governed by and construed in accordance with the laws of the jurisdiction where the Property is located. This Certificate constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, whether written or oral, relating to the rent roll and certification services addressed herein.

Indemnity and Reliance

Certifying Party agrees to indemnify and hold harmless Recipient from and against any losses, damages or liabilities arising from any material misstatement or omission in the rent roll or the supporting records provided by Certifying Party, except to the extent such losses arise from Recipient's gross negligence or willful misconduct. Recipient may rely upon this Certificate in connection with its evaluation or financing of the Property.

Contact Information

Additional Affirmations

The undersigned certifies under penalty of perjury that the information contained in this Rent Roll Certificate is true and correct, that the undersigned is authorized to execute this Certificate on behalf of Certifying Party, and that Recipient may rely upon this Certificate for the stated purposes.

Certifying Party:

By:

Date:

Recipient:

By:

Date:

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What a Rent Roll Certificate Is and when it’s used

A Rent Roll Certificate is a signed statement from an owner, manager, or property manager that lists income-producing units, current tenants, lease start and end dates, rent amounts, security deposits, and other revenue-related terms for a specific property or portfolio. Lenders, buyers, appraisers, and asset managers typically request it during financing, sale, underwriting, or valuation processes to verify income and occupancy. The certificate supplements leases and financial statements and is often delivered with supporting evidence, such as ledgers, tenant ledgers, or copies of executed leases, to substantiate the figures provided.

Why a Rent Roll Certificate matters to transactions

A clear Rent Roll Certificate reduces underwriting friction by providing standardized, auditable income detail for a property.

Why a Rent Roll Certificate matters to transactions

Primary users and signers for a Rent Roll Certificate

Typical participants who prepare, review, or rely on a rent roll certificate include property owners, asset managers, lenders, and third-party servicers.

  • Property Owners and Managers — prepare and certify unit-level income and tenant status for financing or sale.
  • Lenders and Underwriters — use the document to verify rental income and determine debt service coverage ratios.
  • Buyers and Appraisers — rely on certified rent figures for valuation and offer calculations.

Ensure the person signing has authority to certify the figures and that supporting records are available on request.

Core elements to include in a professional Rent Roll Certificate

A comprehensive certificate combines unit-level detail, tenant identification, rent terms, payment status, and a signed certification with the preparer’s authority. Consistency across leases, accounting records, and the certificate is critical for reliability.

Unit Details

Unit or suite identifier for each leased space with consistent numbering and floor designation.

Tenant Name

Full tenant name or legal entity for each unit as shown on executed leases.

Lease Dates

Lease commencement and expiration dates, including any extension or renewal options.

Rent Amounts

Current base monthly or annual rent and any scheduled increases or concessions.

Payment Status

Indicate current rent paid, arrears, and security deposit amounts per tenant.

Certification

Signed statement of accuracy, signer authority, and effective date of the rent roll.

Required data fields at a glance

Property Name: Full property identifier
As-Of Date: Date the rent roll reflects
Unit ID: Unit or suite number
Tenant: Tenant legal name
Rent Amount: Monthly or annual amount
Lease Term: Start and end dates

Step-by-step: preparing and delivering a Rent Roll Certificate

Follow these steps in order to prepare a rent roll certificate that is complete, auditable, and ready for lender or buyer review.

  • 01
    Gather records: Collect leases, tenant ledgers, and payment histories for the reporting period.
  • 02
    Compile unit data: Populate unit, tenant, lease, rent, and deposit fields with source references.
  • 03
    Reconcile totals: Match rent totals to accounting statements and bank deposits to verify income.
  • 04
    Sign and deliver: Signer certifies accuracy, signs, and shares the signed certificate with recipients.

How to set up a digital workflow for rent roll certification

Design a workflow that collects signatures, retains an audit trail, and attaches source documents for reviewer convenience.

