Monthly Owner Statements Explained

A monthly owner statement is a written summary of what your rental property earned and cost in the past month, and what is paid to you. The manager records the rent received and the costs paid, prepares the statement, sends it to you for review, and transfers the balance on the agreed date. This guide shows the steps in order and what you need before you start.

What you need before you start

• A signed management agreement that states the fee, the reporting date and the payment date.
• Your bank details for transfers.
• The tenancy contract and the property details.
• An agreed approval limit for repairs, so small jobs do not wait for your reply.
• A named contact for questions about the statement.

The steps each month

1. Rent and any other income for the month are collected and recorded.
2. Costs are recorded with their invoices. These can include repairs, service charges the manager pays for you, and the management fee agreed in your contract.
3. The manager checks arrears and occupancy and notes any renewals that are due.
4. The statement is prepared: income, costs, balance, arrears, occupancy and upcoming renewals.
5. You review the statement and raise any questions.
6. The balance is transferred to you on the agreed date.
7. The records are kept for the next statement and for your own accounts.

What a good statement shows

• Every payment received, with the date and the unit it belongs to.
• Every cost, with a description and a reference to the invoice.
• The management fee, shown as its own line.
• Any arrears and what is being done about them.
• Occupancy, lease end dates and renewals coming up.
• The net amount paid to you and the date it was paid.

If something looks wrong

Ask for the invoice behind any cost, and for the date of any payment you cannot match. A clear agreement says how quickly the manager must reply. If you own several properties, ask for one summary across all of them as well as a statement for each. Our guides on disciplined reporting and portfolio performance reporting standards explain what owners should expect, and owner reporting dashboards covers mixed-use buildings.

Arabesco Holding gives owners regular reporting on rent, arrears, maintenance and renewals. To see how this fits a larger holding, read about our real estate portfolio management and asset management.

Frequently asked questions

When should I receive my owner statement?

The date is set in your management agreement. Check the reporting date and the payment date you have agreed, and ask for them in writing if they are missing.

What is the difference between an owner statement and a rent receipt?

A receipt confirms one payment from a tenant. A statement summarises all income and costs for the period and shows what is paid to you.

Can I ask for the invoices behind the costs?

Yes. You can ask for the invoice behind any cost on the statement. A good agreement says how quickly the manager must provide it.