Data Files samples / Estate and letting agent

Fernleigh Estates

Sellers and landlords, properties, applicants, viewings, offers, sales to completion, managed lets, rent and landlord statements for an estate agent.

Download 157 KB19 tables, 13 queries, 8 reports, 5 print templates and 4,183 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Properties.Client points at Clients
Properties.Area points at Areas
Applicants.Area points at Areas
Viewings.Property points at Properties
Viewings.Applicant points at Applicants
Viewings.Accompanied By points at Staff
Offers.Property points at Properties
Offers.Applicant points at Applicants
Sales.Property points at Properties
Sales.Offer points at Offers
Sales.Buyer points at Applicants
Sales.Negotiator points at Staff
Sales.Buyer Solicitor points at Solicitors
Sales.Seller Solicitor points at Solicitors
Tenancies.Property points at Properties
Tenancies.Tenant points at Applicants
Landlord Statements.Client points at Clients
Statement Lines.Statement points at Landlord Statements
Statement Lines.Property points at Properties
Rent Charges.Tenancy points at Tenancies
Rent Charges.Statement points at Landlord Statements
Repairs.Property points at Properties
Repairs.Tenancy points at Tenancies
Repairs.Contractor points at Contractors
Repairs.Statement points at Landlord Statements
Agency Invoices.Client points at Clients
Agency Invoices.Sale points at Sales
Agency Invoices.Tenancy points at Tenancies
Agency Invoices.Statement points at Landlord Statements
Invoice Lines.Invoice points at Agency Invoices
Invoice Lines.Property points at Properties

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (34 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Staff

The agency's own people. (7 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Role	Short text	What they do, such as Sales negotiator or Property manager.
Phone	Short text	Their work phone, given to applicants they meet at viewings.
E-mail	Short text	Their work e-mail address.
Started	Date	The day they joined.

Areas

The parts of the city the agency works in. Properties and applicants are each in an area, which is how applicants are matched to homes. (8 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The area's name. Each is used once.
District	Short text	The first half of its postcodes.
Typical Price	Currency	What a two-bedroom house there sells for now, as a guide for valuations.
Typical Rent	Currency	What a two-bedroom home there lets for each month.
Notes	Long text	What buyers and tenants say about it: schools, transport, parking.

Clients

The people the agency acts for: owners selling a home and landlords letting one. A landlord has one record however many homes they let. (122 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Account	Short text, unique	The client's account with the agency, printed on statements and invoices: CL-0042. Each is used once.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Kind	Short text	Seller or Landlord.
Address	Short text	Where letters, statements and invoices go.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Their e-mail address.
Client Since	Date	The day they first instructed the agency.
Notes	Long text	Anything worth knowing: how they like to be kept up to date, keys held, a second owner.

Properties

Each home the agency has been asked to sell or let, one record each. A home let again after a tenant leaves keeps its record. (139 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Reference	Short text, unique	The agency's reference for the home, on its particulars and letters: FE-0042. Each is used once.
Client	Points at Clients, required	Its owner: the seller or the landlord.
Area	Points at Areas	The part of the city it is in.
Address	Short text, required	Its street address, with the flat number.
City	Short text	The city.
Postcode	Short text	The postcode.
Purpose	Short text	Sale or Let.
Kind	Short text	Flat, Maisonette, Terraced house, Semi-detached house or Detached house.
Bedrooms	Whole number	How many bedrooms.
Bathrooms	Whole number	How many bathrooms.
Price	Currency	The asking price for a sale, or the rent asked each month for a let.
Listed On	Date	The day it last came on the market. The query for slow sellers counts from here.
Status	Short text	For sale, Under offer, Sold or Withdrawn for a sale; To let, Let agreed or Let for a let, as it stands today.
Energy Rating	Short text	Its energy rating, A to G, from its energy certificate.
Fee Rate	Number	For a sale, the commission agreed as a fraction of the price: 0.012 is 1.2 percent. Empty for a let, whose fees are on the tenancy.
Description	Long text	The words for its particulars and the website.
Notes	Long text	Keys, access, the owner's wishes, price changes.

