Data Files samples / Property rentals
Hollybrook Lettings
Buildings, units, tenants, leases, rent invoices, deposits, repairs, safety checks and the accounts for a landlord.
Queries
The questions this database answers, saved under a name. Open one to see its answer, or its design to see how it is built and change it.
- Rent roll
Every lease running today, by building and unit, with the tenant, the term, the rent and the deposit.
From Leases, Units, Properties, Tenants. Shows Property, Unit, Tenant, Type, Start, End, Monthly Rent, Deposit.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]).Only where
Status = Active.- Rent arrears by tenant
Each tenant who owes rent that is past due, with how many months are unpaid, how much they owe and how many days late the oldest month is. Former tenants who still owe are on it too.
From Rent Charges, Leases, Tenants, Units, Properties. Shows Tenant, Unit, Phone, Months Owing, Owed, Days Late, with totals.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Unit is[Units].[Name] & ", " & [Properties].[Name]; Owed isRound([Amount] - Nz([Amount Paid]), 2); Days Late isDateDiff("d", [Due Date], Date()).Only where
Unpaid > 0andOverdue > 0.- Unpaid rent
Every month's rent past its due day and not paid in full, by tenant, with its invoice number and the address to write to.
From Rent Charges, Leases, Tenants, Units, Properties. Shows Tenant, Address, Invoice, Period, Due Date, Amount, Amount Paid, Owed, Days Late.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Address is[Units].[Postal Address] & ", " & [Properties].[Postcode]; Owed isRound([Amount] - Nz([Amount Paid]), 2); Days Late isDateDiff("d", [Due Date], Date()).Only where
Owed > 0andDays Late > 0.- Rent due in the next 14 days
Rent falling due in the next two weeks and not yet paid, with how each tenant pays, so you know what to expect in the bank.
From Rent Charges, Leases, Tenants, Units, Properties. Shows Due Date, Days Until, Invoice, Tenant, Unit, Pays By, Amount.
Calculated: Days Until is
DateDiff("d", Date(), [Due Date]); Tenant isNz([Business Name], [First Name] & " " & [Last Name]); Unit is[Units].[Name] & ", " & [Properties].[Name].Only where
Days Until Between 0 And 14andOwed > 0.- Rent invoices raised
The rent invoices raised in the last 31 days, in number order, with the rent, the VAT and what has been paid.
From Rent Charges, Leases, Tenants, Units, Properties. Shows Invoice, Invoice Date, Due Date, Tenant, Unit, Net, VAT, Amount, Amount Paid.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Unit is[Units].[Name] & ", " & [Properties].[Name].Only where
Days Ago Between 0 And 31.- Leases ending in the next 60 days
Leases whose term ends within two months, with the rent now and what the unit would let for, so you can offer a renewal or plan to relet.
From Leases, Units, Properties, Tenants. Shows Property, Unit, Tenant, Phone, End, Days Left, Monthly Rent, Market Rent.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Days Left isDateDiff("d", Date(), [End]).Only where
Days Left Between 0 And 60andStatus = Active.- Vacant units
Units standing empty, how long for, and the rent lost at the market rent since they emptied.
From Units, Properties. Shows Property, Unit, Kind, Bedrooms, Market Rent, Vacant Since, Days Empty, Rent Lost.
Calculated: Days Empty is
DateDiff("d", [Vacant Since], Date()); Rent Lost isRound([Market Rent] * 12 / 365 * DateDiff("d", [Vacant Since], Date()), 2).Only where
Status = Vacant.- Open repairs
Repairs not yet done or cancelled, the most urgent first and then the oldest, with how many days each has been open.
From Maintenance Requests, Units, Properties. Shows Job, Priority, Unit, Problem, Reported, Days Open, Status.
Calculated: Unit is
[Units].[Name] & ", " & [Properties].[Name]; Days Open isDateDiff("d", [Reported], Date()).Only where
Status Not In ("Done", "Cancelled").- Repairs booked
Jobs booked with a contractor and not yet done, by contractor and day, with the address and the problem.
