Free template · Lease date tracker
A free lease date tracker template: download it as a CSV.
A spreadsheet is a fair way to track lease dates for a handful of units. This one is blank: a header row and two rows that are empty except for one formula each, which counts the latest notice date back from the lease end. Download it, fill in your leases and copy the rows down. Excel, Google Sheets and Numbers can import a CSV (if everything lands in one column, import with comma as the delimiter), and every column is explained below. The file is made in your browser, and what you type into it stays in your own spreadsheet.
Download the template
Pressing the button makes the file in your browser and sends nothing, and what you type into the file afterwards stays in your own spreadsheet. The page records the visit (which page it was and when, a random visitor id in a first-party cookie, the site or campaign you came from, whether you arrived through an ad click, and a mark saying whether the visit looked automated or came from our own team), where on the page you were when the visit began, whether you are still on the page after about five seconds and how far down you have scrolled by then, and any click on a button that leads to uploading a document ("Read my own lease", "Add a contract" in the header, or the bar at the foot of a phone screen), with which button it was (see Privacy). These records do not include your IP address or the name of your browser. The upload form at the foot of the page is separate. It records the kind of file you choose and a size band, never its name or contents, and that an account was made from it or an upload was started, finished or stopped (with which step and a short reason). The file and any email address you put in it are sent only when you submit it.
The columns
One row per lease. The file is lease-date-tracker.csv.
| Column | Heading | What goes in it |
|---|---|---|
| A | Property | The building, unit or address. Free text. |
| B | Tenant or counterparty | Who is on the other side of the lease. Free text. |
| C | Lease start | The commencement date, typed as a date. |
| D | Lease end | The date the lease ends, or the date a notice is counted back from, typed as a date. The latest notice date counts back from this cell. Text that is not a date, such as TBC, may show an error. Text that looks like a date, such as 2030-06-30 or 03/04/2030, may be read as one, in the date format your spreadsheet expects, and then gives a date with no error (03/04/2030 may be read as 3 April or as 4 March). A bare number such as 2030 is read as a date serial, not as a year. Check any result against the lease. How Numbers reads these has not been verified. |
| E | Notice period (number) | Just the number from the lease, for example 90 or 6: a whole number of 1 or more, and no more than 3650 days, 520 weeks or 600 months. Anything else shows "check the number". |
| F | Notice period unit (days, weeks or months) | Day, days, week, weeks, month or months, in any case. Anything else, such as "working days", shows "check the unit". |
| G | Latest notice date by this count (calculated) | Calculated: the latest date by this count to give notice, counting back from the lease end by the notice period. Months are calendar months, clamped to the end of a shorter month. Format the column as a date. It is arithmetic on what you typed: it does not allow for delivery time, weekends, holidays or the first date the lease allows notice, and the lease's own notice clause controls. |
| H | Renewal or break option | The option in a few words: the clause number and what it lets either side do. |
| I | Option notice date | The latest date by this count to give notice under that option, typed in. Work it out with the notice date calculator, then check it against the clause. |
| J | Rent | The current rent. Say in Notes whether it is per year or per month. |
| K | Next escalation date | The next date the rent steps up or is adjusted. |
| L | Insurance certificate expiry | The expiry date on the tenant's current insurance certificate, where the lease requires one. |
| M | Notes | Anything else: the clause number, who to contact, what was sent and when. |
The latest notice date formula
This is the formula in the latest notice date cell of the first row, and the second row has the same formula for its own row. It stays blank until the lease end, the number and the unit are all filled in, and shows "check the number" or "check the unit" when it cannot read them. It reads the lease end as the spreadsheet reads a date, so type it as a date (what happens with anything else is under “What if the lease end is not a date?” below). Months count as calendar months, and a month too short for the day ends on its last day. If your spreadsheet shows the formula as text, paste this into the cell. If it is set to use semicolons between the parts of a formula, change the commas to semicolons.
=IF(OR(ISBLANK(D2),ISBLANK(E2),ISBLANK(F2)),"",IF(NOT(ISNUMBER(E2)),"check the number",IF(OR(E2<1,E2>INT(E2)),"check the number",IF(OR(TRIM(LOWER(F2))="month",TRIM(LOWER(F2))="months"),IF(E2>600,"check the number",EDATE(D2,-E2)),IF(OR(TRIM(LOWER(F2))="week",TRIM(LOWER(F2))="weeks"),IF(E2>520,"check the number",D2-7*E2),IF(OR(TRIM(LOWER(F2))="day",TRIM(LOWER(F2))="days"),IF(E2>3650,"check the number",D2-E2),"check the unit"))))))It counts back from the lease end. Where a notice runs from another date, such as an option expiry or a break date, work the date out with the lease notice date calculator and type it into the option notice date column.