Applicants

Everyone looking to buy or rent through the agency, with what they want. A tenant is an applicant who has rented a home. (354 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Looking To	Short text	Buy or Rent.
Area	Points at Areas	The area they most want to live in.
Min Bedrooms	Whole number	The fewest bedrooms they will look at.
Budget	Currency	The most they can pay: a price for a buyer, a monthly rent for a tenant.
Position	Short text	For a buyer: First-time buyer, Selling a home, Mortgage agreed in principle or Cash buyer. For a tenant: who will live there.
Address	Short text	Where they live now; for a tenant, the home they rent from us.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Their e-mail address.
Registered On	Date	The day they registered.
Status	Short text	Active while looking; Bought, Rented or Withdrawn once they stop.
Notes	Long text	Anything else they want, or need: parking, a garden, near a school.

Viewings

Each viewing booked, kept or not. (805 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Property	Points at Properties, required	The home viewed.
Applicant	Points at Applicants, required	Who viewed it.
Accompanied By	Points at Staff	Who from the agency showed them round.
Booked On	Date	The day it was booked, and the date of the confirmation letter.
Viewing Date	Date	The day of the viewing.
Viewing Time	Short text	The time, as 14:30.
Status	Short text	Booked, Done, Cancelled or No-show.
Confirmation Sent	Date	The day the Viewing confirmation went to the applicant.
Feedback	Long text	What the applicant thought, passed on to the owner.

Offers

Each offer made on a home for sale. (127 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Property	Points at Properties, required	The home.
Applicant	Points at Applicants, required	Who made the offer.
Made On	Date	The day it was made.
Amount	Currency	The price offered.
Conditions	Short text	What the offer depends on: a mortgage, a survey, the buyer's own sale.
Status	Short text	Awaiting decision, Accepted or Rejected.
Decided On	Date	The day the owner gave their answer.
Notes	Long text	Anything said about it.

Solicitors

The solicitors and conveyancers buyers and sellers use, for the memorandum of sale. (7 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The firm's name.
Contact	Short text	The person who usually deals with the sale.
Address	Short text	Their address.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Where to send the memorandum of sale.

Sales

Each accepted offer, from the day it is agreed to completion, or to the day it falls through. The Memorandum of sale is printed from here. (78 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The sale's reference: SALE-2026-0042, given in the order offers were accepted.
Property	Points at Properties, required	The home sold.
Offer	Points at Offers	The offer accepted.
Buyer	Points at Applicants, required	The buyer.
Negotiator	Points at Staff	Who agreed the sale.
Buyer Solicitor	Points at Solicitors	The buyer's solicitor.
Seller Solicitor	Points at Solicitors	The seller's solicitor.
Price	Currency	The agreed price.
Accepted On	Date	The day the offer was accepted.
Memorandum Sent	Date	The day the Memorandum of sale went out.
Stage	Short text	Offer accepted, Solicitors instructed, Searches and survey, Mortgage offered, Exchanged, Completed or Fell through.
Solicitors Instructed	Date	The day both solicitors had the papers.
Searches Back	Date	The day the searches and the survey were back.
Mortgage Offered	Date	The day the buyer's lender made its offer; empty for a cash buyer.
Exchanged On	Date	The day contracts were exchanged, when the sale became binding.
Completed On	Date	The day the money moved and the keys were handed over.
Target Completion	Date	When both sides hope to complete.
Included	Short text	What is included in the price: carpets, curtains, appliances.
Fee Rate	Number	The commission rate agreed with the seller, from the property.
Fee	Currency	The commission before VAT, worked out on completion.
Notes	Long text	Why a sale fell through, or anything holding it up.

Tenancies

Each tenancy of a let home. A renewal is a new tenancy for the same tenant and home. The Tenancy agreement is printed from here. (88 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Reference	Short text, unique	The tenancy's reference, quoted on rent payments: TY-2026-0042.
Property	Points at Properties, required	The home let.
Tenant	Points at Applicants, required	The tenant.
Signed On	Date	The day it was signed.
Start	Date	The first day.
End	Date	The last day of the fixed term.
Monthly Rent	Currency	The rent each month.
Rent Day	Whole number	The day of the month rent is due.
Deposit	Currency	The deposit taken: five weeks' rent.
Deposit Ref	Short text	The protection scheme's reference for the deposit (invented here); empty until it is protected.
Service	Short text	What the landlord asked of the agency: Fully managed (rent, repairs and everything else), Rent collection, or Let only (finding the tenant).
Management Fee	Number	The monthly fee as a fraction of the rent collected, before VAT: 0.12 is twelve percent. Nought for let only.
Letting Fee	Currency	The fee for finding the tenant, before VAT, invoiced when the tenancy starts; nought for a renewal.
Rent Paid To	Short text	Who the tenant pays, in the words the agreement prints.
Repairs To	Short text	Who the tenant reports repairs to, in the words the agreement prints.
Pets	Short text	The pets agreed, or None.
Renewal	Yes/No	Yes when it follows an earlier tenancy of the same tenant.
Status	Short text	Upcoming, Active or Ended, as it stands today.
Notes	Long text	Anything agreed that is not in the fields.

