Year-end records checklist for NL landlords
The records to gather for your accountant at the end of the year. Go through it in January or February, before your accountant asks, one property at a time. This list only helps you collect: your accountant decides how each item is treated. Free to print and share.
Your properties
- Each property and its units. The address of each rental property, and the units in each.
- What changed this year. Bought, sold, a new unit, or a unit you moved into or out of.
- Any personal use. A room, or a unit for part of the year, that you or your family used yourselves, and for how long.
- Co-owners. Who they are and their share, if you don’t own it alone.
Money in
- Rent received, unit by unit. Month by month, for each unit. The Act asks a landlord to maintain a complete and up-to-date record of rent and other money received (s.17).
- Rent owed but not paid. And any amount you decided not to collect.
- Other money from tenants. Late fees, parking, laundry, storage.
- Deposit money you kept. Which tenancy, how much, and why. A landlord may keep part or all of the deposit only where the tenant agrees in writing to how it is disposed of, or where the landlord applies to the Director of Residential Tenancies (s.14(10)).
- Deposits you still hold. The tenant, the amount, the date you received it and the interest credited. The deposit is held in trust and may be used only as section 14 provides (s.14(8)).
Money out, with receipts
- Mortgage interest. The lender’s year-end statement that shows the interest for the year, not the whole payment.
- Property tax. The bill or statement for each property.
- Insurance. The policy or the bill for the year, for each property.
- Utilities you pay. Power, oil, water.
- Repairs and maintenance. Labour and materials, each with its receipt. Keep these on their own list, apart from bigger purchases.
- Advertising and office costs. Advertising, postage, software and supplies.
- Professional and management fees. Your accountant, any lawyer, and anyone who manages a property for you.
- Travel and vehicle costs for the rentals. With a mileage log, if you kept one.
- Costs that cover several properties. Your accountant’s fee, or one policy for a few properties. List these separately and your accountant will split them.
- Anything else. With a note of what it was.
Bigger purchases
- New roof, furnace or heat pump, windows, water heater, appliances, renovations. The date, what it was, what it cost and which property, with the receipt.
- Keep them apart from repairs. Your accountant decides how each one is treated, so list what you bought and leave it there.
And these
- HST. Your HST number, if you have one, and the HST you paid on expenses.
Not on this list: your own T4 and T5 slips and other personal tax papers. Send those the way your accountant asks.
General information, not legal advice. Not tax or accounting advice: your accountant decides how each item is treated. Last checked 13 October 2026. From dwellerpm.com/tools/landlord-year-end-checklist
In the Newfoundland landlord guide
Where Dweller helps
Dweller keeps these as you go and puts the year together for your accountant: rent by unit, expenses with their receipts, mortgage interest and bigger purchases. A mileage log, and parking or laundry income, are still yours to keep.
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