Private Use of Rental Property

The guidelines associated with the personal and leasing utilization of premises are included in this article in the Landlord’s Tax Guide. This may be either because you are leasing out a space in the same property which you are living in, or you have got a vacation residence that you might privately employ a few weeks out of the calendar year and rent the remainder of the time. This information will not apply to you at all if you never use your rental property for personal use. However, if you do, you will want to keep reading.

Property rented for less than fifteen days. Any time you leased your property for less than fifteen days total in the past year, you don’t have to file any of your rental revenue. If this is the scenario, then the real estate property is going to be considered personal for taxation considerations, and on Schedule A of Form 1040, it is possible to deduct any of the property associated expenditures as personal.

Employing Your Holiday Home as a Part Time Rental

Personal use test. It’s important to work with some type of numeric formula to determine the total number of days during which the rental property was used for personal use. That is the personal use test. How you deduct your rental expenses is going to largely be determined by whether or not the personal use test is satisfied. Finding out the actual quantity of days in the past year in which the real estate property was leased out at fair market value is the initial step in calculating the personal use test. The next step is to multiply that number of days by ten percent. We will label the outcome the “total days rented” or “TDR” for short. The next stage will be to figure out how many days the rental property was employed for private use. We can label this “personal use days” or “PUD” abbreviated. Look at the table below for a vision of the personal use test.

NOTE: “Personal use” consists of use by you, any other owners of the home and property, plus the families of all individuals who own the property, unless of course your family member is paying out rent at fair market value.

If TDR is…

and PUD is…

then the personal use test is…

over 14

less than TDR

not satisfied

under 14

less than 14

not satisfied

over 14

more than TDR


under 14

more than 14



If test is satisfied. If the personal use test is satisfied, you will deduct your rental expenses only to the extent of the rental income. A net rental loss will not be attainable, but when there are any additional expenditures you do not write off this year, they can be moved forward to later years, provided that there is an adequate sum of rental earnings in the tax year in which you claim them.

If test is not satisfied. Your own leasing costs will never be restricted by the rental income if the personal use test is not satisfied. You could deduct your rental costs and also have a net rental loss. There could be a few passive activity rules, however, which may still restrict the rental loss tax deduction.

Computing all of your rental expenditures. A number of expenses should be allocated between leasing and personal application. These include expenditures that will have already been charged no matter the use, such as real estate taxes and mortgage interest. Find out the whole number of personal use days. Then, you will need to determine the total quantity of TDR. After that, divide rental days by the sum of PUD and rental days. The end result is the rental percentage. Finally, you have to multiply the total cost of your expenses by the leasing percentage that you have established, and then the result will be the rental deductible part.

Leasing a Section of Your House

You need to expressly allot all your costs in between private usage and leasing use if you rent out a part of your own personal home. The IRS allows a little versatility with the method you employ; just make sure it’s consistent from year to year. Some people choose the option of taking the number of rooms within their residence along with the number of rooms within the home, and divide them. Dividing the rented sq . ft . by the residence’s total sq . ft . is another option that lots of people go for. You’ll end up with rental costs and personal costs. Those allotted to the leasing income can be deducted as such, and you can use Schedule A of Form 1040 to deduct what’s left.

Seattle CPA+John Huddleston has written extensively on tax related subjects of interest to small business owners. Since 2002, he has been the owner of his own small business, Huddleston Tax CPAs. He is a graduate of Washington State University and the University of Washington School of Law.

Deductable Rental Property Expenses, part 2

If you are leasing property for revenue, it is very important for you to make sure that a number of expenses and services are adequately set up and recorded for tax uses. Why don’t we discuss these expenditures.


Insurance coverage payments are pre-paid prior to the given time frame. Illustration: You purchased insurance on the rental property in March 2012 for $1200. April 2012 to March 31, 2013 will be the policy period of this plan. Since the protection timeframe does extend past the current tax year, you should allocate the payments pertinent to the present tax year only and bring forward the balance for the following filing year. This means that $900 (9 months April to Dec 2012) or $100 per month of qualified rental use could be the tax deductible insurance premium.

Business and personal customers will often receive a discount rate if their insurer is willing to combine their insurance premium products. Only the business rental property pertinent part may be deductible. The private and non-business related use might be tax deductible with your individual income tax return. Lastly, Title Insurance is not applicable as an expense and must be part of the Cost Basis of the rental property.

