01 / Four evidence layers
A rent roll is a bridge—not the contract.
Reconcile the schedule to four distinct records: the executed lease file, current billing, actual collections and physical occupancy. Amendments, options, guarantees, deposits, arrears, concessions, notices, side agreements, vacancies and landlord obligations can make a clean spreadsheet materially incomplete.
Use an effective date, preparer, source index and exception log. Preserve contractual facts, owner accounts, brokerage analysis and buyer assumptions as separate evidence sets rather than silently normalizing them into one number.
02 / Privacy and control
Use codes before names.
Alberta identifies PIPA as its private-sector privacy law and limits collection, use and disclosure to reasonable purposes. Provincial guidance describes a limited business-transaction pathway; it is not blanket permission to publish tenant, employee, guarantor or contact information.
Start with unit codes and property-level totals. Stage identifying, financial and personal information only for an authorized purpose, protect it with reasonable safeguards, record recipients and versions, and retain or destroy it under the applicable policy and professional advice.
03 / Limits and review
Scheduled amount is not NOI.
The workpaper adds only the amounts entered for rows marked occupied. It does not test enforceability, collections, arrears, percentage rent, expense recoverability, tenant credit, vacancy loss, capital, commissions, incentives, taxes, accounting treatment or normalized net operating income.
Commercially does not receive the entries. The downloaded CSV is an owner-prepared workpaper—not a verified rent roll, lease abstract, audit, review engagement, appraisal, privacy assessment, legal opinion or investment recommendation.