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Property Management Weekly Report Template

Fill in each home's week and the report adds it up for you: arrivals, departures, nights booked, occupancy and open jobs. Send it to your team or your owners, then download it for Excel or Word.

  • Totals worked out for you
  • A status chip per home
  • Excel and Word files
Fill In This Week
6 of 6 sections
An example week is filled in: made-up homes, names and numbers. Replace it with yours.
Week and people3/4
Properties this week4
1
2
3
4
Guests6/6
Star ratings and complaint counts go in each property card. Start notes with the home's name: a single-home owner update only shows notes that name its home.
Maintenance jobs5
Open jobs per home are counted from this list.
Next week3/3
Next week's arrivals are added up from the property cards.
Top 3 priorities3/3
NotesTeam only
Left out of the Owner update.

Click any part of the report to jump to its fields.

Team report

Weekly Operations Report

Harbor & Pine StaysExample

Week: pick the MondayPrepared by: Jordan LeeFor: Ops team and owners
Arrivals7check-ins
Departures8check-outs
Nights20of 26 to sell
Occupancy77%this week
Open jobs31 waiting
Rating4.4 ★5 reviews
1 on track2 watch1 action neededCleans: 7 done · 1 missed

Homes4 properties

PropertyStatusInOutNightsOcc.CleansJobs
Seaside LoftOn track226/786%20
Pine Ridge CabinWatch124/580%21
Old Town StudioAction needed337/7100%2 +1 missed1
Lakeview HouseWatch113/743%11
Portfolio4 homes7820/2677%7 +13

Guests

46 messages answered2 waiting

5 new reviewsaverage 4.41 complaint

★ 5★ 5★ 4★ 3★ 5

Review: Seaside Loft: two guests mentioned how clear the check-in instructions were.

Complaint: Old Town Studio: the Thursday cleaner did not show. The backup finished at 5pm and the guests were offered a late checkout.

Maintenance3 open

1 opened2 closed1 waiting

  • WaitingHot tub heater not holding temperature · Pine Ridge Cabin
  • NewSmart lock battery low · Old Town Studio
  • OpenWobbly bar stool · Lakeview House

Closed: Dripping kitchen tap (Seaside Loft); Dryer not heating (Old Town Studio)

Next week

Arrivals booked
6 across 4 of 4 homes
Blocked dates
Pine Ridge Cabin, Tue–Wed: hot tub repair
Planned work
Smoke alarm test at every home; deep clean at Lakeview House

Top 3 priorities

  1. Hot tub part fitted before Friday’s arrival at Pine Ridge Cabin — Sam
  2. Backup cleaner confirmed for Old Town Studio on Thursdays — Jordan
  3. Review weekday pricing for Lakeview House with its owner — Jordan

Team notes

Sam covers inspections on Thursday while Jordan is off.

Occupancy = nights booked ÷ nights available (7 minus blocked nights per home).Made with Mr. Props

Every total and percentage is worked out from the rows. Occupancy uses nights you could sell: 7 minus blocked nights.

The numbers

Six Figures, Counted the Same Way Every Week

A weekly report earns its keep when this week can sit next to last week. That only works if everyone counts each figure the same way, writes the rule down and never changes it quietly. These are the rules the builder above follows.

Arrivals

Check-ins dated Monday to Sunday of the report week. A guest who arrived last Saturday and is still in the home does not count again.

count of check-in dates inside the week

Same-day turnovers count once as a departure and once as an arrival.

Departures

Check-outs in the same seven days. Each one is a clean your team had to fit in, so this is also your turnover count.

cleans done + cleans missed = departures

If the two sides don't match, a clean was logged twice or not at all.

Nights booked

Count nights, not stays. A stay from Saturday to Tuesday puts Saturday and Sunday night in this week and Monday night in the next.

nights slept between Monday and Sunday

A long stay shows up in every week it touches, a little at a time.

Occupancy

Take owner stays and maintenance blocks out before you divide. Seven nights minus blocked nights is what you could have sold.

nights booked ÷ (7 − blocked nights)

For the portfolio, add up booked and available nights first. Don't average the percentages.

