Rental property tracker printable for rent, tenants, expenses and repairs

This rental property tracker printable is made for landlords with a single rental or a growing portfolio who want properties, tenants, rent, expenses and repairs together in one tidy binder. It has 14 undated, currency-neutral pages, so it works anywhere. You receive a PDF in US Letter and A4 as an instant download.

Start in any month and print fresh logs whenever you need them.

How the rental property tracker printable simplifies landlord records

One portfolio page shows each property's value, loan balance, rent, costs and cash flow side by side, while a separate overview holds purchase, mortgage, insurance, tax and utility details. Log rent for as many as 15 units over 12 months, note late or partial payments, and record all income and spending to see monthly cash flow and yearly profit by month and by category.

Repairs, trusted vendors, room by room inspections, lease renewals and vacancies each get a page, so tax season and renewals feel easy.

Who this rental property tracker printable is for

• New landlords renting out a single home, apartment or room
• Small landlords and real estate investors with several units or buildings
• Property managers who like a paper record for each building
• Vacation home owners who want neat records ready for tax time

Design and printing

• Minimal white layouts with blush pink accents that barely use any ink
• Generous margins, so home printers will not crop the edges
• Two portrait sizes: US Letter (8.5 x 11 in) and A4 (210 x 297 mm)
• No dates and no currency, so begin any month in any country
• Keep it in a binder or on a clipboard, or have a print shop spiral bind it

Inside the landlord binder: 14 pages

1. 1Front cover with a contents list, plus room for your name and the date you begin
2. 2A portfolio summary for up to 12 properties showing units, purchase price, value, loan balance, rent, costs and cash flow, with totals for units, value, loan balance and equity
3. 3A single property overview: address and details, purchase, mortgage, insurance, taxes and HOA, utilities and who covers them, plus keys, codes and notes
4. 4A tenant sheet for two tenants with contact and emergency details, lease dates, rent and deposit, household members, documents on file and notes on communication (ID numbers are not needed)
5. 5A rent collection grid for 15 units over 12 months, a log for late or partial payments, and totals for rent expected, rent collected and your collection rate
6. 6An income and expense log of 25 rows for date, property, description, category, income, expense and a receipt tick box
7. 7A monthly cash flow page with income and expense categories, net cash flow, a reserve fund, occupancy and year to date figures
8. 8A yearly profit page, month by month (rent, other income, expenses, net cash flow, occupancy), with expenses grouped by category and a year in review
9. 9A maintenance log of 22 rows for the reported issue, urgency, who it is assigned to, cost and done, plus recurring tasks
10. 10Contacts for 10 trades, like plumber, electrician and HVAC, plus a repair history with costs and warranties
11. 11A room by room move-in and move-out inspection for 16 areas with condition, notes, keys, meter readings and signatures
12. 12A lease renewal page for 14 leases with end date, notice by date, current rent, new rent and signed, plus a checklist for renewals
13. 13A vacancy and showing log with where it is listed, a 16 row table of showings, days vacant, number of showings, applications and date rented
14. 14A landlord checklist for the year, split into start of year, spring, summer, and fall and winter, with important dates like insurance renewal and property tax

What you will download

• Rental Property & Landlord Tracker, US Letter PDF (14 pages)
• Rental Property & Landlord Tracker, A4 PDF (14 pages)
• Read Me First, a short printing guide (PDF)

How to download and print

• Check out with PayPal, a debit or credit card, Apple Pay or Google Pay. Your download page opens as soon as the payment goes through.
• We email the same private download links to you, so you can download your files again later.
• Open the PDF in a free reader such as Adobe Acrobat Reader and print at 100% or Actual size.
• Print only the pages you need, as often as you like, for your own personal use.

Good to know

• This is a print-ready PDF rather than a hyperlinked digital planner. Most note taking apps can import it if you would like to write on a tablet.
• Only a digital file is delivered. Nothing is mailed to you.
• Printed colors may vary a little from your screen.
• The files are for your own personal use. Sharing, reselling or redistributing them is not allowed.
• Digital products cannot be returned, but if a file refuses to open or print properly, email us and we will help quickly.
• This tracker helps you stay organized and is not legal, tax or financial advice. Rules for landlords and tenants vary from place to place, so check your local laws and speak with a qualified accountant or attorney about your situation.

How this was made

Designed and written by PetiteDiary. AI tools helped draft parts of the text, and some background scenes in the preview images were created with AI. Every page was designed, reviewed and checked before release.

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