Landlord Expense and Tax Summary

Who this is for

The year's figures gathered for whoever does the return. Income at the top, costs by category underneath, your own ownership share applied to each, and the net figure worked out at the foot.

Landlords pulling a year together the week before a return is due, joint owners who each declare a share, and anyone handing a property's figures to an accountant.

What this helps you track

• What the property brought in over the period — rent and anything else
• What it cost, gathered into categories rather than left as receipts
• The share of each cost that belongs to you, at whatever share you own
• The totals for income and costs, and the net between them
• Which figures have paperwork behind them and which still need finding

How to use it

1. Write the property, the period the sheet covers and your ownership share at the top.
2. Enter the rent received over the period in the income box, and anything else the property brought in — an insurance payment, a retained deposit, a service charge — in the other-income box beside it.
3. List the costs by category, one line each, with the total spent in the period and a short description of what it covers.
4. Put your share as a percentage against each cost where you own a property jointly; leave it blank and the full amount is carried across.
5. The claimable column, the totals and the net figure are worked out in the browser and the workbook; on paper, multiply and subtract by hand.
6. Take the finished sheet, the invoices and the bank statements to whoever prepares the return — which of these costs can actually be set against the income is a question for them and for the rules where you are.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which of these costs can I deduct?

This sheet does not say and never will. What is deductible, at what rate and in what year is set by the tax rules where the property is, and they change. The sheet gathers the figures; the treatment is for your tax authority or your accountant.

What is the share column for?

Joint ownership. Enter the percentage of each cost that is yours and the claimable column applies it. Leave it blank and the full amount carries across, which is what a sole owner wants.

Does it work out any tax?

No. It totals income and costs and shows the difference. No rate, allowance or threshold appears anywhere on the sheet, because none of them would be right for every reader.

How does it differ from the income and expense spreadsheet?

That one runs month by month as the year goes along. This is the summary at the end: categories, totals and the net figure on one page for the return.

Can I use one sheet for several properties?

Keep one per property — most tax systems want them separated, and it makes a sale or a dispute much easier to deal with later.