From Maintenance Requests, Units, Properties, Contractors. Shows Contractor, Phone, Job, Booked For, Priority, Address, Problem.
Calculated: Address is
[Units].[Postal Address] & ", " & [Properties].[Postcode].Only where
Status = Booked.- Repair costs by contractor
What each contractor has been paid for finished jobs in the last twelve months, and how many jobs.
From Maintenance Requests, Contractors. Shows Contractor, Trade, Jobs, Spent, with totals.
Only where
Status = DoneandDays Ago Between 0 And 365.- Inspections due
Inspections and safety checks due in the next 30 days or already overdue (a Days Left below nought is overdue), with the day the notice went out.
From Inspections, Units, Properties. Shows Due, Days Left, Kind, Unit, Notice Sent, Notes.
Calculated: Days Left is
DateDiff("d", Date(), [Due]); Unit is[Units].[Name] & ", " & [Properties].[Name].Only where
Days Left <= 30andDone Is Null.- Safety certificates due
Gas and electrical safety checks due in the next 60 days or overdue, so the engineer can be booked in time.
From Inspections, Units, Properties. Shows Due, Days Left, Kind, Unit.
Calculated: Days Left is
DateDiff("d", Date(), [Due]); Unit is[Units].[Name] & ", " & [Properties].[Name].Only where
Days Left <= 60andKind In ("Gas safety", "Electrical safety")andDone Is Null.- Deposits held
The deposit taken on every lease running today, with its protection reference.
From Leases, Tenants, Units, Properties. Shows Property, Unit, Tenant, Type, Deposit, Deposit Ref.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]).Only where
Status = ActiveandDeposit > 0.- Deposits to protect
Home deposits not yet protected, with how many days are left of the 30 allowed from the start of the lease.
From Leases, Tenants, Units, Properties. Shows Tenant, Unit, Start, Status, Deposit, Days to Protect.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Unit is[Units].[Name] & ", " & [Properties].[Name]; Days to Protect is30 - DateDiff("d", [Start], Date()).Only where
Type = ResidentialandDeposit Ref Is NullandStatus In ("Active", "Upcoming").- Arrears letters sent
The reminder letters sent in the last 90 days, the newest first, with the stage, the amount, the pay-by date and what happened.
From Rent Reminders, Leases, Tenants, Units, Properties. Shows Letter, Sent On, Tenant, Unit, Stage, Amount Owed, Pay By, Outcome.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]); Unit is[Units].[Name] & ", " & [Properties].[Name].Only where
Days Ago Between 0 And 90.- Current tenants
Everyone living or trading in your units today, with their rent account, phone, e-mail and emergency contact.
From Leases, Tenants, Units, Properties. Shows Property, Unit, Tenant, Account, Phone, E-mail, Emergency Contact, Emergency Phone.
Calculated: Tenant is
Nz([Business Name], [First Name] & " " & [Last Name]).Only where
Status = Active.- Income and expenditure by property
For each building over the last twelve months: rent received, costs paid and the net income.
From Transactions, Properties. Shows Property, Money In, Money Out, Net, with totals.
Calculated: Net is
Round(Nz([Money In]) - Nz([Money Out]), 2).Only where
Days Ago Between 0 And 365.- Costs by kind
What was spent in the last twelve months on each kind of cost, the biggest first. VAT paid over is left out, as it is not a cost.
From Transactions. Shows Kind, Payments, Spent, with totals.
Only where
Kind <> "VAT"andMoney Out > 0andDays Ago Between 0 And 365.- Money in and out by month
Money in, money out and the net for each month of the last year.
From Transactions. Shows Month, Money In, Money Out, Net, with totals.
Calculated: Month is
Format([Date], "yyyy-mm"); Net isRound(Nz([Money In]) - Nz([Money Out]), 2).Only where
Months Ago Between 0 And 12.- Gross yield by property
Each building's rent for a year at market rents as a percentage of its current value, the highest first.
From Properties, Units. Shows Property, Kind, Units, Value, Annual Rent, Gross Yield %, with totals.
