Hollybrook Lettings

Buildings, units, tenants, leases, rent invoices, deposits, repairs, safety checks and the accounts for a landlord.

Download 110 KB13 tables, 20 queries, 10 reports, 7 print templates and 2,638 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.

Units.Property points at Properties
Leases.Unit points at Units
Leases.Tenant points at Tenants
Rent Charges.Lease points at Leases
Rent Charges.Tenant points at Tenants
Deposits.Lease points at Leases
Rent Reminders.Lease points at Leases
Maintenance Requests.Unit points at Units
Maintenance Requests.Contractor points at Contractors
Inspections.Unit points at Units
Inspections.Lease points at Leases
Transactions.Property points at Properties
Transactions.Charge points at Rent Charges

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. (37 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.

Properties

Each building you own or manage, one record each. (12 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	What you call the building, such as Linden Court or 22 Mill Lane. Each name is used once.
Kind	Short text	House, Block of flats, Converted house, Shops with flats or Workshop yard.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Bought	Date	The day it was bought.
Purchase Price	Currency	What it cost.
Current Value	Currency	What it is worth now, from the last valuation. The yield query divides rent by this.
Valued On	Date	When it was last valued.
VAT on Rent	Yes/No	Yes when you have opted to tax the building, so VAT is added to the rent of its shops and workshops. Homes never carry VAT.
Notes	Long text	Anything worth knowing about the building: a lease on the freehold, a loan, access.

Units

What is let: a house, a flat, a shop or a workshop. A house let whole is one unit; a block of flats has one unit for each flat. (38 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 building it is in.
Name	Short text, required	The unit's name within the building, such as Flat 3, Shop 2 or Whole house.
Kind	Short text	House, Flat, Shop or Workshop.
Postal Address	Short text	The unit's address as a letter is addressed, without the town and postcode: Flat 3, Linden Court, 14 Beech Grove. Agreements and notices print it.
Bedrooms	Whole number	How many bedrooms; nought for a shop or workshop.
Market Rent	Currency	What the unit would let for each month now. Used for empty units and the yield.
Has Gas	Yes/No	Yes when the unit has gas appliances, so it needs a gas safety check every year.
Furnished	Yes/No	Yes when it is let with furniture.
Rent Includes	Short text	What the rent pays for besides the use of the unit, in words the tenancy agreement prints: buildings insurance, cleaning of the shared halls, the furniture.
Status	Short text	Let or Vacant, as it stands today.
Vacant Since	Date	The first day it stood empty; empty while it is let.
Notes	Long text	Anything about the unit: the parking space, the meter numbers, what the inventory says.

Tenants

Everyone who rents from you, past and present, one record each. A tenant who renews stays one record with several leases. (63 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 tenant's rent account, quoted on every payment and printed on every invoice and statement: TEN-0042. Each is used once.
First Name	Short text	Their first name, or the first name of the person who signs for a business.
Last Name	Short text, required	Their family name.
Business Name	Short text	The business that rents a shop or workshop; empty for a home.
Address	Short text	Where letters to them go: the unit they rent while they live there, a forwarding address after they leave.
City	Short text	The town or city of that address.
Postcode	Short text	Its postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Their e-mail address.
Emergency Contact	Short text	Who to call if you cannot reach them, and how they are related.
Emergency Phone	Short text	That person's phone number.
References Checked	Yes/No	Yes once their references and credit check have come back.
ID Checked	Yes/No	Yes once you have seen proof of who they are and their right to rent.
Notes	Long text	Anything worth knowing: pets, a guarantor, a forwarding address.

Leases

Each agreement to let a unit to a tenant for a term. A renewal is a new lease for the same tenant and unit. The Tenancy agreement and the Commercial lease summary are printed from here. (91 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.
Unit	Points at Units, required	The unit let.
Tenant	Points at Tenants, required	Who it is let to.
Type	Short text	Residential or Commercial.
Signed On	Date	The day both sides signed it, the date the agreement prints.
Start	Date	The first day of the lease.
End	Date	The last day of the fixed term.
Monthly Rent	Currency	The rent each month, before any VAT.
Tax Rate	Number	The VAT rate on the rent as a fraction: 0.2 for a shop or workshop in a building opted to tax, 0 for everything else. Each rent invoice takes its rate from here.
Rent Day	Whole number	The day of the month rent falls due.
Pays By	Short text	Standing order, Bank transfer, Card or Cash.
Deposit	Currency	The deposit agreed: five weeks' rent for a home, three months' for a shop or workshop. The money itself is recorded in Deposits.
Deposit Ref	Short text	The reference the deposit protection scheme gave for a home's deposit (invented here). Empty until it is protected. A renewal keeps the same one.
Renewal	Yes/No	Yes when the lease follows an earlier one for the same tenant.
Pets	Short text	The pets agreed for a home, in words the agreement prints, or None.
Permitted Use	Short text	For a shop or workshop, what the tenant may use it for, as the lease says.
Rent Review	Date	For a commercial lease, the day the rent is next reviewed; empty when the lease has no review.
Status	Short text	Upcoming, Active or Ended, as it stands today.
Notes	Long text	Anything agreed that is not in the fields: a break clause, who repairs what. The commercial lease summary prints it.

