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Property Management Monthly Report to Owner Template

Fill in one month for one rental. The owner statement works out your fee, the net payout, occupancy, ADR and RevPAR from the figures you enter.

  • Payout and fee calculated for you
  • Income split by booking channel
  • Excel statement and Word report
Build the Statement
11 of 11 parts filled
An example is filled in. Seaside Loft and its figures are made up. Replace them with your month.
Owner and month4/4
Booking income$4,450.00
ChannelNightsAmount
22 nights · $4,450.00

Accommodation only, before platform fees. Cleaning and pet fees go under other income, so they don't change the nightly rate.

Other income$710.00
ItemAmount
$710.00
Expenses$1,311.00
CategoryWhat it wasAmount
$1,311.00
Management fee$890.00
$890.00 = 20% of $4,450.00 (booking income)
Percentage of
Use the base your management agreement names.
Nights22/27
October has 31 nights, so 27 were available. 22 booked across your channels.
Balance and payout$2,759.00
Minus if the owner owed you.
Money held back for repairs.
Maintenance and issues3 jobs
DateJobStatus
Next month14 nights
Notes to the ownerWritten

Want it blank? .

Owner statement · October 2026

Monthly Owner Report

Seaside Loft

Owner
Jordan Lee
Prepared by
Alex Rivera, Harbor Host Co.
Payout date
Nov 5, 2026
Gross income$5,160.00$4,450.00 bookings + $710.00 other
Expenses$1,311.0025.4% of gross income
Management fee$890.0020% of booking income
Net payout$2,759.00Paid Nov 5, 2026
Expenses 25.4%Management fee 17.2%Owner's net income 57.3%of gross income
Occupancy81.5%22 of 27 available nights
ADR$202.27$4,450.00 ÷ 22 nights booked
RevPAR$164.81$4,450.00 ÷ 27 available nights

Income22 nights booked

ChannelNightsAmount
Airbnb12$2,460.00
Vrbo6$1,170.00
Direct4$820.00
Booking income22$4,450.00
Cleaning fees collected$660.00
Pet fee$50.00
Other income$710.00
Gross income$5,160.00

Expenses5 lines

CategoryWhat it wasAmount
Cleaning6 turnovers$570.00
Platform feesAirbnb and Vrbo service fees$148.00
Repairs & maintenanceDishwasher drain pump replaced$185.00
SuppliesToiletries, coffee, paper goods$96.00
UtilitiesElectricity, water, internet$312.00
Total expenses$1,311.00

Payout

Gross income$5,160.00
Less expenses−$1,311.00
Less management fee: 20% of booking income ($4,450.00)−$890.00
Net income for October 2026$2,959.00
Balance from September 2026$0.00
Added to repair reserve−$200.00
Net payout to owner, paid Nov 5, 2026$2,759.00

Maintenance this month3 jobs

DateJobStatus
Oct 3Dishwasher drain pump replacedDone
Oct 14Smoke and CO alarms testedDone
Oct 27Patio heater won't lightNeeds approval

Guest issues and feedback

  • Guest on Oct 18 reported slow Wi-Fi; router restarted, speed back to normal
  • One 4-star review mentioned street noise; earplugs now in the bedside drawer

November 2026 outlook

14 of 30 nights already booked (46.7%)$2,520.00 booking income on the books
  • Gutters cleaned on Nov 12 (booked)
  • Decide on replacing the patio heater: quote $420

Notes from your manager

A steady month. The 4 nights you stayed (Oct 5 to 8) are left out of available nights, so occupancy is measured on the 27 nights guests could book. As agreed in September, $200 went into the repair reserve.

Prepared by

Alex Rivera, Harbor Host Co.

Statement for October 2026

Seaside Loft · October 2026 owner statementMade with Mr. Props
Reading order

Eight Parts of an Owner Statement, Top to Bottom

An owner opens the report with one question: how much is coming, and why? Every other part backs up that number. This property management monthly report to owner template puts the parts in the order owners read them, so the ones who stop after the first screen still get the answer.

  1. 1

    Header

    Whose property, which month, who prepared it.

    Owner, property, the month and the payout date. If one owner has several units, send one statement per property and put the combined total in the covering email.

    On the example
    Seaside Loft · October 2026 · paid Nov 5
  2. 2

    Four headline numbers

    Did the property make money this month?

    Gross income, expenses, management fee and net payout, side by side, before any table. An owner who reads nothing else still knows the result.

    On the example
    $5,160 in, $1,311 out, $890 fee, $2,759 paid out
  3. 3

    Performance

    Was the calendar full, and at what price?

    Occupancy, ADR and RevPAR, each printed with the nights behind it. The owner can check the math without asking you.

    On the example
    22 of 27 available nights, ADR $202.27
  4. 4

    Income by channel

    Where did the bookings come from?

    One line per channel with nights and accommodation income. Fees the guest paid for cleaning or pets sit underneath as other income, kept apart from the nightly rate.

