Lease expiration schedule: how to build the rollover table from a rent roll
A lease expiration schedule, or rollover schedule, groups leases by the period in which they end and totals the leases, square feet and annual rent expiring in each. Built from the lease end dates and rents on the rent roll, it shows how much income has to be re-leased, and when.
Updated 28 October 2026. General information, not investment, lending, legal or tax advice. Practice differs by lender, program and jurisdiction.
What the rollover table tells you
Income is only as secure as the leases behind it. A building that is 95% occupied with half its rent expiring in two years carries a different risk from one with the same occupancy and expiries spread over eight. The schedule makes that visible in one table.
It matters most for commercial property, where leases run several years and one tenant can make up a large expiry. In apartments, leases are short and expiries scatter through the year, so the schedule shows how seasonal the turnover is.
Three decisions to make first
Pick the as-of date, usually the roll date. Pick the buckets: calendar years for commercial, months across the next twelve to twenty-four for apartments. Decide where month-to-month, holdover and expired leases go. Many schedules show them in their own first row.
Reading the example
In the table below, 15% of the rent expires in 2027 and 31% in 2028. One lease, ending in 2030, carries 27% of the rent and 25% of the area, so a single tenant's decision moves a quarter of the building. The month-to-month suite is only 5% of the rent, but it can usually leave on short notice.
Building the schedule in six steps
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Start from clean dates
Convert lease end dates to real dates in one format. A date stored as text will not group. ISO format (YYYY-MM-DD) avoids day and month confusion.
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Put the rent on one basis
Use annual base rent on every row, from monthly rent times twelve where needed. Say whether recoveries are included.
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Set aside the special cases
Blank end dates, month-to-month, holdovers and leases that ended before the as-of date go in their own row. Vacant suites go last, with area and no rent.
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Assign each lease to a bucket
By the year or month of its end date. In Excel, use
SUMIFSwith a start and end date for each bucket, for example=SUMIFS(rent, end, ">="&DATE(2027,1,1), end, "<"&DATE(2028,1,1)). -
Total and express as shares
For each bucket count the leases and add the area and rent. Divide by total area and total rent, and check the buckets add up to the totals.
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Compare with market and options
Note renewal options, termination rights and the gap between in-place and market rent for the leases that roll. Those change the real risk.
A worked rollover table
Invented figures for an 80,000 sq ft office building, as of 31 December 2026. Shares of area use the whole building. Shares of rent use the occupied suites.
| Expiry | Leases | Sq ft | % of sq ft | Annual rent | % of rent |
|---|---|---|---|---|---|
| Month-to-month | 1 | 4,000 | 5% | $112,000 | 5% |
| 2027 | 2 | 12,000 | 15% | $356,000 | 15% |
| 2028 | 2 | 24,000 | 30% | $712,000 | 31% |
| 2029 | 1 | 4,000 | 5% | $120,000 | 5% |
| 2030 | 1 | 20,000 | 25% | $620,000 | 27% |
| 2031 and later | 1 | 12,000 | 15% | $384,000 | 17% |
| Vacant | 0 | 4,000 | 5% | $0 | 0% |
| Total | 8 | 80,000 | 100% | $2,304,000 | 100% |
About 51% of the rent is month-to-month or expires by the end of 2028 (51.2% before rounding).
What goes wrong
Dates stored as text
A schedule built on text dates can drop a lease or put it in the wrong year. Convert, then spot-check the earliest and latest dates.
Losing the month-to-month rows
A blank end date falls out of every bucket, so the schedule under-counts. Give those rows their own line.
Mixing rent bases
Annual and monthly rents in one column inflate some buckets twelvefold.
Ignoring options and breaks
A lease ending in 2030 with a termination right in 2027 rolls earlier than its end date. Record the earliest date the tenant can leave if you can.
Calling every expiry a loss
Some tenants renew. The schedule shows exposure, not outcome.
How RentRoll Engine helps
RentRoll Engine supplies the clean input. It writes lease end dates in ISO format, leaves month-to-month end dates blank with a flag, keeps area and monthly rent in fixed columns and checks the sums against the printed totals. It does not build the rollover table itself. Free: 1 file per day, up to 10 pages, no account. Files over 10 pages are converted up to page 10 on the free allowance; a page code converts the whole file, up to 150 pages. See pricing.
Questions about lease expiration schedules
What is a rollover schedule?
Another name for a lease expiration schedule: a table of how much area and rent expires in each period. Lenders and buyers use it to judge how much income has to be re-leased.
What is rollover risk?
The risk that expiring leases are not renewed, or renew at lower rents, leaving vacant space and lost income. A concentrated expiry makes it larger.
How do I treat month-to-month tenants?
Many schedules show them in a separate first row, because they can usually leave on short notice. Some analysts treat them as expiring in the first year. State your treatment.
What is weighted average lease term?
WALT averages the remaining term of each lease from the as-of date, weighted by rent or by area. The weighting and the treatment of options and breaks vary, so say which you used.
Should the schedule use rent or area?
Both. Area shows how much space must be re-let and rent shows the income at risk. They differ whenever expiring leases pay more or less than the building's average.
How far ahead should the buckets go?
Commercial schedules often show each year for the next five to ten years and then a later bucket. Apartment schedules usually show months across the next year or two.