Preparing rent rolls for an external portfolio review

External reviewers spend a surprising share of time renaming columns and reconciling unit IDs. A short preparation pass at your end keeps the engagement focused on occupancy and lease questions instead of spreadsheet archaeology.

Use one row per lettable unit. Include property name, floor, unit ID, tenant (or vacant), lease start, lease end, current rent, currency, free-rent end date if any, and a status note. Avoid merging cells; they break later filters.

Date formats should be consistent across properties. Mixed day-month and month-day entries are a frequent source of false expiry alerts, especially when portfolios span Vietnamese and international templates.

Attach a one-page legend for status codes. Words like “hold,” “fit-out,” and “notice” mean different things across teams. A legend prevents us from treating renovation holds as leasable vacancy.

Finally, name a contact who can answer clarification emails within two business days. Most review delays come from unanswered questions about a handful of unusual units, not from chart production itself.