The monthly property checklist
The spaces, leases, invoices and follow-ups worth reviewing every month, and who should own each one.
Why a monthly review matters
Most problems in a rental portfolio are small before they are expensive. A room that has been vacant for three weeks, a lease that expires next month or a deposit that was never recorded is easy to fix when someone notices it early.
A short, repeatable monthly review gives the team a shared moment to catch these issues. The goal is not a long report. It is a list of decisions and owners.
Occupancy and availability
- Rooms that are vacant now, and how long they have been empty
- Rooms that will become vacant in the next 30 to 60 days
- Rooms blocked for maintenance that could be released
- Reservations that have not yet become contracts
Leases and tenants
- Contracts expiring in the next 60 days, and whether each tenant plans to renew
- Signed contracts that are missing documents or handover records
- Tenant contact details and emergency contacts that are incomplete
- Move-ins and move-outs scheduled for the coming month
Money
- Invoices issued versus invoices expected for the period
- Overdue balances, grouped by tenant and by age
- Deposits received, held and due for refund
- Expenses that have not yet been assigned to a property
Operations
- Open tasks older than two weeks, and why they are still open
- Repeat incidents in the same room or building
- Assets due for inspection, service or replacement
- Supplier work that is waiting on a quote or approval
Turn the review into actions
End the review by giving each item an owner and a date. If an item has no owner, it is not an action yet. Keep the same checklist each month so the team can see whether the lists are getting shorter.
In Leasemble, occupancy views, contract lists, debt reports and task filters cover most of this checklist, so the review becomes a walk through existing screens rather than a new spreadsheet.