If you manage other people's flats, the owner wants one thing: not to have to worry. A good monthly report gives them exactly that, briefly. It isn't proof of your work, it's a snapshot showing their investment is in good shape.
The five numbers
- Rent collected this month.
- Arrears, if any, and what the next step is.
- Costs: repairs, maintenance, building service charge.
- Amount paid out to the owner.
- Occupancy: is the flat let, and how long does the lease run. This is where empty months show up first.
Why these five?
Because they answer the owner's three questions: how much money did the flat bring in, is there a problem, and what's coming next. Everything else is detail. If the owner wants to know more, they'll ask, but the basics shouldn't be longer than this.
An example for one flat:
- Rent collected: HUF 260,000
- Arrears: none
- Costs: HUF 18,000 (tap replaced, invoice attached)
- Management fee: HUF 26,000
- Paid out: HUF 216,000
- Occupancy: let, lease runs until 31 August 2027
Plus a short note
Two or three sentences about what happened: was there a maintenance request, what came of it, and what's expected next month. You rarely need more. What you send and when is worth setting out in the management agreement.
For example:
This month there was one maintenance request: the bathroom tap was dripping. We replaced it the next day, the invoice is attached. The tenant said they'd like to stay after the lease ends; we'll agree the rent in November.
Tip
Send it in the same format every month. The owner will see at a glance when something is different from usual.
When do you need more?
Some months the five numbers aren't enough:
- A bigger expense is coming, like a boiler replacement or renovation. Flag it in advance, with a quote, don't let it surface in the report.
- The tenant is late, and it's not just one month. Write down what happened and what the plan is. We covered this in our article on tenants who don't pay.
- There's a change of tenant. When the old tenant moves out, when the new one moves in, and how long the flat will be empty.
- You're suggesting a rent increase. Back it with market comparisons, for example Budapest rental prices.
The annual summary
At year end, a short summary is worth a lot: annual income, costs, number of empty days, and the plan for next year. The owner needs it for their tax return too. We covered this in our article on tax for rental income.
How to send it
Best of all, the owner can check it whenever they like. If not, send it by e-mail, always at the same time, say on the 10th of every month. Attach the invoices, or make them available in one place.
Don't send a spreadsheet with ten tabs. The owner won't open it, and if they do, they won't understand it. Five numbers and three sentences say everything that matters.
FAQ
How often should I send a report?
Monthly. Quarterly can be enough if the owner prefers, but a monthly rhythm helps you spot problems in time.
What if nothing happened this month?
Send it anyway. "All fine, rent received" is information too, and regularity builds trust.
Should I attach the invoices?
Yes, or at least make them available. The owner may need them for tax as well.
Make it easier
In Rentkey, the owner has their own login to see their flats and payments. No need to send a separate spreadsheet.