Cleaning and Maintenance

When it is applied to continuous cleanliness and upkeep of common spaces, then regular upkeep of the rental property can be an allowed expenditure. These kinds of costs are confined to the hours which have been permitted leasing hours but not personal use days. Several rental property owners have long term contracts with local professional services to maintain the rental property on a regular basis to be sure it’s in running and functional order. This might include such expert services as window cleaning, dusting furniture, appliance cleaning and repairs. Only these types of professional services are permitted, any sort of major structural improvements or modifications have to be allocated to the Cost Basis of the property.


Every so often, there will probably be some kind of need to mend an appliance, touch up a little repainting, or some task that will not demand a major renovation of the property framework. In accordance with the rental duration, you can deduct these kinds of required and common expenditures.

Don’t include any kind of times which would be looked at to be individual use times, because expenses are only allowable in relation to the earnings of the property. Only those expenses that are directly related to the authorized leasing timeframe are allowed.

  • On the IRS’s site, you’ll find the the reports you need. If you need more information, look at IRS Publication 527.

Seattle CPA+John Huddleston has written extensively on tax related subjects of interest to small business owners. He is a graduate of Washington State University and the University of Washington School of Law.

Allowable Automobile and Local Travel Expenses Related to Owning Rental Property

The specialized use of your personal motor vehicle and other forms of local travel can be deducted as an expense depending on a number of criteria and provided these costs are normal and needed to run your rental property business. Certain expenditures you will be allowed to deduct include costs of using your motor vehicles to obtain revenue from tenants and traveling to provide maintenance to your property. Given that commuting to work is really a private cost, this is not permitted for deduction. Any type of expenses incurred by traveling from your personal property to your rental property for improvements are not deductible. This is commonly recovered under a cost recovery system such as depreciation.

Actual Expenses

Using this approach you will document the different costs pertaining to travel out of the home connected with the leased premises. Each of these business expenses must be recorded and backed up with receipts in keeping with IRS Publication 463, Chapter 5. You need to have a touchable record to back up any deductions. There are software program applications offered with iPod, Quick Books, or Mint, as well as others. It is essential this data be reported, with supporting documents connected, on either a Schedule C or Schedule E. For people with multiple rental properties, your expenses must be allotted to each individual property where the expenses are accrued. Make sure not to add in any sort of non-business use or other use except those specifically associated with the rental property.

Mileage Method

According to this process, you  deduct your actual miles driven. For example, if you drove twelve hundred miles during 2012, you would implement the present standard mileage tax rate of $0.55.5 per mile.

Working with neighborhood transport including Zip Cars, metro bus services, and motor vehicle rentals, your travel costs must have a direct connection to the real-estate. You will need documents to back this. When using public transit, it is advisable that you obtain a separate ticket card and company account for car rentals and Zip Cars showing that this use is entirely business associated.

Quick Note: You can obtain the different documents suggested in this information on the IRS’s webpage. To find out more, please check with IRS Publication 527.

Seattle CPA+John Huddleston has written extensively on tax related subjects of interest to small business owners. He is a graduate of Washington State University and the University of Washington School of Law.

Tax Forms which Will Be Necessary for Reporting Rental Income and Expenses

As a law abiding property owner, to thoroughly record and report your annual rental funds to the Revenue Service, you must have different Internal Revenue Service tax documents which you’ll find layed out inside of this brief article. As laid out just below, the tax documents considered necessary change depending on the sort of official organization which manages the rental property (individual, partnership, corporation, or LLC). View the article entitled Best Rental Property Ownership, included inside this Guide, for additional info about legal entity rental property ownership.

TIP: Each of the documents discussed below are available on the Internal Revenue Service’s website, at: If you’re using tax preparing programs, it will have all of the necessary forms.

Individual Ownership

Which includes shared property ownership with a significant other, tenancy in common, or mutual tenancy with right of survivorship.

Form 1040. First and foremost, you will have Form 1040, the document filled out by all independent taxpayers. On line 17 of the first page of Form 1040 will be your total rental profit or financial loss, subject to taxes. You will not be able to take advantage of the simple Forms 1040A or 1040-EZ, as a property manager with rental income and expenses.

