Managing a rental property isn’t an easy source of passive income. You need to balance rent tracking, lease renewals, maintenance issues, and tax prep.
Even a single unit can mean dozens of moving parts and endless tabs on your laptop. A rental property template can help bring order to that chaos.
From tenant info and lease agreements to monthly rent and security deposits, these templates streamline the details so you can focus on growing your rental property business.
We’ve gathered the best free templates to help landlords, property managers, and real estate investors stay in control without drowning in spreadsheets or sticky notes. Let’s bring some structure to your rental strategy!
13 Free Rental Property Templates to Use
- What Are Rental Property Templates?
- Rental Property Templates
- 1. ClickUp Property Rental Platform CRM Template
- 2. ClickUp Rental Contract Template
- 3. ClickUp Real Estate Newsletter Template
- 4. ClickUp Real Estate Project Management Template
- 5. ClickUp Real Estate Spreadsheet Template
- 6. ClickUp Real Estate Marketing Template
- 7. ClickUp Real Estate Transaction Checklist Template
- 8. ClickUp Real Estate Closing Checklist Template
- 9. ClickUp Real Estate Market Report Template
- 10. ClickUp Lease Agreement Template
- 11. ClickUp Facilities Request Form Template
- 12. ClickUp Terms of Service Template
- 13. ClickUp Commercial Lease Agreement Template
- What Makes a Good Rental Property Template?
Summarize this article for me pleaseWhat Are Rental Property Templates?
A rental property template is a ready-to-use document or digital tool designed to help landlords, investors, and property managers organize, track, and manage essential property-related tasks.
These templates typically cover everything from lease agreement details and tenant applications to monthly rent tracking, security deposits, maintenance schedules, and rental income calculations.
Instead of building custom spreadsheets or piecing together forms from scratch, a rental property template gives you a structured starting point, saving time and reducing manual errors.
For small rental property businesses, these templates are especially valuable. They bring consistency to how you track rent paid, manage due dates, or calculate deductions for Schedule E reporting—all while keeping your records clean and your operations compliant.
🧠 Did you know? Affordability and climate resiliency are shifting rental property demand toward the Midwestern United States, as high-cost, climate-vulnerable areas like Texas and Florida see slower growth.
While seasoned landlords and repeat investors continue expanding their portfolios, first-time buyers face rising entry barriers. The rental market is steady, but navigating it requires smarter tools amid ongoing economic and policy shifts.
Summarize this article for me pleaseRental Property Templates
From tenant screening to payment tracking, these free templates are designed to streamline every aspect of your rental property business.
Whether you’re managing a single-family unit or a multi-property portfolio, ClickUp—the everything app for work—is here to help you organize, automate, and grow.
1. ClickUp Property Rental Platform CRM Template
Want to turn tenant tracking and communication into a well-oiled machine? The ClickUp Property Rental Platform CRM template gives you centralized lead management, booking automation, and guest history at your fingertips.
With this template, you can focus on growing your real estate investments, not chasing down due dates and tenants. Here’s how:
- Simplify daily operations like tracking payments, managing maintenance requests, and storing key lease terms
- Manage prospective tenants, lease agreements, and applications in one place
- Automate reminders for rent due dates, lease termination dates, and recurring maintenance and rent collection Tasks with ClickUp Automations
- Track monthly rent, tenant’s security deposit amounts, and rent paid per unit with Custom Statuses
- Visualize rental income, Schedule E data, and ownership costs through ClickUp Custom Dashboards
💡 Ideal for: Property managers and landlords who need a central CRM to streamline operations, collect rent, and track expenses across properties
📮ClickUp insight: 13% of our survey respondents want to use AI to make difficult decisions and solve complex problems. However, only 28% say they use AI regularly at work.
A possible reason: Security concerns! Users may not want to share sensitive decision-making data with an external AI. ClickUp solves this by bringing AI-powered problem-solving right to your secure Workspace.
From SOC 2 to ISO standards, ClickUp is compliant with the highest data security standards and helps you securely use generative AI technology across your workspace.
2. ClickUp Rental Contract Template
Skip the back-and-forth and create clear, signed lease contracts. The ClickUp Rental Contract Template lets you collaborate, log payments, and track every tenant contract in one streamlined space.
With it, you can:
- Utilize ClickUp Custom Fields to detail lease agreements, including lease termination dates and monthly rent amounts
- Set up automated reminders for due dates, ensuring timely rent collection and reducing missed payments
- Schedule and manage property viewings and important dates in ClickUp Calendar View
- Facilitate communication between property managers and tenants with integrated comment sections and notifications
- Maintain a comprehensive record of rental income and expenses, aiding in Schedule E preparation and financial analysis
💡 Ideal for: Landlords, property managers, and real estate investors seeking a reliable and efficient method to manage rental contracts, track payments, and ensure compliance across their rental properties.