Calculated: Annual Rent is
Round([Market Rent] * 12, 2); Gross Yield % isRound([Market Rent] * 1200 / [Current Value], 2).
Forms
Every table has a form of the same name: Start Here, Business, Properties, Units, Tenants, Leases, Rent Charges, Deposits, Rent Reminders, Contractors, Maintenance Requests, Inspections, Transactions. A form shows one record at a time and adds new ones. A field that points at another table is a list of that table's records, and the records that point at this one are listed below it.
Reports
Pages to print or save as a PDF, laid out from a query or a table.
- Rent roll
The rent roll: each building's units, tenants, terms, rents and deposits, with totals for each building and for all of them. The page a lender or buyer asks for.
From the query Rent roll, a group for each Property: Unit, Tenant, Start, End, Monthly Rent, Deposit, with the total of Monthly Rent, total of Deposit.
- Rent arrears
Each tenant in arrears on their own section, with every unpaid month and the total owed: the list to write the reminder letters from.
From the query Unpaid rent, a group for each Tenant: Address, Invoice, Period, Due Date, Days Late, Amount, Amount Paid, Owed, with the total of Owed.
- Jobs booked
A page for each contractor listing the jobs booked with them, the day, the address and the problem, to send or hand over.
From the query Repairs booked, a group for each Contractor: Job, Booked For, Priority, Address, Problem.
- Income and expenditure, last 12 months
Money in, money out and the net for each building over the last twelve months, with the totals: the figures for your accounts.
From the query Income and expenditure by property: Property, Money In, Money Out, Net, with the total of Money In, total of Money Out, total of Net.
- Leases ending in the next 60 days
Leases ending in the next 60 days with the tenant's phone, the rent now and the market rent.
From the query Leases ending in the next 60 days: Property, Unit, Tenant, Phone, End, Days Left, Monthly Rent, Market Rent, with the total of Monthly Rent.
- Vacant units and rent lost
The units standing empty, how long for and the rent lost on each.
From the query Vacant units: Property, Unit, Kind, Market Rent, Vacant Since, Days Empty, Rent Lost, with the total of Rent Lost, total of Market Rent.
- Inspections and safety checks due
Inspections and safety checks due in the next 30 days or overdue, grouped by kind, to plan the visits.
From the query Inspections due, a group for each Kind: Due, Days Left, Unit, Notice Sent, Notes.
- Monthly accounts
One line a month for the last year with money in, money out and the net, and the totals.
From the query Money in and out by month: Month, Money In, Money Out, Net, with the total of Money In, total of Money Out, total of Net.
- Rent invoices raised in the last 31 days
The rent invoices raised in the last 31 days with the rent, VAT and totals: the month's invoicing at a glance.
From the query Rent invoices raised: Invoice, Invoice Date, Due Date, Tenant, Unit, Net, VAT, Amount, with the total of Net, total of VAT, total of Amount.
- Start here: the everyday tasks, step by step
The guide to this database printed: each everyday task and its steps, from the Start Here table.
From the table Start Here, a group for each Task: Step, What to do.
Print templates
What the business sends out, one for each record, with its own name, address and payment details at the head from the Business table. Print one from its form, or choose which to print under Print templates, or save them as a PDF. The words in braces are filled in from the record.
Rent invoice
The invoice each tenant gets two weeks before the rent day: the month it covers, the rent, any VAT, the payments already received against it and the balance to pay, with the bank details to pay to. Numbered RENT-2026-0042. It prints for every rent invoice, so choose the ones to print, or print from the Rent Charges form.
One for each record of Rent Charges, on A4 paper.
Rent invoice {Number}
Invoice to · Invoice number · Trading as · Date · Address · Rent due · City · Rent paid up to · Postcode · Rent account
Rent for {Lease.Unit.Postal Address}, {Lease.Unit.Property.City} {Lease.Unit.Property.Postcode}, for the month from {Due Date} to {Period End}, due in advance. You pay by: {Lease.Pays By}.
