The Owner-Reporting Playbook

Strong owner reporting is the foundation of client retention. Owners want transparency, consistency, and peace of mind. This playbook shows you how to deliver professional reports that impress and retain clients.

What Owners Expect

Monthly financial reports delivered on time (by the 15th)
Year-end statements for tax preparation
Transparent maintenance and repair documentation
Proactive communication about issues or vacancies
Clear explanations of fees and deductions
Access to real-time data via an owner portal

Essential Financial Reporting

Income statement (rent collected, fees, reimbursements)
Expense breakdown (repairs, management fees, utilities, etc.)
Net cash flow to owner
Reserve balance (if applicable)
Outstanding tenant balances
Year-to-date summary for tax purposes

Operational Reporting

Occupancy status and lease expiration dates
Recent maintenance activity with photos
Upcoming inspections or preventative maintenance
Marketing activity if property is vacant
Lease renewal status and recommendations
Any compliance or legal issues

Communication Cadence

Monthly: Financial and operational summary report
Quarterly: Performance review and market update
Annually: Year-end statement and business review
As-Needed: Major events (lease signed, emergency repair, etc.)
Portal Access: 24/7 access to real-time data

KPIs Owners Care About

Net operating income (NOI)
Occupancy rate and days vacant
Rent collection rate (percentage collected on time)
Maintenance cost per unit
Tenant retention rate
Property appreciation (if tracking market value)

Monthly Report Template

1.Owner name and property address
2.Reporting period (e.g., December 2024)
3.Income section: Rent, late fees, other income
4.Expense section: Itemized by category
5.Net cash flow: Income minus expenses
6.Maintenance summary: Completed and upcoming work
7.Occupancy status: Current tenants and lease end dates
8.Notes: Any issues or upcoming decisions needed

Pro Tip