    On the example
    Airbnb 12 nights, Vrbo 6, direct 4
  5. 5

    Expenses by category

    What did it cost to run?

    Cleaning, repairs, supplies, utilities and platform fees, each with a few words on what it was. Keep every receipt and be ready to share it.

    On the example
    Repairs $185: dishwasher drain pump
  6. 6

    Payout calculation

    How did income turn into the transfer?

    The fee rate and what it is a percentage of, last month's balance, and money moved into or out of the reserve. The payout should be the last line, not a sum the owner does in their head.

    On the example
    $2,959 net, minus $200 to the reserve, $2,759 paid
  7. 7

    Maintenance and issues

    Is the property being looked after?

    Dated jobs with a status. Flag anything waiting for the owner's approval, and list guest complaints next to what you did about them.

    On the example
    Patio heater won't light: needs approval
  8. 8

    Next month and notes

    What happens next?

    Nights and income already on the books, planned work, decisions you need, and a short paragraph in your own words about the month.

    On the example
    14 nights already booked for November
Management fee

Which Number Your Management Fee Comes From

A 20% fee can come to three different amounts, depending on what it is 20% of. If the statement doesn't say, the owner can't check it. Try your own month below.

Filled in with October at Seaside Loft, the made-up rental in the builder. Your management agreement decides which base applies. Some also leave out pass-through charges or taxes collected from guests; if yours does, keep those off the income lines and say so in the notes.

Same month, three readings
Booking income ($4,450.00)Accommodation only$890.00
All income ($5,160.00)Bookings plus cleaning and other fees$1,032.00
After platform fees ($4,302.00)Bookings minus platform fees$860.40

Same rate, same month: $171.60 between the highest and the lowest fee.

Quote the clause. A line such as "20% of booking income, clause 4.2 of our agreement" next to the fee answers the question before the owner asks it. The builder prints the base on every statement for this reason.

Performance

Occupancy, ADR and RevPAR From One Month of Bookings

Three ratios tell an owner whether the calendar was full and whether the price was right. The template works all three out from the nights and income you type in. Here they are for the October example.

OccupancyHow full the calendar was

Nights booked ÷ nights available

81.5%22 ÷ 27 nights

Nights available means the nights in the month minus owner stays and nights you blocked for repairs. Count them the same way every month, or one month can't be compared with the next.

ADRAverage daily rate

Booking income ÷ nights booked

$202.27$4,450 ÷ 22 nights

What guests paid per night to stay. Cleaning and pet fees are left out, so a run of one-night stays with a large cleaning fee doesn't make the rate look higher than it was.

RevPARRevenue per available night

Booking income ÷ nights available

$164.81$4,450 ÷ 27 nights

Occupancy and price in one figure. If a price rise cost a few bookings but RevPAR went up, each open night earned more. That is the number to show an owner who worries about empty dates.

Owner stays change the result. Count the owner's four October nights as available and the same month reads 71.0% occupancy and $143.55 RevPAR. Neither figure is wrong, but they measure different things. Pick one method, say which on the statement, and keep it.

Month end

Bookings That Cross the Month End

A guest who arrives on October 29 and leaves on November 2 stays four nights across two months. Decide which month gets them before your first statement, write the rule down, and use it for every owner.

Most precise

Split by night

Each month gets the nights that fell in it, with the income shared out per night. Occupancy and RevPAR stay true to the calendar. It needs a PMS or a spreadsheet that splits stays for you.

Simple

By check-in

The whole stay counts in the month it starts. Easy to follow, but a long stay that begins on the 28th makes that month look stronger than the calendar was.

Simple

By check-out

The stay counts once it is over and any damage is known. The month a long stay begins can look weak, and the next one strong.

Whichever rule you pick, nights and income have to follow it together, or ADR goes wrong. Cash is a separate question: platforms release payouts on their own schedules, so the money that reached your account in October may not match October's stays. If you report on cash received, say so in the header.

Month-end close

Closing the Month in Five Steps

Fill in the property management monthly report to owner template the same way each month and the statement goes out on time, with every figure traceable to a booking or a receipt.

  1. Pull the bookings

    List every stay that belongs to the month under your cut-off rule, with nights and accommodation income per channel.

  2. Match the payouts

    Compare each channel's total with its payout or earnings report. A gap often means a cancellation, a refund or an adjustment that needs its own line.

  3. Collect the costs

    Cleaning invoices, repair bills, supply receipts and utilities. Only costs you paid go on the statement; leave out bills the owner pays directly.

  4. Work out the payout

    Fee on the agreed base, last month's balance, reserve in or out. The builder does this part and shows its working.

  5. Write and send

    Add maintenance, issues and next month. Send the statement with a short email and make the transfer on the date you promised.

Before you press send

Save your first finished month as the property management monthly report template for that owner, so next month starts from the same lines. If your bookings already live in a PMS such as Mr Props, the reservations, nights and channels for steps 1 and 2 are in one place.