Payments received against this invoice:
A line for each record of Transactions: Received, Method, Amount
Rent · VAT · Total for the month · Already paid · Balance to pay
{Business.Payment Terms} Bank transfer to {Business.Bank Details}, quoting {Number}. A standing order pays this on the due date by itself: there is nothing more to do.
VAT registration {Business.Tax Number}. VAT is added only to the rent of a shop or workshop in a building the landlord has opted to tax; rent on a home carries none.
{Business.Document Footer}
Rent statement
A tenant's account: every rent invoice with what was charged, paid and when, and the balance owing. Sent when a tenant asks, with an arrears letter, or when a tenancy ends. It prints for every tenant; choose the one you want, or print from the Tenants form.
One for each record of Tenants, on A4 paper.
Rent statement: {First Name} {Last Name}
Trading as · Rent account · Address · Phone · City · E-mail · Postcode
A line for each record of Rent Charges: Invoice, Month, Due, Charged, Paid, Paid on, Owing
Rent charged · Rent paid · Balance owing
Please pay any balance owing to {Business.Bank Details}, quoting your rent account {Account}. If you have paid since this statement was made, thank you. If anything here looks wrong, call us on {Business.Phone} and we will look into it.
{Business.Document Footer}
Tenancy agreement
The agreement for a home, filled from the lease, the tenant, the unit and the building: the parties, the property, the term, the rent and rent day, the deposit and its protection, what the rent includes, each side's duties, repairs and access, pets and smoking, ending the tenancy, and places to sign. It is a plainly worded starting point of our own: have it checked against the law where your homes are before you use it. Choose a residential lease to print it.
One for each record of Leases, on A4 paper.
Tenancy agreement for a home
Tenant · Date of this agreement · The property · Tenancy begins · City · Fixed term ends · Postcode · Rent day each month · Bedrooms · Rent paid by · Rent account · Deposit protection reference
Rent each month · Deposit
This agreement is made on {Signed On} between {Business.Name} of {Business.Address}, {Business.City} {Business.Postcode} ("the Landlord") and {Tenant} ("the Tenant"). The Landlord lets the property named above ("the Property") to the Tenant as a home, on the terms below.
1. The property. The Property is let together with the use of any shared entrance, halls, stairs, paths, garden and bin store that serve it, and with the contents listed in the inventory. It is to be lived in by the Tenant and the members of the Tenant's household named on the application, and no one else without the Landlord's written consent.
2. The term. The tenancy begins on {Start} and its fixed term ends on {End}. If neither side has ended it by then, it carries on from month to month on the same terms until it is ended as clause 11 says.
3. The rent. The rent is {Monthly Rent} a month, paid in advance on day {Rent Day} of each month, the first payment on {Start}. The Tenant pays it by the method shown above into the Landlord's account, {Business.Bank Details}, quoting the rent account {Tenant.Account}. The Landlord sends a rent invoice before each rent day. The rent does not go up during the fixed term. After it, the Landlord may raise it no more than once a year, by giving at least two months' notice in writing.
4. What the rent includes. The rent includes: {Unit.Rent Includes}. The Tenant pays for everything else used at the Property, among them council tax, gas, electricity, water and sewerage, telephone and broadband.
5. The deposit. The Tenant pays a deposit of {Deposit} before the tenancy begins. Within 30 days of receiving it, the Landlord protects it in a government-approved tenancy deposit scheme and gives the Tenant the scheme's details; its reference is shown above once it has been given. At the end of the tenancy the deposit is returned within ten days of both sides agreeing what, if anything, is kept back for unpaid rent, damage beyond fair wear and tear, or cleaning needed to bring the Property back to its condition at the start. If they cannot agree, either of them may ask the scheme to decide.
6. The Tenant agrees: to pay the rent on time; to keep the Property clean and in good order, and to heat and air it so that damp and mould do not build up; to tell the Landlord promptly of any repair needed or damage done; to test the smoke alarms once a month; not to make alterations, redecorate or change the locks without the Landlord's written consent; not to cause a nuisance or annoyance to the neighbours; not to sublet the Property or take in a lodger without the Landlord's written consent; and to give back all the keys at the end.