Schedule E. Schedule E is a certain addendum to Form 1040. Of this addendum’s assorted usages, the purpose of reporting leasing profit and expenses is applicable to yourself. The section of Schedule E labeled as “Part 1” will be the single part you have to fill in. A few relevant tips to keep in mind: if you own the rental mutually with another person who isn’t your spouse, report about the profit you gained along with the expenditures that you sustained. Also, do not forget that if you rented for just a portion of the entire year, or you were renting a section of your personal property, you’ll need to keep track of your expenditures concerning rental and non-rental use. To get more advice, check out Tax Deductible Rental Property Expenses, the article collection which is provided inside this Guide.

Form 4562. On line 18 of Schedule E, you will deduct the depreciation of your rental, which you’ll use Form 4562 to calculate. For more advice, look at the article titled, Depreciation Expenses for Rental Property, which is included in this Guide.

Partnership/Corporate Ownership

Such as a general or limited partnership, or S corporation.

Form 1065/1120-S. The form a joint venture uses to report each of its company operations is Form 1065, that you must use when you have a partnership. Form 1120-S is utilized by an S corporation to report company operations. The total rental profit or deficit are going to be reported on Schedule K, line 2 of Form 1065 or 1120-S (Schedule K is embedded within those forms).

Form 8825. Form 8825 is for partnerships and S corporations, but works similar to Schedule E. Schedule E and Form 8852 are essentially similar. Make sure to report whole sums of any profits and expenses accrued by the partnership or corporation (In the future, they will be allocated to each investor or partner).

Schedule K-1. The total leasing earnings or financial loss due to each investor or partner is reported by this tax document, as outlined by the ownership interest of each shareholder or business partner. The information of the K-1 received by each individual partner needs to be reported on his or her Form 1040, Schedule E, Part II.

LLC Ownership

You can file just like you are an individual property owner considering that, for income tax uses, a single-member LLC is really a disregarded entity (look above). A multiple-member LLC might choose to be taxed as a partnership or as an S corporation (see above).

Huddleston CPA +John Huddleston has written extensively on tax related subjects of interest to small business owners. He is a graduate of Washington State University and the University of Washington School of Law.

Deductions for Landlords: The Home Office

Many tax payers are leery of home office deductions, concerned that these tax write-offs are more likely to inspire an IRS audit. The IRS claims there is no meat to this claim. In any case, follow the rules and you should have no concerns.

The key to this deduction is that owners of rental properties may claim this deduction if they are active, which is to say you must be doing more than cashing checks. If you routinely spend a substantial amount of time preparing and maintaining properties, you will likely qualify as an ACTIVE rental property owner.

If you meet the criteria for being an active rental property management the next requirement is that you must regularly use the office space exclusively for running your business as a rental property manager.

Additionally, you must meet one of the following requirements:

1. This office must be your principle space for running your rental property business.

2. You must have no other location from where you run the administrative end of your business

3. You use the space to meet clients and potential clients.

4. You use some other structure on your property to conduct business.

After you’ve determined that you are eligible for home office deduction, then it’s time to look at what expenses qualify for write offs. There are two major types: direct and indirect. Indirect expenses benefit the entire home. Whereas, direct expenses benefit the home office space only. Examples of direct expenses could be cleaning or painting expenses. While examples of indirect expenses can be payments on mortgage, property tax, and utilities, these expenses are apportioned out between the office and the rest of your home. This percentage is normally calculated by the square-footage ratio. To demonstrate, a 2,000 square foot home with a 200 square foot office space would mean that 10% of indirect expenses (mortgage payments, utilities, et cetera) would count toward home office deduction expenses.

Since you don’t want any trouble if you do get audited, you are going to want to maintain good records to confirm that you were/are entitled to take the deduction and that it has been accurately reported. You should document the home office space by a diagram and/or photograph that supports your square footage calculation. It is advisable to use your home office address on business cards and other forms of communication and to have business mail delivered there. You should maintain a log of client meetings and other time spent working there. Records you should keep to substantiate expenses include: 1098 mortgage interest statements, property tax statements, utility bills, insurance premium notices and receipts for any other relevant home office expenses.

This is a basic guide to home office deductions. This is not a substitute for the expert counsel of a Seattle Certified Public Accountant.

Seattle CPA +John Huddleston has written extensively on tax related subjects of interest to small business owners. He is a graduate of Washington State University and the University of Washington School of Law.


