Property Management Report Template
A structured property management report covering occupancy, rent collection, maintenance activity, financial performance, and property condition. Keep property owners informed with professional reports.
Occupancy & Rent Collection
Current occupancy status and rent payment tracking
Property: [Property Name/Address]
Report Period: [Month, Year]
Occupancy Rate: [X]% ([X] of [Y] units occupied)
Rent Collection: [X]% collected | Outstanding: [$Amount]
Vacancies: [Unit numbers and status: listed, showing, under application]
Upcoming Lease Expirations: [Unit, Tenant, Expiry Date, Renewal Status]
Financial Summary
Income, expenses, and net operating income
Income:
• Rental Income: [$Amount]
• Late Fees: [$Amount]
• Other Income: [$Amount]
Total Income: [$Total]
Expenses:
• Maintenance & Repairs: [$Amount]
• Insurance: [$Amount]
• Utilities: [$Amount]
• Management Fees: [$Amount]
• Other Expenses: [$Amount]
Total Expenses: [$Total]
Net Operating Income: [$Total Income - $Total Expenses]
Maintenance & Property Condition
Work orders, repairs, and property condition notes
Work Orders This Period:
• Opened: [X] | Completed: [X] | Pending: [X]
Notable Repairs:
• [Unit/Area]: [Description, cost, status]
• [Unit/Area]: [Description, cost, status]
Upcoming Maintenance: [Scheduled preventive maintenance or capital improvements]
Owner Action Required: [Any approvals, decisions, or budget authorizations needed]
How to Use This Template
Gather property data monthly
Collect rent rolls, maintenance logs, expense receipts, and occupancy records. Consistent data collection makes report generation quick and accurate.
Highlight what matters to owners
Owners care about NOI, occupancy, and anything that needs their attention or money. Lead with the numbers, then provide details. Do not bury important information.
Include actionable items
If you need a decision from the owner (approve a repair, adjust rent, renew a lease), call it out clearly with the options and your recommendation.
Send consistently and on time
Deliver reports by the 5th of each month. Consistency builds trust with property owners. Late or irregular reporting creates anxiety and erodes the manager-owner relationship.
Customize in Dewx
Inside Dewx, tell Dew: "Generate a property management report for [Property Name] for [Month]." Dew pulls occupancy, rent collection, maintenance, and financial data from OPS Hub and produces a professional report. Set up automated monthly reports sent to property owners on schedule.
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Frequently Asked Questions
What should a property management report include?
A property management report should include occupancy status, rent collection rates, maintenance requests and completions, financial summary (income vs. expenses), property condition notes, upcoming lease expirations, and any issues requiring the owner's attention. It gives property owners a complete picture of their investment performance.
How often should property management reports be sent?
Monthly is the industry standard. Send reports within the first 5 business days of the following month so owners have current data for their records. For large portfolios or active properties, bi-weekly updates on maintenance and occupancy may be warranted. Always send a report when a significant event occurs (vacancy, major repair, lease renewal).
What financial metrics should be in a property report?
Include gross rental income, vacancy loss, operating expenses by category (maintenance, insurance, utilities, management fees), net operating income (NOI), rent collection rate, and any outstanding balances. Year-to-date totals and comparisons to the prior year help owners understand performance trends.
How does Dewx help property managers?
Dewx OPS Hub tracks properties, tenants, maintenance requests, and financials in one platform. Dew auto-generates monthly property reports, tracks rent collection, manages maintenance workflows, and sends owner reports on schedule. Property managers can manage their entire portfolio without juggling spreadsheets.
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