Tenancy Summary and Key Dates Sheet

Who this is for

One tenancy on one page. The property, the people, the rent and the deposit at the top, then every date that matters with the days to go worked out, so nothing is discovered a week after it happened.

Landlords with a property or two who would rather not open the agreement to check a date, and anyone taking over the management of a let from somebody else.

What this helps you track

• The property, the tenants and who manages the tenancy, in one place
• The rent, the deposit and where the deposit is held
• Every date the tenancy turns on, with who has to act on it
• How many days there are to each date, counted from today
• Which dates have been dealt with and which are still ahead

How to use it

1. Fill in the property, the tenants and the contact details at the top, copying the rent and deposit figures from your own agreement.
2. Work down the printed rows and write the date for each one that applies to this tenancy; cross out the rest and add your own on the spare lines.
3. Write who has to do something about each date — you, the agent, the tenant — so a date with nobody against it stands out.
4. The days-to-go column and the summary count from today in the browser and the workbook; on paper, count forward from the date.
5. Tick a row when it has been dealt with, and note what happened in the notes column.
6. Start a fresh sheet when the tenancy is renewed or replaced, and keep the old one with the file.

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 notice does either side have to give?

The sheet does not say, and no figure of ours appears on it. Notice periods are set by the rules where the property is and by what your agreement says. Write the dates you have worked out from those into the rows.

Why does a row show a minus number of days?

Because the date has passed. A minus figure means the date went by since you last looked, which is usually the moment to tick the row or write a note against it.

Where do the rent and deposit figures come from?

From your own tenancy agreement and your own records. The sheet has boxes for them and supplies nothing; it also has a line for where the deposit is held, which is the thing people most often cannot remember.

Can I use it for a rolling or periodic tenancy?

Yes. Leave the fixed end date blank and use the rows for the dates that still apply — rent due, inspections, reviews. The days-to-go column works from whatever dates you enter.

Is this the same as the compliance planner?

No. The compliance planner follows the recurring checks and renewals for the property itself. This sheet is about one tenancy: its people, its money and its dates.