Tenant screening & lease tracker

Screen every applicant against the same written criteria, and never miss a lease end, renewal deadline or rent-increase notice date. One tracker for 200 applicants, 100 leases and 10 properties that works in Excel and Google Sheets, for landlords in the US, Canada and anywhere else (currency is just a label).

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Instant digital download (.xlsx). No macros, no subscription.

Tenant screening and lease tracker spreadsheet

What you get

An applicant pipeline with one row per application: rent, household income, credit score, months of rental history, status (New › Screening › Approved › Offer sent › Lease signed / Declined / Withdrawn) and objective decision notes
A references and checks checklist: application complete, ID verified, income/employment verified, landlord reference, credit check, plus reference contacts and notes
Your own screening criteria: turn each one on or off and set the minimum, the points and whether it's a must-pass; income-to-rent ratio, score and result (Meets criteria / Below criteria / Incomplete) are calculated automatically, so everyone is measured the same way
A printable applicant card showing every criterion: your minimum, their value, met / not met / missing, points and the result
A lease register with start and end dates, rent, deposit and renewal status; days to expiry, colour-coded alerts (Expired, Urgent, Soon, Upcoming, Month-to-month) and your renewal-decision deadline
Rent-increase notice dates: enter the planned increase date and see the date you must serve notice by, using your notice period; it flags “Serve notice now”, shows the earliest possible date if you're too late, and warns if the last increase was too recent
A dashboard with the pipeline, applicants meeting your criteria, active leases, leases ending soon, notices to serve, rent by property and 2 charts
A Start Here guide with a fair-housing / human-rights checklist, to set up in about 10 minutes

Details

200 applicants, 100 leases, 10 properties
No fields for protected characteristics
“As-of” date to see alerts as of any day
Excel 2010+ and Google Sheets, no macros, no add-ons, no subscription
Tested formula by formula with sample data, empty data and edge cases

Screenshots

How it works

Buy on Etsy and download the .xlsx file.
Open it in Excel, or upload it to Google Drive and choose File → Save as Google Sheets.
Write your criteria and notice periods on Setup, delete the clearly marked sample data, and add your applicants and leases.

Tenant screening must follow fair-housing and human-rights law where you live. Apply the same criteria to every applicant and never screen on race, colour, religion, national or ethnic origin, citizenship, sex, gender identity, sexual orientation, familial status, marital status, age, disability, receipt of public assistance or source of income, or any other protected ground. This tracker deliberately has no fields for protected characteristics. Some places also limit application fees, credit checks, criminal or eviction history and minimum-income rules. This is a record-keeping tool, not legal advice, and it doesn't make tenancy decisions. Notice periods, rent-increase rules and renewal rules differ by state, province and city (the built-in numbers are examples to edit), so please check your local rules. It was designed with the help of AI tools, then reviewed and tested before release.

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