Landlords & Rentals Toolkit
Letting out a flat, a few shops or a PG means the same paperwork every month: who has paid, who is behind, which deposit you are holding, what the plumber cost, and a receipt the tenant can give to their employer. Most small landlords keep this in a diary and a WhatsApp chat, and it falls apart at the first dispute.
This toolkit gives you that record as Excel workbooks that work out arrears, advances, lease end dates and net income by themselves, Word drafts for the lease and the move-in inspection, and an online rent receipt maker. Pick your own currency; everything also works for landlords outside India, and the files stay on your own computer.
Made for: Individual landlords, property managers, PG and hostel owners, housing society secretaries and tenants who need rent receipts.
What each one does
🏘️ Rent Ledger for Multiple Properties (Excel)
One workbook for every flat, shop or room you let out, across several buildings. List each unit with its tenant, rent, deposit and lease dates, then write down payments as they come in. The ledger works out how many months of rent have fallen due, what has been paid, the arrears or advance for each tenant, a 12-month paid grid with red gaps, and how many days are left on each lease.
- Settings: your name, currency symbol, the first month of the ledger year, the "as on" date and your list of properties
- Units sheet for up to 200 units: unit code, property, flat or shop number, tenant, phone, monthly rent, deposit held, rent due day, lease start and end, arrears brought forward
- Payments sheet with 1,000 rows: date paid, unit (drop-down), the month the rent is for, amount, mode and reference; tenant and property fill in by themselves
🧾 Rent Receipt Book (Excel)
The paper rent receipt book, but every receipt is numbered, nothing is lost and the amount in words is never misspelt. Enter each rent payment as a line in the register; then pick a receipt number and print an A4 page with a tenant copy and a landlord copy. It writes the amount in words in Indian (lakh, crore) or international (million) style with your own currency name, shows the landlord PAN line for Indian HRA claims and reminds you when a revenue stamp is usually expected.
- Settings: landlord name, address, phone, PAN or tax ID, currency symbol and name, words style (Indian or International) and country (India or other)
- Register sheet with 500 rows: receipt number, date, tenant, property address, rent period from and to, amount, payment mode and reference
- Receipt sheet: pick a receipt number and get a tenant copy and a landlord copy on one A4 page, with "Received with thanks" wording, amount in figures and words, period, mode and signature box
🔧 Property Expense & Maintenance Log (Excel)
Rent is only half the story: property tax, society charges, a leaking tap, a fresh coat of paint. Record every expense against its property and category, keep a list of repair requests with who is fixing them and how long they have been open, and see each property's yearly expenses and net income next to the rent you received.
- Settings: currency symbol, year start, your properties and an editable list of 16 expense categories (repairs, plumbing, electrical, painting, property tax, society or HOA fees, insurance, loan interest and more)
- Expenses sheet with 1,000 rows: date, property, unit, category, description, vendor, amount, bill number and "Charge to" (owner or tenant)
- Repairs sheet: date reported, property, unit, reported by, problem, priority, assigned to, status, date fixed and cost; days open count by themselves and jobs open longer than 7 days turn red
🛏️ PG & Hostel Bed Register (Excel)
A paying guest house or hostel changes residents every month, and the owner must know at once which beds are empty, who sleeps where, who has paid and how to reach a resident's family in an emergency. This register keeps beds, residents and rent payments in three simple lists, then shows occupancy, vacant beds and each resident's dues automatically.
- Settings: PG or hostel name, currency symbol, "as on" date, rent due day and lists for food plans and ID types
- Beds sheet for 200 beds: bed code, room, floor, sharing, AC, rent per bed; the current resident and Occupied or Vacant status fill in from the resident list, with totals and occupancy percentage at the top
- Residents sheet for 500 residents: phone, ID type and number, emergency contact, home address, college or workplace, bed, rent, check-in and check-out dates, deposit, food plan, police verification status and extra charges
📜 Rent Agreement / Lease Starting Draft (Word)
A plain-English residential rent agreement to start from, so you do not begin with a blank page or a photocopy of someone else's agreement. It covers the parties, the property, rent and due date, security deposit and its return, the term and renewal, use of the property, repairs, utilities, entry by the landlord, notice and ending the tenancy, plus an inventory schedule and signature blocks. It is a starting draft only: tenancy law, stamp duty and registration differ by country, state and city, so have it checked before anyone signs.
- A clear "starting draft, check local law" box at the top that you delete once a professional has reviewed it
- 20 numbered clauses in plain English with [brackets] for every detail you must fill: rent, due day, late fee, deposit, lock-in, notice period, rent increase, utilities, pets, subletting
- Schedule 1: description of the property; Schedule 2: fittings and furniture inventory table with condition
📋 Move-in / Move-out Inspection Checklist (Word)
Most deposit disputes come down to one question: what condition was the home in when the tenant moved in? Walk through the property with this checklist on the first day and again on the last, write the condition of every wall, floor, fitting and appliance side by side, note the meter readings and keys, and agree any deposit deductions in writing.
- Details of the property, landlord, tenant and the two inspection dates
- Room-by-room tables (entrance, living room, kitchen, two bedrooms, two bathrooms, balcony, outside and parking) with condition at move-in, condition at move-out and photo reference
- Meter readings for electricity, water and gas at move-in and move-out
⚡ Online Rent Receipt Maker
Make a signed-ready rent receipt for one month or a whole year in a minute. Type the tenant, landlord and property once (they stay saved on this device), add the months with the rent paid, and get a receipt with the total in figures and words. In India mode it adds the landlord PAN line that employers ask for when rent is more than ₹1,00,000 a year and a revenue stamp note for cash; switch to another country to use your own currency and date format.
- India (HRA) mode with landlord PAN and revenue stamp reminders, or any other country with 15 currencies and three date formats
- One line per month with rent, date paid, payment mode and reference; one receipt for the whole period
- Total in figures and in words (Indian lakh/crore style or international style)
Good to know
- Every template is free and contains no macros, so it opens without security warnings.
- Yellow cells are for typing; grey cells calculate by themselves and are protected against accidental overwriting (Review › Unprotect Sheet, no password).
- Online tools keep your details only in this browser on this device. Nothing is uploaded.
- Tax rates and statutory limits mentioned in these files are a help, not advice: check the current rules before relying on them.