Landlord Statements

The monthly account sent to each landlord whose rent the agency collects: rent in, fees and repairs out, and the sum paid to them. The Landlord statement is printed from here. (178 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The statement's number: STM-2026-0042.
Client	Points at Clients, required	The landlord.
Period	Short text	The month it covers, as 2026-09.
Statement Date	Date	The day it was made and the landlord paid, the third working day of the next month.
Rent Collected	Currency	The rent received for the landlord in the month.
Deductions	Currency	The fees, VAT and repairs taken from it.
Paid Out	Currency	What was paid to the landlord: the rent collected less the deductions.
Paid On	Date	The day the payment was made.

Statement Lines

The lines of each landlord statement: each rent received, each fee, the VAT and each repair. (1,021 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Statement	Points at Landlord Statements, required	The statement it is on.
Date	Date	The day the rent came in or the cost arose.
Property	Points at Properties	The home it is for.
Kind	Short text	Rent received, Management fee, Letting fee, VAT on fees or Repair.
Description	Short text	What it is, as the statement prints it.
Money In	Currency	Rent received; nought for a deduction.
Money Out	Currency	A deduction; nought for rent.

Rent Charges

The rent due each month on a tenancy whose rent the agency collects, and what has been received. (401 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Tenancy	Points at Tenancies, required	The tenancy.
Period	Short text	The month, as 2026-10.
Due Date	Date	The day it is due.
Amount	Currency	The rent due.
Received	Currency	What has come in against it.
Received On	Date	The day it came in.
Statement	Points at Landlord Statements	The landlord statement it was paid out on; empty until then.

Contractors

The trades the agency books for repairs at managed homes. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The firm's name.
Trade	Short text	What they do.
Phone	Short text	Their phone number.
E-mail	Short text	Where job details go.

Repairs

Each repair at a managed home, from the tenant's call to the contractor's bill being taken from the landlord's rent. (73 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Property	Points at Properties, required	The home.
Tenancy	Points at Tenancies	The tenancy running when it was reported.
Reported	Date	The day it was reported.
Problem	Short text, required	What is wrong.
Priority	Short text	Urgent, High, Normal or Low.
Contractor	Points at Contractors	Who was booked.
Quote	Currency	What the contractor quoted.
Approved On	Date	The day the landlord agreed the quote, for work over the 250 the agency may spend without asking.
Status	Short text	Reported, Awaiting approval, Booked, Done or Cancelled.
Booked For	Date	The day the contractor is due.
Done On	Date	The day the work was finished.
Cost	Currency	What the contractor billed.
Statement	Points at Landlord Statements	The landlord statement the cost was taken on; empty until then.
Notes	Long text	Access, parts, what was found.

Agency Invoices

The agency's own invoices to its clients: commission on a sale, the letting fee for a new tenancy, and each month's management fees. The Commission invoice is printed from here. (269 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The invoice number, given in date order: INV-2026-0042.
Client	Points at Clients, required	Who it is to.
Sale	Points at Sales	The sale it is for, for commission.
Tenancy	Points at Tenancies	The tenancy it is for, for a letting fee.
Statement	Points at Landlord Statements	The landlord statement its fees were taken on, for fees paid from rent.
Invoice Date	Date	The day it was raised.
Due Date	Date	When it is due.
Net	Currency	The fees before VAT.
Tax	Currency	The VAT on them.
Amount	Currency	The total.
Paid On	Date	The day it was paid; empty while it is owed.
Paid How	Short text	From the sale proceeds, Taken from rent collected, or Bank transfer.

Invoice Lines

The lines of each agency invoice. (465 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Invoice	Points at Agency Invoices, required	The invoice.
Kind	Short text	Sale commission, Letting fee or Management fee.
Description	Short text	What the fee is for.
Property	Points at Properties	The home it is for.
Net	Currency	The fee before VAT.
Tax Rate	Number	The VAT rate as a fraction: 0.2.

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