The Home Office Deduction for Landlords

There aren’t many tax deductions taken by business owners that are more dreaded than home office deductions. Some tax payers are convinced that claiming this deduction increases the odds of an audit, while the IRS is firm that this just isn’t the case. Either way, if you abide by the rules, and maintain proper records, you should have no fears.

To claim this deduction you must be active (beyond depositing monthly checks). If you regularly spend a substantial amount of time maintaining and preparing properties, you will likely fit the term “active”.

Once you’ve met this qualifier you also have to meet the basic home office deduction thresholds. To start with, you must use the home office exclusively for your rental business on a regular basis.

Additionally, you must meet one of the following requirements:

1. This office space must be the principle location from where you manage and run your business as a rental property manager.

2. You must have no other location from where you run the administrative end of your property managment rental business.

3. You meet up with tenants in this home office space.

4. You use another structure on your property to conduct business.

After you have applied the threshold tests above and determined that the work area in your home does in fact meet the requirements for the home office deduction, you will need to look into what kind of expenses can be written off. There are direct and indirect types of home office deductions. Direct expenses solely benefit the home office area of the home such as painting or cleaning. Indirect expenses benefit the entire home and must be apportioned out between the home office space and the rest of the house. Mortgage interest, insurance, property taxes and utilities are common examples of indirect expenses. Square footage is the conventional way of calculating the proportion of the home office in relation to the entire house to come up with a percentage. A 2,000 square foot house with a 200 square foot home office area would mean 10% of the indirect expenses could be deducted as part of the home office deduction. You can also depreciate the house structure (not the value of the land) in the same percentage over 40 years. However, this may complicate matters when you sell the house.

As you don’t want any trouble if you do get audited, you want to maintain good records to confirm that you were entitled to take the deduction and that the claim has been accurately reported. You should document the home office space with a diagram and/or photograph that supports your square footage calculation. It is sensible to use your home office address on business cards and other forms of communication and to have business mail delivered there. You should maintain a log of client meetings and other time spent working there. Records to keep proving expenses include: 1098 mortgage interest statements, property tax statements, utility bills, insurance premium notices and receipts for any other home office expenses.

This subject matter can get quite sophisticated and the aforementioned is only intended to give you a basic understanding of the circumstances that would allow you to take advantage of the home office deduction.

Seattle CPA +John Huddleston has written extensively on tax related subjects of interest to small business owners. He is a graduate of Washington State University and the University of Washington School of Law.


Tax Deductible Rental Property Expenses, Part 1

There are quite a few deductible expenses linked to owning a rental property. In this write up we will expand on expenses regarding interest, advertising, and professional fees, these are expenses you may deduct from gross rental income in order to calculate your net rental income.


If you’re renting a room in your home, or if it is a duplex and you’re occupying the other unit, you will need to pro rate the mortgage expense. (See the article titled Personal Use of Rental Property, included in this guide, for more on how to calculate personal use). Now if you are renting the property as its own living unit, you can deduct all of the mortgage interest you paid on Schedule E. Also, if you own only a part interest in the rental, you must multiply the total amount of mortgage interest paid on the property by your ownership interest. Be aware, however, that certain expenses you pay to obtain a mortgage (such as title/recording fees and commissions) are capitalized as part of your depreciable basis for the property, and are not expensed. See the article titled Depreciation Expenses for Rental Property, included in this Guide, for more on depreciation expense. Other types of interest may also be deductible, if you incurred the interest solely for the benefit of the rental property.


Promoting a rental property on the open market, through marketing efforts such as posting newspaper ads or paying for internet marketing, is a tax deductible expense.

Professional fees

If you pay an attorney at law to compose a rental agreement or initiate legal proceedings to evict a renter, you are able to deduct these expenditures. Also you can deduct the fees of an accountant or Seattle CPA for preparation of the Schedule E of your return from the year prior. But do not forget to pro rate the entire fee between the rest of your return versus the Schedule E portion of you return based on time spent. Any fees unrelated to the Schedule E appear on Schedule A as personal tax preparation expenses. Also any management fees or commissions to professional realtor groups for managing your property are deductible as well.

Seattle CPA has written numerous articles on accounting and other tax related subjects. He is a graduate of Washington State University and the University of Washington.

Startup Expenses and Relevant Deductions

Specific expenses incurred in readying a rental property (before actually letting the rental property), are tax deductible. Let’s take a look at several of these expenses.

