What Should Be Included in a Monthly Property Management Report?

If you own rental property in California, a monthly property management report isn’t just paperwork. It’s your window into how well your investment is performing. A clear, comprehensive report gives you confidence that your property is being managed effectively, highlights potential issues before they escalate, and provides the data you need for smarter financial decisions.

But what exactly should a proper monthly report include? Here are the essential sections you should expect every month.

Tracking Rent: Who Paid, Who Didn’t, and What’s Owed

At the heart of every report is a clear income statement. This section should answer the most important question: Is rent coming in on time?

Look for:

• Rent collected versus rent due

• Other income such as late fees, pet rent, or parking charges

• Delinquencies with names, amounts owed, and length of time overdue

A strong report doesn’t just give numbers. It highlights patterns, such as a tenant consistently paying late, so you can decide if corrective steps are needed.

Expenses Broken Down by Category

Profitability depends just as much on controlling costs as it does on collecting rent. Your report should clearly separate expenses so you know exactly where your money is going.

Expect to see:

• Routine operating costs like landscaping, utilities, or pest control

• Maintenance and repair details with supporting invoices

• Property management fees for full transparency

For example, if a plumbing repair cost $450, the report should identify which unit it affected, describe the repair, and note whether it was a recurring problem.

Occupancy and Leasing Performance

A strong property management report should give you a clear picture of your property’s occupancy health. This ensures you understand whether your investment is generating steady income or losing money due to turnover.

This section should include:

• Current occupancy rate

• Units that became vacant this month

• Marketing activity such as showings and applications

• Move-ins and move-outs with the financial impact of each

This insight helps you see if leasing is efficient or if frequent turnover is reducing your profits.

Maintenance and Repairs in Progress

For many owners, maintenance transparency is one of the most valuable parts of the report. It protects you from unexpected costs and ensures tenants are satisfied.

Look for:

• Completed work orders with dates, descriptions, and costs

• Pending requests with timelines for completion

• Preventative maintenance such as HVAC servicing or roof inspections

Instead of vague notes like “fixed a leak,” the report should clarify the root cause and whether it was wear and tear or tenant-related damage.

Bottom Line and Owner Distribution

Every monthly report should end with a financial snapshot that makes it easy to see where you stand.

This summary should cover:

• Net operating income (income minus expenses)

• Cash reserves held for emergencies or repairs

• The exact distribution amount sent to you and when it was deposited

This ensures there’s no guesswork. You’ll know precisely what you earned, what was spent, and what cash is available.

Example: What This Looks Like in Practice

Imagine you own a duplex in Long Beach. Last month’s report shows:

• Rent collected: $3,900 of $4,000 (one tenant short by $100)

• Expenses: $320 landscaping, $450 plumbing repair, $180 pest control

• Vacancy: Both units occupied, zero days vacant

• Maintenance: Preventative HVAC service at $150

• Distribution: $2,800 deposited after expenses and reserves

Instead of a dry list of numbers, this report tells you a clear story: both units are stable, expenses are routine, and cash flow is healthy.