Room Letting and Tenant Register

Who this is for

A property let room by room, on one page. Each room has a line: who is in it, when they moved in, what they pay in rent and towards bills, what deposit is held and whether their keys have been issued.

Anyone letting a house as rooms rather than as a whole — a shared house, a lodger or two, student rooms — and the person who has to know at a glance which rooms are full.

What this helps you track

• Which rooms are let, to whom, and which are standing empty
• When each occupant moved in and when their agreement runs to
• The rent for each room and the total the property brings in per period
• What each pays towards bills and what that adds to
• The deposits held, room by room and altogether

How to use it

1. Write the property, the number of lettable rooms and the rent period the figures are based on at the top.
2. Give each room a line, using the name or number you actually use for it so a repair request can be matched to a room.
3. Fill in the occupant, the date they moved in and the date their agreement runs to; leave the occupant blank for an empty room so the vacancy is visible.
4. Enter the rent and the amount towards bills separately — the total per room is worked out in the browser and the workbook.
5. Record the deposit held for each room and tick when keys have been issued.
6. Update a line when somebody moves, and keep the superseded sheet with the file rather than overwriting the history.

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

Does a property let this way need a licence or registration?

That depends entirely on where the property is, how many people live there and how the building is arranged. This register records the rooms and the people; whether any licence, registration or standard applies is a question for the rules where you are and your local authority.

What is the bills column for?

Some room lets charge rent inclusive of bills and some charge a separate contribution. Use the column where the second arrangement applies and leave it blank where the rent covers everything.

How do I show an empty room?

Leave the occupant and the dates blank but keep the row. An empty row in the register is more useful than a missing one, because it shows the room exists and is not earning.

Can I keep tenant contact details on it?

There is no column for them here on purpose — the register is often carried around and shown to contractors. The tenant contact and emergency sheet holds those, one per person, and can be kept somewhere more private.