3. ClickUp Real Estate Newsletter Template
Keep clients in the loop (without the spam guilt)—this ClickUp Real Estate Newsletter Template helps you assemble, schedule, and send polished newsletters that spotlight listings, trends, and tips.
You can also use the template to:
- Customize content to highlight market trends, new property listings, and valuable tips
- Utilize Custom Fields and Statuses to manage newsletter creation and distribution workflows
- Leverage ClickUp Docs for drafting and editing content collaboratively
- Schedule and track newsletter sends using ClickUp Gantt Chart Views
- Enhance client engagement by providing timely and relevant information
💡 Ideal for: Real estate agents and marketing teams that aim to maintain regular communication with clients, showcase expertise, and drive engagement through informative newsletters.
📚 Also Read: How to Use AI in Real Estate? (Use Cases & Tools)
4. ClickUp Real Estate Project Management Template
Tackling a multi-unit flip or renovation? This ClickUp Real Estate Project Management Template is an all-in-one tracker that brings budgets, Gantt timelines, team tasks, and cost oversight into one smooth workspace.
This real estate project management template gives you a central hub to manage everything from pre-sales to delivery, making complex real estate projects easier to handle. With this template, you’ll be able to:
- Use Custom Fields for estimated cost, duration, variance days, variance cost, and remarks
- Assign ClickUp Tasks to team members, set priorities, add due dates, and nest subtasks for detailed project breakdowns
- Tag stakeholders, add nested subtasks, assign multiple team members, and prioritize tasks
- Track rental-related expenses and project budgets to support accurate rental income and cost analysis
- Use the ClickUp AI Calendar to integrate meetings, Tasks, and deadlines while automatically adjusting schedules and sending reminders
💡 Ideal for: Real estate project managers and investors who need to coordinate multi-phase construction or renovation projects, keep budgets and timelines on track, and minimize financial and scheduling risks
🎥 Tired of tracking due dates for rent, tax, maintenance, and more? Get an AI Calendar that keeps you on top of your rental property. Watch how below! 👇🏼
5. ClickUp Real Estate Spreadsheet Template
Want total financial clarity on your portfolio? This spreadsheet-style ClickUp Real Estate Spreadsheet Template consolidates leads, mortgages, rental income, and expenses into one tidy view.
Use it to log each property, record expenses and income, and maintain a clear, consolidated view of your entire portfolio. You can also:
- Create Custom Fields such as net income, insurance cost, purchase price, and area sq ft
- Use Statuses like “To Sell,” “Negotiation,” and “Sold” to track each property’s lifecycle
- Use ClickUp Table View to centralize all your real estate data—such as properties, deals, and client information—into a customizable, spreadsheet-like format that supports fast, data-driven decisions
- Calculate ROI, track monthly rent, and capture rental income vs. costs for Schedule E prep quickly
- Use real-time reporting to identify opportunities and areas for improvement in your portfolio
💡 Ideal for: Real estate investors, landlords, and property managers who need a high-level spreadsheet to monitor expenses, rental income, ROI, and property status
🧠 Fun fact: One in three potential sellers (38%) have already invested in home improvements to prep their rental property for sale because boosting appeal doesn’t just help with curb appeal; it’s a smart move for maximizing ROI.
What are the most common upgrades? Light renovations like repainting, updating fixtures, and light landscaping—tackled by 70% of sellers who made changes. Nearly 65% addressed potential inspection issues, ensuring their property passed compliance checks.
6. ClickUp Real Estate Marketing Template
If you want shout-outs to your properties, then this template is just for you. The ClickUp Real Estate Marketing Template aligns campaign strategies, budgets, channels, and performance in one place.
Here’s why you’ll love it:
- Track marketing campaigns for your rental properties, helping you attract potential tenants and fill vacancies faster
- Align your team around shared goals to maximize ROI
- Use Custom Fields like hashtags, tone of voice, campaign link, and marketing channel
- Visualize your strategy across Views—Schedule, Posts, Campaigns, and Property Map
- Monitor real estate marketing expenses and tie campaigns back to rental income opportunities
- Use Automations, tagging, and progress bars to easily manage your listings and schedule promotions (such as offering a discount on a month’s rent)
💡 Ideal for: Landlords, property managers, and real estate investors who want a professional marketing workflow to promote listings, attract prospective tenants, and maximize rental income
📚 Also Read: The Best Customer Database Software Systems
👀 Did you know? Approximately 44.8% of the US real estate is at risk of severe or extreme damage from environmental threats. It translates to nearly $22 trillion in residential real estate that is vulnerable to flooding, wind damage, wildfires, heat, or hazardous air quality.
