Free Resource
Landlord Tax Deduction Tracker
Track every deductible expense year-round. Organized by IRS Schedule E categories with common deductions, examples, and space to record your amounts.
Disclaimer: This tracker is for informational purposes only and does not constitute tax advice. Consult a qualified tax professional for advice specific to your situation. Tax laws change annually — verify current rules with the IRS or your CPA.
Property Information
Property Address
Tax Year
Date Placed in Service
Building Value (for depreciation)
Mortgage & Financing
Schedule E, Line 12-13| Deduction | Description | Amount |
|---|---|---|
| Mortgage Interest | Interest paid on loans used to acquire or improve rental property e.g. Monthly mortgage interest portion from Form 1098 | $ |
| Points & Loan Origination Fees | Points paid to obtain a mortgage (amortized over loan term for refinances) e.g. $3,000 in points on a 30-year loan = $100/year | $ |
| Loan Interest (Other) | Interest on other loans used for rental property purposes e.g. HELOC used for rental property renovations | $ |
| Category Total: | $ | |
Property Expenses
Schedule E, Lines 5-19| Deduction | Description | Amount |
|---|---|---|
| Property Taxes | State and local property taxes on rental property e.g. Annual property tax bill from county assessor | $ |
| Insurance Premiums | Landlord insurance, liability, flood, umbrella policies e.g. Annual landlord policy: $1,200-$2,400/year per property | $ |
| HOA / Condo Fees | Monthly association fees for rental units in managed communities e.g. Monthly HOA fee of $350 = $4,200/year | $ |
| Utilities | Utilities paid by landlord (water, electric, gas, trash, internet) e.g. Water bill paid by landlord: $80/month per unit | $ |
| Category Total: | $ | |
Repairs & Maintenance
Schedule E, Line 14| Deduction | Description | Amount |
|---|---|---|
| Routine Repairs | Fixing broken items to restore property to working condition e.g. Fixing a leaky faucet ($150), replacing a broken window ($300) | $ |
| Maintenance Services | Ongoing maintenance: lawn care, snow removal, pest control, cleaning e.g. Monthly lawn service: $120/month = $1,440/year | $ |
| Appliance Repairs | Repairing (not replacing) appliances: HVAC service, dishwasher fix e.g. HVAC tune-up: $150/visit, dishwasher repair: $200 | $ |
| Painting & Flooring | Repainting between tenants, minor flooring repairs e.g. Interior repaint: $1,500-$3,000 per unit | $ |
| Category Total: | $ | |
Depreciation
Schedule E, Line 18 / Form 4562| Deduction | Description | Amount |
|---|---|---|
| Building Depreciation | Residential rental property depreciated over 27.5 years (straight-line) e.g. $275,000 building value / 27.5 = $10,000/year deduction | $ |
| Appliance / Equipment | Major appliances and equipment depreciated over 5-7 years e.g. New $2,500 HVAC unit: $357-$500/year for 5-7 years | $ |
| Improvements (Section 179) | Qualifying improvements can be expensed immediately up to annual limit e.g. New roof ($15,000) may qualify under safe harbor rules | $ |
| Land Improvements | Fencing, parking lots, landscaping depreciated over 15 years e.g. New fence ($6,000) = $400/year for 15 years | $ |
| Category Total: | $ | |
Professional Services
Schedule E, Lines 10-11, 17| Deduction | Description | Amount |
|---|---|---|
| Property Management Fees | Fees paid to property management company (typically 8-12% of rent) e.g. $1,500/month rent x 10% = $150/month = $1,800/year | $ |
| Legal Fees | Attorney fees for lease review, evictions, entity formation e.g. Eviction attorney: $500-$2,000 per case | $ |
| Accounting / Tax Prep | CPA fees for rental property tax preparation and advice e.g. Annual tax prep with Schedule E: $300-$800 | $ |
| Tenant Screening | Background check and credit report fees (if paid by landlord) e.g. $30-$50 per applicant screened | $ |
| Category Total: | $ | |
Travel & Auto
Schedule E / Form 4562| Deduction | Description | Amount |
|---|---|---|
| Mileage (Standard Rate) | IRS standard mileage rate for rental property trips (2025: 70 cents/mile) e.g. 500 miles/year for showings, repairs, inspections = $350 deduction | $ |
| Travel to Distant Properties | Airfare, hotel, and meals for managing out-of-area rental property e.g. Quarterly trips to out-of-state rental: flights + hotel | $ |
| Category Total: | $ | |
Other Deductions
Schedule E, Line 19| Deduction | Description | Amount |
|---|---|---|
| Advertising | Listing fees, signage, online advertising for vacancies e.g. Zillow listing: $10-$30/week, yard sign: $25 | $ |
| Software & Tools | Property management software subscriptions e.g. TenantFlow subscription: $19-$149/month | $ |
| Office Supplies | Printer ink, paper, envelopes, stamps for rental correspondence e.g. $100-$300/year in supplies | $ |
| Education | Landlord courses, books, membership dues for real estate associations e.g. Local landlord association membership: $100-$300/year | $ |
| Category Total: | $ | |
Total Deductions
Transfer this total to IRS Schedule E. Keep all receipts and documentation for at least 3 years (7 years if claiming depreciation).
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