Open jobs

Every maintenance job not closed by Sunday night, including the ones carried over from earlier weeks. A job is closed when it was fixed and checked, not when the vendor was booked.

opened + still open + waiting on parts or vendor

Jobs waiting on someone else stay open. They're the ones owners ask about.

Average rating

Only the reviews that appeared this week, using the star rating each guest actually left. Leave the figure blank in a week with no reviews rather than writing zero.

sum of this week's ratings ÷ number of reviews

Airbnb gives guests 14 days from checkout to write a review, so a rating can belong to a stay that ended up to two weeks earlier. Airbnb Help: how long you have to write a review

Why blocked nights matter. In the example above, four homes had 20 nights booked and Pine Ridge Cabin had 2 owner nights. Nights available are 4 × 7 − 2 = 26, so occupancy is 20 ÷ 26 = 77%. Divide by 28 instead and the same week reads 71%, and the owner who stayed two nights wonders why their home looks emptier.

Status chips

When a Home Is On Track, on Watch or Needs Action

The chip is the first thing anyone reads, so it has to mean the same thing whoever sets it. Agree the triggers once, paste them at the top of your sheet, and let the colour do the talking.

On track

Nothing anyone needs to hear about

  • Every planned clean happened on time
  • No open job a guest would notice
  • No complaint, or one already settled
  • Next arrival ready, nothing pending
Watch

Fine today, could slip next week

  • A job waiting on parts or a vendor
  • A rating under 4 stars, or the same issue in two reviews
  • Fewer nights booked than you planned for the season
  • A clean that ran late but finished before check-in
Action needed

Someone acts before the next arrival

  • A missed clean, or guests let into an unready home
  • A safety item: alarm, lock, gas or a water leak
  • A complaint still waiting for your reply
  • A job that stops the next booking going ahead

Use the highest chip that applies. One Action trigger outweighs three On track ones, and a home stays on Watch until the job behind it is closed.

Page layout

What Goes Where on One Page

Readers decide in the first few lines whether they need to read on. Put the answer first and the detail after, in the same order every week, so nobody has to hunt for the part they care about.

One-page weekly report: 1 header, 2 headline figures, 3 property table with status dots, 4 guests and maintenance panels, 5 next week box, 6 priorities123456

  1. Header

    Week dates, the week number, who wrote it and who it's for. The week number makes an old report easy to find in a folder of fifty.

  2. Headline figures

    The six numbers from the top of this guide, with nothing else around them. A reader in a hurry stops here.

  3. Property table

    One row per home, its chip first. Problems stand out from the colour without anyone reading every cell.

  4. Guests and maintenance

    Only what changed: new reviews, complaints, and jobs that were opened, closed or got stuck. Routine work that went to plan stays out.

  5. Next week

    Arrivals already booked, blocked dates and planned work, so the cleaning lead can staff the week before it starts.

  6. Priorities

    Three at most, each with a name and a day next to it. With five priorities, the fifth never gets done and the first gets less attention.

Two readers

Your Team and Your Owners Need Different Versions

The facts stay the same. What you leave out changes. Switch between the Team report and Owner update tabs in the builder and watch which parts drop away.

Team reportOwner update
Read byCleaning lead, maintenance, whoever answers guests, co-hostsEach owner, for their own homes only
Its jobDecide who does what this weekShow the home is looked after and flag decisions the owner has to make
Keep inMissed cleans, messages waiting, vendor delays, internal notesReviews, complaints and how you handled them, repairs, next week's bookings
Leave outNothing; it stays inside the businessOther owners' homes, staff problems, message counts
ToneShort notes, first names, deadlinesFull sentences, no shorthand or team slang
SentMonday morning, before the stand-upMonday afternoon, once the priorities are agreed

Not the money report

Payouts, expenses and fees belong in the monthly owner statement. Keeping money out of the weekly update keeps it quick to write, and it means you never send two documents that disagree on a number.

If an owner wants income every week, send a short booking summary and keep the full figures in the monthly property management report.

One report, several owners

When one report covers homes owned by different people, each owner should only see their own rows. In the Owner update tab, pick the home the update covers: totals, jobs and reviews follow it, and a note only appears if it names that home.