Rent Charges

The rent invoices: one record for each lease and month, raised two weeks before the rent day (on the day of signing for a lease's first month). The Rent invoice is printed from here and the Rent statement lists them. (650 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's number, given in the order invoices go out and once only: RENT-2026-0042, a new run each year.
Lease	Points at Leases, required	The lease the rent is due on.
Tenant	Points at Tenants	The tenant charged, the same as the lease's; kept here so a tenant's statement can list their invoices.
Period	Short text	The month it is for, as 2026-10.
Invoice Date	Date	The day the invoice was raised.
Due Date	Date	The day the rent is due, the first day the month's rent covers.
Period End	Date	The last day the month's rent covers.
Net	Currency	The rent before VAT.
Tax Rate	Number	The VAT rate, taken from the lease when the invoice is raised.
Tax	Currency	The VAT: the rent times the rate, rounded to the penny.
Amount	Currency	What the invoice comes to: rent and VAT together.
Amount Paid	Currency	How much has been paid against it so far. Add each payment here as you enter it in Transactions; what is left is owed.
Last Paid On	Date	The day the last payment against it came in; empty while nothing has been paid.

Deposits

Each deposit taken, one record for each new tenancy: a renewal keeps the deposit already held. The Deposit receipt is printed from here. (63 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 receipt's number, given in the order deposits come in: DRC-2026-0042.
Lease	Points at Leases, required	The lease the deposit is for.
Received On	Date	The day it was paid, usually the day the agreement was signed.
Amount	Currency	How much was paid.
Paid By	Short text	How it was paid.
Held By	Short text	Deposit protection scheme for a home, Landlord for a shop or workshop.
Returned On	Date	The day it was paid back after the tenancy ended; empty while it is held.
Amount Returned	Currency	How much was paid back. Anything kept back is explained in Notes.
Notes	Long text	What was kept back and why, or anything agreed about it.

Rent Reminders

Each letter sent about rent that is late: the first a week after the rent day, then one a fortnight while it is still unpaid. The Rent arrears letter is printed from here. (156 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 letter's reference: ARR-2026-0042.
Lease	Points at Leases, required	The lease the rent is owed on.
Sent On	Date	The day the letter went out.
Stage	Short text	First reminder, Second reminder or Final notice.
Amount Owed	Currency	The rent unpaid on the day the letter was written.
Months Owing	Whole number	How many months of rent that covers.
Since	Date	The due date of the oldest unpaid month.
Pay By	Date	The date the letter asks the tenant to pay by, fourteen days after it is sent.
Next Step	Long text	The paragraph saying what happens if the rent is not paid, which the letter prints. It is firmer at each stage; change it for one letter if you need to.
Outcome	Short text	Waiting until the pay-by date, then Paid in full, Part paid or Not paid.

Contractors

The trades you call on for repairs and safety checks. (10 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, such as Plumbing and heating or Electrical.
Contact	Short text	The person you deal with.
Phone	Short text	Their phone number.
E-mail	Short text	Where to send job details.
Notes	Long text	Rates, insurance, call-out hours.

Maintenance Requests

Each repair asked for or found, from the day it is reported to the day it is done. (148 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.
Unit	Points at Units, required	The unit where the problem is.
Reported	Date	The day you heard of it.
Reported By	Short text	Tenant, Inspection or Landlord.
Problem	Short text, required	What is wrong, in a few words.
Priority	Short text	Urgent (same or next day), High (within three days), Normal or Low.
Status	Short text	Reported, Booked, Done or Cancelled.
Contractor	Points at Contractors	Who is doing the work; empty until someone is booked.
Booked For	Date	The day the contractor is due.
Completed	Date	The day the work was finished.
Cost	Currency	What the work cost. The same sum goes into Transactions as money out.
Notes	Long text	Access arrangements, parts on order, what was found.

Inspections

Routine inspections of each unit and the safety checks the law asks for, each one due on a date. When one is done, the next one is entered with its due date. The Notice of inspection is printed from here. (247 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.
Unit	Points at Units, required	The unit inspected.
Lease	Points at Leases	The lease running on the day of the visit, whose tenant gets the notice; empty when the unit is empty.
Kind	Short text	Routine inspection, Gas safety or Electrical safety.
Due	Date	When it must be done by, and the day the visit is booked for.
Visit Time	Short text	The part of the day the visit is booked for, in words the notice prints: between 10am and 1pm.
Notice Sent	Date	The day the notice went to the tenant; empty until it has.
Done	Date	The day it was done; empty until then.
Inspector	Short text	Who did it: one of your staff, or the contractor who did the check.
Outcome	Short text	What was found, such as Good, Action needed, Pass or Unsatisfactory.
Certificate Number	Short text	The number on the safety certificate (invented here).
Notes	Long text	Anything to know before going, or what happened.

Transactions

Every sum of money in or out for a building: rent received, and every cost paid. Each building's accounts are made from these. (1,122 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.
Property	Points at Properties, required	The building the money is for.
Date	Date	The day it was paid or received.
Kind	Short text	Rent, Repairs, Insurance, Loan interest, Shared areas, Safety checks, Letting costs, Agent fees, Empty unit costs or VAT.
Description	Short text	What it was for.
Charge	Points at Rent Charges	For rent, the rent invoice it pays; empty for a cost.
Payee or Payer	Short text	Who paid you, or who you paid.
Method	Short text	How it was paid.
Money In	Currency	What came in; nought for a cost.
Money Out	Currency	What went out; nought for rent.

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