Lease expiration tracker spreadsheet with a rent increase preview

Subtract today from each lease end date, flag the leases ending within your reminder windows, and preview a rent increase before you send it. Notice periods are for you to look up; this guide does not state any.

General information only, not tax, legal or accounting advice. Late-fee, deposit and notice rules vary by state, city and lease; check your own. Tax references describe US federal pages on irs.gov as of the date above.

What the sheet is for

Leases end quietly. A lease tracker puts each end date next to a countdown, flags the ones coming up, and shows what a rent increase would do before you commit to a number. A few formulas do all of it.

The columns

• A Unit, B Tenant
• C Lease end (typed as a real date)
• D Days left, E Flag (both formulas)
• F Current rent, G Increase % (typed, your own number)
• H New rent (formula)

Dates align to the right of the cell by default and text aligns to the left. If a lease end lines up on the left, Excel is probably holding text and the subtraction below may not work. Retype it as a date.

Two settings sit to the right: the earlier reminder window in K1 and the later one in K2. In the example they are 90 and 60 days.

Days left: subtract the dates

Days left   D2: =IF(C2="","",C2-TODAY())
Same result D2: =IF(C2="","",DAYS(C2,TODAY()))

Excel stores dates as numbers, so subtracting today from the lease end gives the days between them. DAYS takes the end date first, then the start date. TODAY() refreshes whenever the file is opened. The IF keeps an empty row from showing a huge negative number.

The 90-day and 60-day flags

Flag   E2: =IF(D2="","",IF(D2<0,"Past end",IF(D2<=$K$2,$K$2&"-day",IF(D2<=$K$1,$K$1&"-day",""))))

The test checks the smaller window first, so a lease with 56 days left shows 60-day and not 90-day. Here is what it returns if today is 2026-10-05, with K1 = 90 and K2 = 60:

When a tenant renews, type the new end date over the old one and the flag clears on its own. Add conditional formatting to the Flag column if you want the flagged rows to stand out.

The windows are inputs because the notice period is not mine to state

How much notice you must give before a lease ends, before you decline to renew, or before rent goes up depends on your state, sometimes your city, the type of tenancy and your lease. This guide states none of those numbers and the formula hard-codes none. Rules vary by state and city; check your state's landlord-tenant page and your own lease, then set the two windows yourself. Treat the flags as reminders to start the conversation, not as legal deadlines.

Rent increase preview

New rent   H2: =IF(OR(F2="",G2=""),"",ROUND(F2*(1+G2),2))

Example:  $1,800 x (1 + 0.03) = $1,854.00
Per year: ($1,854 - $1,800) x 12 = $54 x 12 = $648 more

Keep Current rent and New rent in separate columns. The preview is arithmetic, and the rent your ledger expects should only change once the new rent has actually been agreed and put in writing the way your lease and local rules require. The percentage in column G is your number: the sheet cannot tell you whether an increase is allowed or how large it may be.

A routine for the flags

1. When a row first shows the earlier flag, decide whether you want that tenant to renew and whether the rent should change.
2. Look up the notice you owe on your state's landlord-tenant page and in your lease, and compare it with the days left. If the days left are already fewer than the notice you owe, the window may have passed, so check your options with that page or a qualified professional before relying on the flag.
3. Type a percentage in the Increase % column and read the New rent.
4. Once a renewal is agreed and signed, type the new end date and the new rent over the old ones.

What this does not cover

This tracker does not know any notice period, does not draft a notice, does not check whether a rent increase is permitted where you are, and does not record whether a renewal was signed. The Increase % column is empty until you fill it in, and the preview is only as good as the number you type.

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