Owners with two or more homes get the portfolio view for just those homes in your spreadsheet: filter the rows, then send.

Weekly rhythm

From Sunday Numbers to Monday Decisions

A report that arrives on Wednesday describes a week nobody remembers. Fix the day and the order, and writing it becomes a routine instead of a chore.

  1. Sunday eveningPull the week's bookings and cleans from your calendar or PMS. Count nights for Monday to Sunday only.Ops lead
  2. Monday, first hourGo home by home, apply the chip triggers and update the jobs list: opened, closed, stuck.Ops lead
  3. Before the stand-up SendSend the team report, so the meeting starts from the same page instead of from memory.Whole team
  4. During the stand-upAgree the three priorities, with a name and a day each, and add them to the report.Whole team
  5. Monday afternoonSend owner updates, one per owner, filtered to their homes with the internal notes taken out.Owners
  6. ThursdayHalfway check on the priorities. Anything stuck goes into next week's report as Action needed.Ops lead

Keep every report. Twelve weeks in the same layout show you which home keeps landing on Watch, which vendor keeps you waiting and which week of the season the cleans start to run late.

Excel

How to Make a Weekly Report in Excel

The download above gives you the table ready-made. If you'd rather build your own workbook, these steps recreate it from a blank sheet. The same formulas work in Google Sheets.

  1. One row per property

    Columns A to H: Property, Status, Check-ins, Check-outs, Nights booked, Nights blocked, Cleans done, Cleans missed. Rows 2 to 5 hold four homes; insert rows above the totals as you grow.

  2. A drop-down for status

    Select column B, then Data › Data Validation, allow a List and type the three choices separated by commas.

    On track,Watch,Action needed

  3. Occupancy per home

    In I2, divide booked nights by the nights you could sell, copy it down the column and format it as a percentage. The IF stops an error on a fully blocked week.

    =IF(7-F2=0,"",E2/(7-F2))

  4. Portfolio occupancy

    Under the last home, total booked nights and divide by total available nights. Averaging column I would give a home with owner nights the same weight as one with all seven nights to sell.

    =SUM(E2:E5)/(7*COUNTA(A2:A5)-SUM(F2:F5))

  5. Colour the chips

    Select column B, then Home › Conditional Formatting › Highlight Cells Rules › Text that Contains. Add one rule each for Action, Watch and On track.

  6. Count jobs from a second tab

    Keep maintenance jobs on a tab called Jobs, with the status in column C. Count each status on the report so the numbers can't drift from the list.

    =COUNTIF(Jobs!C:C,"Closed this week")

  7. Average this week's ratings

    Put each star rating in its own cell on a Ratings tab. AVERAGE skips empty cells; IFERROR keeps the cell blank in a week with no reviews.

    =IFERROR(AVERAGE(Ratings!B:B),"")

  8. A fresh tab every Monday

    Right-click the sheet tab, choose Move or Copy and tick Create a copy. Name it with the week number and clear only the input columns, so the formulas stay put.

Habits

What Keeps People Opening It

Most weekly reports die quietly: they get longer, arrive later and stop being read. These habits keep yours short enough to read and honest enough to trust.

DoWrite the exceptions

Do

Lead with what changed since last week.

Do

Put a name and a day next to every priority.

Do

Report a missed clean even if the guest never noticed.

Do

Keep last week's report open while you write this one.

Do

Send it on the same day, at the same hour, every week.

AvoidPad it with routine

Avoid

Listing every message, clean and booking that went to plan.

Avoid

Priorities with nobody's name on them, like "look into the hot tub".

Avoid

Softening Action needed to Watch so the week looks better.

Avoid

Changing how you count nights halfway through the season.

Avoid

Holding the report back until every figure is perfect.

Examples

Three Weeks, Three Reports

Extracts from filled-in reports for three very different weeks, with the figures worked out the same way as the builder. Homes, people and numbers are made up.