7. The Landlord agrees: to let the Tenant live in the Property in peace, without needless interruption; to keep the structure and outside in repair, including the roof, walls, windows, gutters and drains; to keep the supplies of water, gas and electricity, and the heating and hot water, in repair and working order; to have any gas appliances checked by a registered engineer every year and the wiring every five years, and to give the Tenant a copy of each certificate; to fit smoke alarms, and carbon monoxide alarms where they are needed; and to insure the building.
8. Repairs and access. The Tenant reports repairs to the Landlord on {Business.Phone} or at {Business.E-mail}, and the Landlord arranges them in a reasonable time, the most urgent first. The Landlord, or a contractor sent by the Landlord, may come in at a reasonable time of day to inspect the Property or carry out repairs after giving the Tenant at least 24 hours' notice in writing. In an emergency, such as a gas leak, a flood or a fire, they may come in at once.
9. Pets and smoking. Pets agreed for this tenancy: {Pets}. Any other pet needs the Landlord's written consent first, which will not be refused without good reason. No one may smoke or vape inside the Property.
10. The inventory. An inventory and record of condition, with photographs, is made at the start of the tenancy and signed by both sides. At the end, the Property is compared with it, allowing for fair wear and tear.
11. Ending the tenancy. The Tenant may end the tenancy at the end of the fixed term, or at any time after it, by giving at least one month's notice in writing, ending the day before a rent day. The Landlord may end it only on the grounds, and with the notice, that the law allows, and always in writing. Before the fixed term ends, the Landlord will ask the Tenant whether they would like to renew.
12. Notices. Notices to the Landlord go to {Business.Address}, {Business.City} {Business.Postcode} or {Business.E-mail}. Notices to the Tenant go to the Property, or to {Tenant.E-mail}.
Each side keeps a signed copy of this agreement and of the inventory.
Signed: Signed for the Landlord, Date, Signed by the Tenant, Date
Commercial lease summary
A summary of the main terms of a lease of a shop or workshop: the premises, the use allowed, the term, the rent with any VAT and its review, the deposit, outgoings, repairs, access and the end of the lease. It goes with the full lease, which a solicitor draws up; have both checked for your own country. Choose a commercial lease to print it.
One for each record of Leases, on A4 paper.
Commercial lease: summary of terms
Tenant · Date of the lease · Signed for the tenant by · Term begins · The premises · Term ends · City · Rent review · Postcode · Rent day each month · Permitted use · Rent account
Rent each month · VAT on the rent · Each month with VAT · Rent for a year · Deposit held
This summary sets out the main terms agreed between {Business.Name} ("the Landlord") and {Tenant.Business Name} ("the Tenant") for the lease of the premises named above. It goes with the lease and does not replace it: where the two differ, the lease is what counts.
1. The premises. The unit named above, with the right to use the shared paths, service yard and bin store in common with the other occupiers.
2. Use. The premises may be used for the permitted use shown above and for nothing else without the Landlord's written consent, which will not be refused without good reason.
3. Term. The lease runs from {Start} to {End}. The Tenant has no right to end it early except as the lease says.
4. Rent. The rent is {Monthly Rent} a month, paid in advance by bank transfer on day {Rent Day} of each month, quoting the rent account. VAT is added at the rate shown above when the Landlord has opted to tax the building; otherwise none is added. Where a rent review date is shown, the rent is reviewed on that date to the rent the premises would then let for on the open market, and it does not go down at review.
5. Deposit. The Tenant pays the deposit shown above, three months' rent, before the term begins. The Landlord holds it until the lease ends and returns it within 28 days, less any rent or other sums then owed and the cost of any repairs the Tenant should have done.
6. Outgoings. The Tenant pays the business rates, water, power and telephone for the premises. The Landlord insures the building; the premium is included in the rent.