The notes

Writing the Notes When a Month Goes Badly

Figures show what happened. The notes explain it. A weak month is when owners read the notes most closely, and when it is most tempting to leave them short.

Write thisFacts, cause, next step

Compare

Set this month against the same month last year, not last month. Rentals are seasonal, so a quiet month held up against a peak month tells the owner nothing.

Cause

Name the reason with a figure: five fewer nights than last March, three of them lost to one cancellation.

Plan

Say what you are changing and when the owner will see whether it worked.

Costs

Show a big repair in the month you paid it, with the invoice and the reason.

Not thisVague or hidden

Compare

Holding February up against January so a quiet season looks like a collapse

Cause

"The market was soft" with nothing to back it up

Plan

"We're keeping an eye on it" with no change and no date

Costs

Spreading one repair over several statements so no single month looks bad

A slow month, explained
March: 11 nights booked, down from 16 last March. One group cancelled three nights when the coast road closed. ADR held at $176. I've opened weekday two-night stays for April and will show the effect in next month's statement.
A large repair, explained
The water heater failed on February 9 and was replaced the same day for $1,350 (invoice attached). We used $1,000 from the reserve. That leaves a $217 balance, which I'll carry into March unless you'd rather settle it now.
Examples

Owner Statement Examples: A Busy Month, a Loss and an Owner Stay

Each card is the property management monthly report to owner template filled in for a made-up rental. Open any of them in the builder to see every line and the full working.

Busy month

City studio, July

31 nights, no owner stays, fee 20% of booking income

Occupancy
87.1%
ADR
$180.00
RevPAR
$156.77
  • Gross income$5,610.00
  • Expenses$1,420.00
  • Management fee$972.00
  • Net payout$3,218.00

What the notes said: ADR was $180 against $171 last July, after the weekend minimum went up to three nights.

Loss month

Beach house, February

28 nights, quiet season, water heater replaced

Occupancy
21.4%
ADR
$190.00
RevPAR
$40.71
  • Gross income$1,440.00
  • Expenses$2,429.00
  • Management fee$228.00
  • Taken from reserve+$1,000.00
  • Balance due from owner$217.00

What the notes said: the repair, the reserve and the $217 balance in three sentences, with the invoice attached.

Owner stay

Mountain cabin, December

Owner stayed 7 nights, fee 25% after platform fees

Occupancy
83.3%
ADR
$310.00
RevPAR
$258.33
  • Gross income$7,200.00
  • Expenses$2,376.00
  • Management fee$1,503.50
  • Added to reserve−$300.00
  • Net payout$3,020.50

What the notes said: hot tub cover quote of $690 for approval by January 10, and that occupancy would read 64.5% with the owner's week counted.

Made-up rentals and figures, all worked out by the builder above.

FAQ

Monthly Statement Questions From Hosts and Managers

What should a monthly report include?

For a short-term rental: the owner, property and month; four headline numbers (gross income, expenses, management fee, net payout); occupancy, ADR and RevPAR; income by channel; expenses by category; how the payout was worked out; maintenance and guest issues; and what is booked or planned for next month. The property management monthly report to owner template above has a field for each one.

What is included in a property management report?

A property management report is the wider monthly update, and the owner statement is its money section. Around the statement it covers the condition of the property, repairs done and waiting, guest or tenant issues and any decision the owner needs to make. For a long-term rental, add rent collected and arrears, lease end dates and renewals.

Do property managers need to send 1099s to owners?

In the US, the IRS instructions for Forms 1099-MISC and 1099-NEC say a property manager who collects rent must use Form 1099-MISC to report the rent paid over to the property owner. For tax years beginning after 2025, the rents box applies to amounts of $2,000 or more. How this applies to your setup, for example when a platform pays the owner directly, is a question for a tax advisor. Source: IRS, Instructions for Forms 1099-MISC and 1099-NEC.

When should the owner get the statement?

Check your management agreement first, as it may set a date. If it doesn't, choose a day that leaves time for platform payouts and invoices to arrive, put it in writing and keep to it. Make the transfer the same day, so the statement and the money arrive together.

Should cleaning fees count as the owner's income?

Show what guests paid for cleaning as other income and what the cleaner charged as an expense. The owner sees both and the difference between them. Whether your management fee applies to cleaning fees depends on the agreement; the builder lets you choose the base.

What if the payout comes out negative?

It happens in a quiet month with a large repair. The statement shows the shortfall as a balance due from the owner. Agree whether you carry it into next month, cover it from the reserve or ask for a transfer, and write the choice in the notes.

Can I use it for a long-term rental?

Yes, with a few changes. Use one income line for rent, leave owner stays at zero and ignore ADR and RevPAR. Put arrears, lease end dates and renewal plans in the notes.

Is this monthly property management report template free?

Yes. Fill it in on this page and download the Excel statement or the Word report, or start from the blank file and fill it in by hand.

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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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