Field Configuration
Document Type PDF/A certified rent roll
Signature Order Owner or manager first, then lender or purchaser
Authentication Email + access code or two-factor for higher assurance
Attachments Attach lease copies, tenant ledger, and bank receipts

Where to send or file the completed Rent Roll Certificate

The signed certificate is distributed to stakeholders and retained with transaction records; destinations depend on transaction type.

  • Lender or Underwriter: Primary recipient for loan closings and underwriting review
  • Buyer or Broker: Delivered with purchase documents and due diligence packages
  • Property File: Stored in property management records and accounting systems
  • Title/Closing Agent: Included when certification affects closing conditions

Digital signing and technical considerations

Use an eSignature platform that preserves an audit trail, supports attachments, and meets applicable compliance requirements.

  • File formats: PDF and Word DOCX accepted
  • Integrations: Works with CRM, cloud storage and closing platforms
  • Authentication: Email link, SMS code, or stronger ID verification

Choose configuration options that match the transaction’s risk profile and the recipient’s acceptance (for example, lenders often require stronger signer authentication).

Timing considerations and common deadlines

Deadlines vary by transaction type; align the rent roll as-of date and delivery timing with underwriting or closing schedules.

As-Of Date Selection:

Choose the date lenders require for income verification

Delivery Before Closing:

Usually required several days before loan closing

Lease Updates:

Include executed leases up to the as-of date

Re-certification Requests:

Lenders may request a fresh certificate within 30–90 days of closing

Tax Reporting:

Maintain copies for at least three years per IRS requirements

Key milestones during certification and review

Track these sequential milestones from data collection to final delivery to keep the certification on schedule.

01

Data Collection

Assemble leases, ledgers, and bank records before reconciliation

02

Reconciliation

Verify rent totals against accounting and deposit records

03

Internal Approval

Manager or finance signs off on accuracy and completeness

04

Execution & Delivery

Signer executes certificate and distributes with attachments

Common mistakes to avoid when preparing a rent roll

  • Using inconsistent unit identifiers between leases and accounting records causes reconciliation errors.
  • Including forecasted or projected rent as current income inflates underwriting figures.
  • Failing to attach lease copies or ledgers reduces the certificate’s evidentiary value.
  • Allowing an unauthorized person to sign can render the certification unenforceable.

Risks and consequences of inaccurate rent roll certification

Loan Default Risk: Misstated income may breach loan covenants
Indemnity Exposure: Seller or certifier may face indemnity claims
Deal Delay: Inconsistencies trigger additional lender review
Financial Restatement: Accounting corrections may be required
Regulatory Scrutiny: Material misrepresentation can attract legal claims
Reputational Harm: Trust with lenders and buyers can be damaged

Supporting documents and export formats to include

Attach source documents and deliver the certificate in standard formats to satisfy recipient systems and archival needs.

Lease Copies

Attach executed leases as PDF copies to substantiate tenant and rent claims.

Tenant Ledger

Provide tenant payment histories and ledger exports for the reporting period.

Bank Evidence

Include bank deposit records or reconciliations showing receipt of rental income.

Export Formats

Deliver signed PDFs (PDF/A) and keep a Word DOCX editable copy for internal recordkeeping.

How to update or revise a previously issued Rent Roll Certificate

Use a controlled amendment process to preserve auditability and avoid conflicting certifications.

01

Identify Changes:

List what changed and why
02

Prepare Amendment:

Create a dated amendment referencing original
03

Obtain Authority:

Signer with original authority must approve
04

Attach Evidence:

Include documents supporting the revision
05

Redistribute:

Send amended certificate to original recipients
06

Archive:

Keep prior and amended versions together

eSignature solution comparison for delivering and signing Rent Roll Certificates

Common vendor features and pricing models vary; signNow appears first for direct cost and capability comparisons relevant to certificate execution and storage.

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 trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Rent Roll Certificates

Answers to common practical and legal questions when preparing, signing, or submitting a rent roll certificate.


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