What it will not do
The template does not read your leases, check what you type against a lease, or send reminders: it holds the dates you put in it. The latest notice date formula counts back from the lease end and does not allow for weekends, holidays, delivery time or the first date the lease allows notice. Your lease's notice and service clauses control. It is not legal advice.
Questions
What is in the template?
A header row with 13 columns and 2 rows under it. The rows are empty except for the latest notice date formula, which is in both rows. There is no example data: no sample tenant, rent or date.
Will it open in Excel, Google Sheets and Numbers?
Excel, Google Sheets and Numbers can all import a CSV file. If everything lands in one column, import with comma as the delimiter. The latest notice date formula uses only functions that all three have: IF, OR, NOT, ISBLANK, ISNUMBER, INT, TRIM, LOWER and EDATE. If your spreadsheet shows the formula as text instead of a date, paste the formula from this page into the latest notice date cell.
Why does the latest notice date say "check the unit" or "check the number"?
The formula reads the unit as one of day, days, week, weeks, month or months, in any case, and the number as a whole number of 1 or more, up to 3650 days, 520 weeks or 600 months. Anything else, such as "working days", 0, 1.5 or 4000 days, shows the message instead of a date, because no date is better than a wrong one. This formula cannot count working days.
What if the lease end is not a date?
Type the lease end as a date. Text that is not a date, such as TBC, may show an error. Text that looks like a date, such as 2030-06-30 or 03/04/2030, may be read as one, in the date format your spreadsheet expects, and then gives a date with no error (03/04/2030 may be read as 3 April or as 4 March). A bare number such as 2030 is read as a date serial, not as a year. Check any result against the lease. How Numbers reads these has not been verified.
Why does the latest notice date show a five-digit number?
A date in a spreadsheet is a number, and a CSV file cannot carry formatting. Format the latest notice date column as a date.
Why are there two rows?
So the formula is in the file, in both rows, and you can see how it reads. The rest of each row is empty. Copy a row down for each lease. If you move the lease end, notice number or unit columns, move the formula’s cell references with them.
Does the formula allow for weekends, holidays or delivery time?
No. It counts back from the lease end by the notice period: calendar days, weeks of seven days, or calendar months, with a shorter month ending on its last day, as EDATE does. It is arithmetic on what you typed, and it does not know the first date the lease allows notice. Your lease’s notice and service clauses control. The notice date calculator flags a weekend and lets you allow days for delivery.
Is anything sent to you or saved?
Pressing the button makes the file in your browser and sends nothing, and what you type into the file afterwards stays in your own spreadsheet, not on this page. There is nothing to sign up for. The page does record the visit (which page it was and when, a random visitor id in a first-party cookie, the site or campaign you came from, whether you arrived through an ad click, and a mark saying whether the visit looked automated or came from our own team), where on the page you were when the visit began, whether you are still on the page after about five seconds and how far down you have scrolled by then, and any click on a button that leads to uploading a document ("Read my own lease", "Add a contract" in the header, or the bar at the foot of a phone screen), with which button it was (see the Privacy page). These records do not include your IP address or the name of your browser. The upload form at the foot of the page is separate. It records the kind of file you choose and a size band, never its name or contents, and that an account was made from it or an upload was started, finished or stopped (with which step and a short reason). The file and any email address you put in it are sent only when you submit it.
Is this legal advice?
No. The template holds the dates you type and one formula, and it does not read your lease. Before you rely on a date, read the clause in your lease that sets it and, for a lease that matters, ask a lawyer.
Read more
The guide to tracking lease expirations across your rental units covers what to date for each lease, and a spreadsheet or Prism is an honest comparison of the two ways of keeping them.
More free tools
- Lease notice date calculatorA notice that must come "at least N before" a date: the latest date by that count.
- CPI rent escalation calculatorAn adjusted rent from the two index values you type, with an optional cap and floor.
- UK lease break notice calculatorThe latest date by this count to serve a break notice, in calendar months.
- Option to renew: the tenant's noticeWhat an option to renew is, the window for the notice and how to find it in a lease.
Try Prism on your own lease.
Prism reads a lease and lists the notice windows, options and rent steps it finds, each with the clause it came from, where one was captured. It can miss a date, so check the list against your lease. How often it finds them is on the accuracy page.
Read my own lease