Rent Review Record

Who this is for

A dated history of what the rent has been. One line per review: the old figure, the new one, the change worked out, when the tenant was told and the date it took effect, with room for what was agreed.

Landlords who have let the same property for several years and cannot now remember when the rent last moved, and anyone who has to explain a figure to a tenant, an accountant or a buyer.

What this helps you track

• What the rent was before each review and what it became
• The change between the two, worked out for you
• The date the tenant was told and the date the new figure started
• Whether the tenant agreed, and what was said if they did not
• A run of dated lines showing how the rent reached its present figure

How to use it

1. Fill in the property, the tenant and the rent as it stands at the top of the sheet.
2. Start a line whenever a review happens: the date you looked at it, the rent as it was and the rent you have settled on.
3. The change column subtracts one from the other in the browser and the workbook; on paper, subtract across the row.
4. Write the date the tenant was notified and the date the new rent applies from — they are rarely the same day.
5. Tick the agreed box when the tenant has confirmed, and use the notes column for what was discussed or what evidence you relied on.
6. Keep the sheet with the tenancy file so the rent history travels with the property.

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

How much can the rent go up by?

Nothing on this sheet says, because it depends on your agreement and on the rules where the property is. The record holds the figures you decide and the dates you acted on; the decision and its limits are yours to check.

How much notice does a tenant get before a new rent starts?

Again, that is set where the property is and by the agreement, not here. The sheet has a notified column and an effective-from column so the gap you allowed is on the record either way.

What does the change column show?

The new rent less the old rent for that line. A minus figure means the rent went down, which happens more often than people expect.

Should I record a review that changed nothing?

It is worth a line. A review with the same figure in both columns shows you looked, which is useful later when somebody asks when the rent was last considered.