This means that US realtors in vulnerable areas, such as Colorado Springs, Riverside, and Tucson, must make extra preparations in terms of paperwork and actual safety improvements to their real estate or properties.
7. ClickUp Real Estate Transaction Checklist Template
The ClickUp Real Estate Transaction Checklist Template breaks every transaction cycle into clear, actionable steps.
From listing agreements and tenant screening to lease agreement finalization and rent payment reminders, this checklist ensures every box is checked. Whether you’re closing on a new unit or renewing existing rental contracts, you can also use the template to:
- Use ClickUp Task Checklists to stay on top of critical steps like offer acceptance, inspections, and closing documents
- Track tenant application status, background checks, and lease agreement sign-offs in one place
- Set reminders for due dates like earnest money deposits, contract contingencies, and rent collection timelines
- Collaborate with agents, landlords, and property managers to speed up transactions and reduce errors using ClickUp Docs
- Customize sections for residential, commercial, and rental property transactions, from simple leases to complex real estate deals
💡 Ideal for: Landlords, property managers, and real estate investors who want to streamline the transaction process, avoid delays, and ensure compliance through every phase of the rental property business.
💡 Bonus: If you want help automating your rental business, including:
- Instantly searching ClickUp, Google Drive, GitHub, OneDrive, SharePoint, and the web
- Using Talk to Text to ask, dictate, and command your work by voice—hands-free, anywhere.
- Replacing dozens of disconnected AI tools like ChatGPT, Claude, and Perplexity with a single, LLM-agnostic, enterprise-ready solution
Try ClickUp Brain MAX—the AI Super App that truly understands you, because it knows your work. This isn’t another AI tool to add to your collection. This is the first Contextual AI app that replaces them all.
8. ClickUp Real Estate Closing Checklist Template
You deserve a calm closing day. The ClickUp Real Estate Closing Checklist Template guides you through every fixed-period task, ensuring all parties sign on time, the tenancy terms are clearly recorded, and your balance sheet reflects every final payment and deposit.
You can stay on track, whether you’re closing a lease agreement or finalizing a property sale. With this template, you can:
- Upload and organize all required documents (inspection reports, title insurance, mortgage papers) directly within ClickUp
- Log lease agreements, tenant applications, and closing documents with Custom Fields
- Assign Tasks to property managers, real estate agents, or legal teams for clear accountability
- Set automated reminders for payment deadlines, rent start dates, and compliance checks
- Use Board or List Views to visualize progress across multiple real estate closings
💡 Ideal for: Landlords, real estate professionals, and property managers managing multiple closings who want a repeatable process to reduce last-minute surprises and streamline every transaction
📚 Also Read: General Ledger Examples & Formats for Accounting
9. ClickUp Real Estate Market Report Template
Want to maximize your real estate listings? Start with local insights. This ClickUp Real Estate Market Report Template lets you analyze real-time rent trends, price shifts, and market truths in one clean dashboard.
From tracking average rent to documenting property appreciation and buyer demand, this template lets you generate consistent, accurate reports across multiple markets—whether you’re leasing in New Hampshire, investing in Rhode Island, or comparing ROI in West Virginia. This template lets you:
- Use Custom Fields to track property value, local rent averages, supply/demand metrics, and appreciation rates
- Visualize trends with dynamic charts and Dashboards to support financial planning and rental pricing
- Centralize data across multiple regions for quick market comparisons and multi-state rental strategies
- Integrate data with your real estate CRM to connect market insights with tenant screening and lease decisions
💡 Ideal for: Real estate investors, landlords, and property managers who want a data-driven approach to market analysis, rental pricing strategy, and expanding their real estate portfolio across different regions
💡 Pro tip: Realtors can embed the Real Estate Transaction and Closing Checklists into their CRM to auto-trigger tasks for each new listing, saving time and ensuring no step gets missed during deals.
10. ClickUp Lease Agreement Template
The ClickUp Lease Agreement Template offers a legally aware and ready-to-use structure for creating residential rental agreements that comply with state regulations.
This template captures essential lease details, automates your sales processes, and provides rent due date reminders. With this template, you can:
- Customize lease terms, including monthly rent, lease start and termination dates, and parties involved
- Add state-specific clauses like landlord notice periods and property condition disclosures
- Store digital copies of signed lease agreements and tenant documents in one secure location
- Automate reminders for payment due dates, lease renewals, and tenant background checks
- Track rent paid, deposits, and property details to support financial planning and Schedule E tax filing
💡 Ideal for: Landlords, real estate investors, and property managers seeking a compliant, structured, and automated lease agreement system for their rental property portfolio.