Team report

A quiet off-season week

Solo host, two homes, report shared with a co-host

Nights
5 of 14
Occupancy
36%
Open jobs
1
  • Bay Cottage · 3/7 nightsOn trackTwo short stays, no issues
  • Garden Flat · 2/7 nightsWatchHeating repair waiting on an engineer

What it changed: Occupancy was the real problem, not maintenance. The priority became a shorter minimum stay for weekdays.

Team report

A holiday week, six homes

Small team, every home turned at least once

Nights
38 of 40
Occupancy
95%
Open jobs
1
  • Harbour View · 7/7 nightsOn track2 turnovers, both on time
  • Mill House · 7/7 nightsOn trackSame-day turnover handled
  • Orchard Barn · 5/5 nightsOn trackOwner stayed Monday and Tuesday
  • + 3 more homes in the full report

What it changed: Every clean landed. The only Watch was a Wi-Fi speed complaint, booked for a router swap before the next arrival.

Owner update

The week of a leak

One owner, one home, sent the day after the repair

Nights
4 of 4
Occupancy
100%
Open jobs
1
  • Hillside Barn · 4/4 nightsAction neededLeak under the bath repaired; ceiling repaint waiting on decorator

What it changed: The owner saw the repair, the three blocked nights and the next step on one page, without a phone call.

Each extract shows the headline figures, a few rows and what the report made happen.

FAQ

Weekly Reporting Questions

What is the proper format for a weekly report?

One page, always in the same order: a header with the week and the reader, the headline figures, one row per property with a status, then what changed, next week and no more than three priorities. Keeping the order fixed lets readers compare weeks without hunting.

What should a weekly status report include for rental homes?

Arrivals, departures, nights booked against nights available, occupancy, cleans done and missed, open maintenance jobs, new reviews and complaints, plus next week's bookings and blocked dates. Leave money out unless this report doubles as your owner statement; for most managers it doesn't.

How do I make a weekly report in Excel?

Give each property a row with columns for check-ins, check-outs, nights booked, nights blocked and cleans. Add an occupancy formula per row, total the columns underneath and colour the status column with conditional formatting. The Excel section above lists every formula, or download the .xlsx and skip the setup.

How is weekly occupancy calculated when the owner blocks nights?

Remove the blocked nights from the nights available before you divide. With 5 nights booked and 2 owner nights, occupancy is 5 ÷ (7 − 2) = 100%. Dividing by 7 gives 71% and makes a full week look weak.

Should owners get the same report as my team?

The same facts in a smaller version. Owners need their own homes, reviews, repairs and next week's bookings. Leave out internal notes, staff issues and anyone else's properties. The Owner update tab in the builder shows the difference.

Weekly or monthly: do I need both?

Usually, because they do different jobs. The weekly report runs the operation: cleans, jobs and guests. The monthly property management report to owners covers income, expenses and payouts. Keeping money out of the weekly one means the two never disagree.

Who should write it?

Whoever runs day-to-day operations: an ops lead, a co-host or the host. Cleaners and maintenance people feed it, but one person should set every status chip so the colours stay consistent from week to week.

Can my PMS fill it in for me?

Most of it. Check-ins, check-outs and nights already sit in your booking calendars, and a PMS such as Mr Props brings your Airbnb, Booking.com and Vrbo calendars into one, so those figures can be read off rather than counted by hand. You still add the judgement: the chips, the notes and the priorities.

Keep going

Templates That Feed This Report

Operations · XLSX

Property Inspection Template

Turnover and monthly checks that tell you which jobs to open.

View template Operations · DOCX

Maintenance Request Template

Send each open job to a vendor with a priority and a deadline.

View template Guest experience · DOCX

Guest Welcome Letter Template

Answer the usual questions before guests have to message you.

View template Guest experience · DOCX

Airbnb Welcome Letter Template

Check-in and checkout steps that cut down late cleans.

View template
Helvis Schmotex

Helvis Schmotex

Founder, Mr. Props · Short-term rental investor

Helvis has spent the better part of a decade buying and selling real estate, and now focuses on scaling his short-term rental portfolio. He joined forces with the property OG himself, Mr Props, to share what's actually working — the systems, numbers, and hard lessons — so other hosts can grow faster and with fewer headaches.

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