7. Repairs. The Tenant keeps the inside of the premises in good repair and decoration, together with the shop front or roller door, the doors and the glass, and the Tenant's own fittings. The Landlord keeps the roof, the structure, the outside walls and the shared parts in repair. Notes agreed for this lease: {Notes}
8. Access. The Landlord may come in to inspect or repair after giving at least 48 hours' notice, and at once in an emergency. The premises are inspected once a year.
9. Alterations, signs and assignment. Alterations other than minor ones inside, and any sign outside, need the Landlord's written consent. The Tenant may not assign the lease or sublet without the Landlord's written consent, which will not be refused without good reason.
10. The end of the lease. At the end the Tenant gives the premises back clean, in the repair the lease asks for, with the Tenant's own fittings and signs taken away if the Landlord asks. The Landlord will talk to the Tenant about a new lease at least six months before the term ends.
Signed: For the Landlord, Date, For the Tenant, Date
Deposit receipt
Given when a new tenant pays the deposit: how much, on what day, for which tenancy, and who holds it. Numbered DRC-2026-0042.
One for each record of Deposits, on A5 paper.
Deposit receipt {Number}
Received from · Receipt number · Trading as · Received on · For the tenancy of · Paid by · Tenancy begins · Held by · Rent account · Protection reference
Deposit received
This deposit is held as security for the tenant's side of the agreement. It is not rent and is not used to pay rent while the tenancy runs. The deposit on a home is protected in a tenancy deposit scheme within 30 days, and the scheme's reference is sent to the tenant; the deposit on a shop or workshop is held by the landlord until the lease ends. At the end it is returned, less anything owed, as the agreement says.
Signed: Received for the Landlord
Rent arrears letter
The reminder sent when rent is a week late, and each fortnight after while it is unpaid: polite, clear about the amount and the date to pay by, and firmer at each stage, ending with the final notice. Have the final notice's wording checked for your own country before you rely on it.
One for each record of Rent Reminders, on A4 paper.
To · Date · Address · Our reference · City · Rent account · Postcode · Unpaid since
Rent arrears: {Stage}
Dear {Lease.Tenant},
Our records show that rent of {Amount Owed} is unpaid on your tenancy of {Lease.Unit.Postal Address}. The oldest unpaid month fell due on {Since}; the number of months unpaid is {Months Owing}.
Rent unpaid
Please pay the full amount by {Pay By}, by bank transfer to {Business.Bank Details}, quoting your rent account {Lease.Tenant.Account}, or by card by calling us on {Business.Phone}.
{Next Step}
If you have paid in the last few days, thank you, and please ignore this letter. If you cannot pay it all by that date, please call us before then: we would much rather agree a plan with you to clear it in steps than take things further. Free and confidential advice on money and debt is available from advice services near you.
Yours sincerely,
Rent accounts, {Business.Name}
Notice of inspection
The letter that tells a tenant, at least a week ahead, the day and time of a routine inspection or safety check, what happens at it and how to change the day.
One for each record of Inspections, on A4 paper.
To · Date · Address · Visit for · City · Day of the visit · Postcode · Time
Notice of a visit to {Unit.Postal Address}
Dear {Lease.Tenant},
We are writing to let you know that we will visit {Unit.Postal Address} on {Due}, {Visit Time}. The visit is for: {Kind}.
A routine inspection takes about half an hour. We look at the general condition of the property, test the smoke and carbon monoxide alarms, look for any damp, leaks or damage, and note anything that needs mending so that we can arrange it. A gas or electrical safety check is made by a registered engineer from our contractor, takes about an hour, and needs the boiler, the meters and the fuse board to be easy to reach; you will be given a copy of the certificate.
You do not need to be in, though you are welcome to be, and it is a good time to tell us about anything that needs attention. If you are out, we will let ourselves in with our key, lock up when we leave, and leave a card to say that we have been.
If the day or time does not suit you, please call us on {Business.Phone} or write to {Business.E-mail}, and we will find another time in the next two weeks. This letter gives you at least 24 hours' notice in writing, as your agreement asks.
Yours sincerely,
Property management, {Business.Name}
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