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When a property owner decides to sell, the financial statements that accompany the offering are often the bridge between the seller’s intentions and the buyer’s confidence

A tidy, precise, and well‑organized set of statements can accelerate the sale, lessen negotiation friction, and enable the seller to secure the best possible price

Below is a practical guide to preparing those financial statements, from the basics of what to include to the nuances of tax and regulatory compliance

1. Identify the Audience

The first step involves determining who will view the statements

Potential buyers range from individual investors and homebuyers to institutional lenders and real‑estate investment trusts (REITs)

While the core information remains the same, the depth and format may differ

For example, a real‑estate developer will want detailed cash‑flow projections, whereas a private buyer may focus on historic rent rolls and maintenance costs

Adapt the presentation to satisfy the expectations of your target buyer group

2. Gather Core Data

Accumulate the following key data sets, ensuring you have records spanning at least the last 12–24 months

Purchase price history and significant capital improvements

end dates, escalation clauses, and security deposit balances

Operating expense records: utilities, taxes, insurance, property management fees, repairs, and capital reserve contributions

- Mortgage statements and loan amortization schedules, if applicable

- Tax returns (both property and income) for the last few years

Insurance policies and any claims history

Any pending litigation or zoning concerns

Having a complete data set reduces the risk of surprises during due diligence

3. Pick the Correct Statement Types

You’ll need to produce at least three essential statements for a property sale

Profit & Loss Statement – Displays operating income, expenses, and net operating income (NOI)

- Balance Sheet – Provides a snapshot of assets, liabilities, and equity at a point in time

- Cash Flow Statement – Illustrates the inflow and outflow of cash, especially useful for buyers evaluating financing options

In addition, consider adding a Rent Roll Summary, a Capital Expenditure (CapEx) Log, and a Tax Summary

These supplemental documents help buyers dig deeper without overwhelming them with raw data

4. Create the Income Statement

Begin with gross rental income: total rent collected during the period

Remove vacancy and credit losses: estimate a realistic vacancy rate (typically 5–10% for commercial properties; 2–5% for residential) and any bad‑debt write‑offs

Remove operating expenses: utilities, taxes, insurance, maintenance, property management, marketing, and any additional recurring costs

4. Calculate Net Operating Income (NOI): the amount left after operating expenses but before debt service and taxes

Subtract any debt service (principal and interest payments)

Include or exclude any non‑operating income or expenses (for example, sale of equipment, one‑time legal fees)

7. Arrive at Net Income: the figure that indicates profitability after all costs

Display the income statement in a clear, columnar format with amounts in the primary currency

Include footnotes for any unusual items or one‑time expenses

5. Construct the Balance Sheet

Assets:

Current assets include cash, accounts receivable, security deposits held in escrow

- Fixed assets: 再建築不可 買取 名古屋市東区 property's fair market value, less accumulated depreciation (show the depreciation schedule if the property is depreciable)

- Other assets: intangible assets such as leasehold improvements

Liabilities:

- Current liabilities: accounts payable, accrued expenses, short‑term debt

- Long‑term liabilities: mortgage balances, deferred tax liabilities

Equity:

Owner’s equity includes purchase price, retained earnings, and any capital contributions

Make sure that assets equal liabilities plus equity

Add a short narrative explaining significant items, like pending appraisals or lease renewals

6. Create the Cash Flow Statement

Separate the cash flows into three categories

Operating activities: cash from rents less operating cash outflows

Investing activities include cash spent on capital improvements, purchase or sale of ancillary assets

Financing activities involve mortgage payments, new debt issuance, or equity injections

Illustrate how cash balances evolve over the reporting period and emphasize any periods of negative cash flow that could be a warning for buyers

7. Create the Rent Roll Summary

Enumerate each tenant, lease start and end dates, rent amount, escalation terms, security deposit, and any other special clauses

Highlight:

- Current occupancy rate

How close leases are to expiration

Rent growth trend over time

A clear rent roll can reassure buyers regarding income stream stability

8. Build the CapEx Log

Provide a chronological list of all major capital expenditures in recent years: roof replacements, HVAC upgrades, parking lot resurfacing, etc.

List the cost, date, and purpose for every entry

Buyers often use this to assess future maintenance needs and to calculate the replacement reserve

9. Provide a Tax Summary

Provide a concise tax summary

Property tax assessments and history of payments

- Income tax returns (if the property is held in a corporate structure)

Tax credits or incentives like low‑income housing credits or energy‑efficiency rebates

If the sale is expected to be a gain, add an estimate of capital gains taxes

This assists buyers in accounting for potential tax liabilities in their offer

10. Check Accuracy and Consistency

Verify all figures across the statements

For instance, the net cash inflow from the cash flow statement ought to reconcile with changes in the balance sheet’s cash account

Utilize a spreadsheet to automate these checks and detect discrepancies

11. Provide Narrative Explanations

While numbers tell one part of the story, narrative context can provide clarity

Details:

Reasons why expenses spiked (e.g., a costly roof replacement)

Lease renegotiations that altered rent schedules

Trends in the market that influence rental rates

A clear narrative can anticipate buyer questions and show transparency

12. Format for Readability

Use a simple, professional layout