11. ClickUp Facilities Request Form Template
The ClickUp Facilities Request Form Template streamlines how landlords, property managers, and tenants report and manage maintenance issues across rental units. This eliminates the chaos of scattered requests and manual tracking.
Moreover, you can also use the template to:
- Use ClickUp Forms to collect maintenance requests from tenants with specific details like issue type, location, urgency, and photos
- Automate Task creation, assignments, and due dates based on form submissions
- Track request status with Custom Fields like Repair Needed, In Progress, Scheduled, and Completed
- Maintain organized records of maintenance logs for Schedule E and landlord insurance documentation
- Ensure compliance by attaching service history, expenses, and repair provider details
💡 Ideal for: Landlords and property managers overseeing single- or multi-unit rental properties who need a streamlined system to handle maintenance requests, track expenses, and stay compliant
👀 Did you know? Landlords who hire property managers say they do so to save time and avoid legal issues. Property managers handle everything from lease enforcement and tenant screening to maintenance and local compliance, making rental ownership less stressful.
12. ClickUp Terms of Service Template
If you are tech-savvy and offering an online portal or app to tenants, then this doc-based template lays out the ground rules—from liability to data privacy—without the legalese headache.
The ClickUp Terms of Service Template creates legally sound and transparent agreements for your tenants accessing online services, booking platforms, or digital rental sales applications.
This template lets you:
- Draft, edit, and collaborate on your Terms of Service agreement in a dedicated ClickUp Doc, making it easy to organize sections and ensure clarity
- Track the progress of your Terms of Service development (e.g., Drafting, In Review, Finalized) so you always know what stage each section is in
- Assign tasks for research, drafting, legal review, and publishing to relevant stakeholders, with due dates and priorities to keep the process moving
- Monitor the overall progress, outstanding tasks, and bottlenecks in your Terms of Service project from a single, customizable dashboard
- Link your Terms of Service directly in rental applications or tenant onboarding docs
💡 Ideal for: Property managers, landlords, and real estate teams offering digital services or tenant portals who need to maintain transparency and legal coverage
13. ClickUp Commercial Lease Agreement Template
Commercial deals mean serious dollars and clauses. The ClickUp Commercial Lease Agreement Template lets you define rent, security deposit norms, and maintenance duties—all in a clean, customizable doc.
The template simplifies the process of drafting and managing leases for office spaces, retail units, warehouses, and other commercial properties. With this template, you can:
- Customize Fields to detail tenant names, lease start/end dates, monthly rent, and security deposits
- Clarify responsibilities related to maintenance, repairs, and commercial use terms
- Automate rent payments and lease renewal reminders
- Use ClickUp Docs to attach addenda, insurance proof, and floor plans for centralized recordkeeping
- Maintain compliance across different state requirements (e.g., Texas, Rhode Island, New Hampshire) with editable clauses
- Organize commercial property income and expenses for easy Schedule E reporting
💡 Ideal for: Landlords, leasing agents, and commercial property managers looking to streamline lease creation, maintain compliance, and manage commercial rental operations efficiently
Summarize this article for me pleaseWhat Makes a Good Rental Property Template?
So how do you pick the right rental property template?
A well-built template should organize your rental finances and make property management easy. Here are some features to look out for:
- Customizable property fields: Adjust for single units, multi-family homes, or an entire rental portfolio
- Tenant and lease tracking: Log tenant details, lease terms, lease termination dates, and parties involved
- Rent and payment records: Track monthly rent, due dates, rent paid, and security deposits with clear fields
- Maintenance and repair logs: Document ongoing repairs, maintenance schedules, and related expenses
- Schedule E readiness: Organize rental income, costs, deductions, and ownership info for easy tax reporting
- Multi-state flexibility: Adapt templates for properties across regions, doesn’t matter if it is West Virginia, Rhode Island, New Hampshire, or New Mexico
- Expense and insurance fields: Include sections for utility bills, landlord insurance, and other recurring property management expenses
- Compliance prompts: Add reminders for background checks, credit checks, and reasonable notice documentation
- Automation-ready structure: Built for use in digital tools to help landlords and property managers save time and reduce errors
Summarize this article for me pleaseManage Your Rental Property with Ease with ClickUp
From lease agreements and rent tracking to tenant screening and marketing, managing rental properties takes more than a spreadsheet and a good memory.
These free rental property templates give you a ready-made toolkit for saving time, staying compliant, and scaling rental operations.
With ClickUp’s customizable templates, automation-ready features, and real-time collaboration tools, you’re not just organizing—you’re leveling up your entire rental property business.
Sign up for ClickUp now and start using free rental property templates to streamline every move you make.
Everything you need to stay organized and get work done.
