Write a monthly owner report for a managed rental portfolio
A clear owner-facing report covering occupancy, collections, delinquencies, maintenance spend, and decisions needed.
The prompt
Write a monthly report for a property owner I manage for.
Owner and portfolio: [OWNER NAME OR CODE, NUMBER OF PROPERTIES/UNITS]
Month's data: [RENT ROLL, COLLECTIONS, DELINQUENCIES BY AGE (30/60/90), VACANCIES AND DAYS VACANT, LEASES SIGNED/RENEWED/ENDING, MAINTENANCE COSTS BY CATEGORY, CAPEX, OWNER DISTRIBUTIONS, RESERVE BALANCE]
Prior month or budget for comparison: [FIGURES]
Events this month: [EVICTION FILINGS, INSURANCE CLAIMS, INSPECTIONS, CODE NOTICES]
Decisions I need from the owner: [e.g. approve a roof repair, rent increase on renewal]
Write:
1. A three-sentence summary: how the month went and why.
2. Key metrics vs. last month and budget: occupancy rate, economic occupancy (collected vs. potential rent), delinquency, average days vacant, maintenance cost per unit, net operating income.
3. Leasing: vacancies, showings or applications if provided, upcoming lease expirations in the next 90 days and my renewal plan.
4. Maintenance and capital items, with what was spent and why.
5. Delinquencies and legal actions, stated factually.
6. Decisions needed, each with options, cost, and my recommendation and deadline.
Keep it to one page plus a metrics table. Use only figures I provide; mark gaps [ADD]. Explain any variance over 10% in plain language.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Data & Analysis prompts
What to fill in
- OWNER NAME OR CODE, NUMBER OF PROPERTIES/UNITS
- FIGURES
- EVICTION FILINGS, INSURANCE CLAIMS, INSPECTIONS, CODE NOTICES
- e.g. approve a roof repair, rent increase on renewal
- ADD
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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