Rental property and tenant register

What the rental property and tenant register does

A landlord's tax return starts with knowing what is let to whom. This register lists each unit with the tenant, phone number, lease dates, monthly rent and deposit, shows the yearly rent, counts vacant units and estimates the monthly rental income tax on the rent due.

Who it is for

Landlords, caretakers and property managers who want one clear register of units and tenants and a quick estimate of the tax on the rent.

How to use the workbook

1. Check the rental income tax rate on the Rates sheet.
2. List each unit with its tenant, phone and lease dates.
3. Enter the monthly rent and the deposit held.
4. Read the yearly rent, vacant units and the estimated monthly tax.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Unit, tenant, phone, lease dates and rent
• Yearly rent and deposits held
• Vacant units counted
• Estimated monthly rental income tax
• Space for 100 units

The workbook has these sheets: Instructions, Units, Rates. The main table has the columns Unit; Tenant; Phone; Lease start; Lease end; Monthly rent; Deposit held; Yearly rent. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Keep a signed lease for every tenant and note when it ends.
• Record the deposit separately: it is not income until you keep it.
• Check the current rate and limits for monthly rental income tax.
• Update the register the day a tenant moves in or out.

Why keep this record

Most tax trouble comes from late or missing records rather than from the tax itself. When the figures are collected as they happen, preparing a return becomes a matter of copying totals, not of searching for receipts. A workbook that follows the same layout as the return also makes it easier to spot a number that looks wrong before KRA does, and to explain it if asked.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Tax figures change with each Finance Act, so check the Rates sheet against KRA's current guidance before you file. Keep the supporting documents with the workbook, and keep each year's copy for at least five years in case KRA asks for proof.

Read the KRA filing calendar for small businesses for the wider picture. Free calculators that go with it: Rental income tax calculator. See more tax templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: Rental Income Tax Calculator
• Guide: Monthly rental income tax or annual tax: which route is better for a landlord?
• Guide: The 30 June tax deadline
• Guide: How to file a Monthly Rental Income return
• Another template: MRI versus annual rental tax comparison
• Another template: Monthly rental income (MRI) tracker
• Another template: Rent receipt book

Need something different? Request a custom template, browse all guides or see every Excel template.