What your rent roll reveals. And what it cannot establish alone.

Establish what each figure contains. Base rent, operating-cost contributions, VAT and other payments belong in separate columns. Mark whether figures are monthly or annual. Otherwise, an apparent increase in income may simply result from a change in presentation. Anyone comparing an offer needs to work from the same financial basis.

The contractual rent, the amount demanded and the sum actually received are three different sources of information. Differences may have an explanation, but they need to be reconciled. Record arrears, concessions, side agreements and outstanding enquiries. Personal tenant information should only be disclosed to the extent required and within an appropriate information-access arrangement.

A vacant unit ready for occupation differs from one requiring refurbishment or clarification of permitted use. Record its condition, availability and known prerequisites for letting. Do not assume that an advertised rent found online is achievable or lawful for the unit. Its legal and practical circumstances need to be established individually.

Useful columns include unit, use, floor area, lease commencement, agreement structure, base rent, additional items, payment status and document reference. Add a separate column for outstanding enquiries. This distinguishes evidenced figures from provisional entries and scenarios. The result is a shared working basis for the owner, manager, valuer and ultimately the purchaser.

Which parts of the stated income can be substantiated today, and which depend on future events? Answering that question makes the property's economics clearer. Uncertain legal classifications of individual tenancies should receive a separate professional review.