Note: Startup expenses laid out here, are dissimilar from the expenses allowable as a deduction (under Internal Revenue Code section 195.) According to that section, particular expenses incurred as startup expenditures in an active trade or business are deductible up to $5,000, with the balance amortizable over fifteen years. However, in this section of the Internal Revenue Code, rental activity isn’t included because rental activity is thought to be a passive activity not an active trade or business. Find more on active versus passive rules in the article entitled Tax Deductible Rental Losses.

Note: It isn’t when you’ve literally rented real estate that rental activity starts, but when you make the property available for rent.

Obtaining a Mortgage Expenses

Expenses such as mortgage commissions, abstract fees, and recording fees, are capitalized and turned out to be part of your basis in the property. And this means that you have to depreciate these expenses, rather than expensing them all at once. See the article entitled Depreciation Expenses for Rental Property, included in this rental property tax guide, for more on depreciation.


“Points” are charges paid by a borrower to take out a loan or a mortgage. These charges may also be called loan origination fees, maximum loan charges, or premium charges. Points are deductible as interest, but require that you amortize the points over the life of the loan. Figuring out the amount of points to amortize per year is no simple venture. Talk to a Seattle tax professional.

Improvements versus Repairs

You need to depreciate and capitalize improvements to the property prior to putting it on the market. Improvements prolong the use of the property or materially add to the property’s market value. On the other hand, you may freely deduct all repair expenses. A repair aims to keep your property in good working condition, not to increase the market value or prolong use.

Seattle Accountant  has written prolifically on accounting and other tax related subjects. He is a graduate of the University of Washington School of Law, holding a Masters in Tax Law and a Juris Doctorate.

Ownership of Rental Properties

This article will look at the various types of entities for the ownership of rental properties. Below, you’ll see that different types of entities have their respective pluses and minuses. However, the goal in each case is to limit liability and guard your rental property from unsecured creditors.

When forming an entity, you will have to go to Legal Entity Registration to complete the registration.

Note: This guide will not serve to replace the competent council of a Seattle Accountant or attorney. You should seek qualified professional counsel when establishing an entity and shifting ownership of a rental property.

Individual Ownership

This is the simpler and most popular method of taking ownership. This is when you purchase a property in your own name. The leading disadvantage of this form of ownership is that your creditors may be able to force a sale of the rental property if they receive a court order, or they might compel you into involuntary bankruptcy. A big advantage of this form of ownership is that the process is simple, without heavy filing fees or complex forms.

Legal Entity Ownership

Legal entities include limited partnerships, general partnerships, limited liability companies, and corporations. Let’s look at the difference a bit later. First let’s look at the major advantage of entity ownership, that being with entity ownership your personal creditors can’t force a sale of a rental property. The only entity type that does not require registration with the secretary of state is the general partnership. Regarding taxes, you’ll see the entity type doesn’t matter that much because in most cases rental income is taxed on your personal tax return, See the article titled “Necessary Tax Forms for Reporting Rental Activity,” which is included in the Landlord Tax Guide for more on this.

General partnership. A partnership is an association of two or more people who carry on as co-owners of a for-profit business. In a general partnership, each partner has equal management rights, and are personally liable for the debts of this partnership. And regarding that liability, a general partnership is in general not ideal.

Limited partnership. This entity is more complex than the general partnership as it requires both one limited partner and one general partner. The general partner has sole management rights, as well as personal liability for any resulting debts. Whereas, the limited partner is not personally liable for debts of the partnership and furthermore is without management rights. This entity selection is generally not recommended.

Limited liability partnership/company. A limited liability partnership and a limited liability company are pretty similar entity types, both provide for limited liability to the partners/members. This means you will not be personally liable for the entity’s debts, that is unless the debt is a result of your own wrongdoing. This kind of ownership is usually preferable because of limited liability plus there are fewer formalities that require observance than with corporations.

Corporations. This mode of ownership gives you limited liability and allows for perpetual existence. Although this selection of ownership requires the upholding of specified formalities in order to maintain this limited liability status. Thus for this reason that LLCs and LLPs are generally more suitable to your purposes. Also worthy of noting is that corporations are categorized as either s-corporation or c-corporation. When a corporate entity is taxed as a c-corporation, then it pays tax on rental income, and then you will pay tax (again) when the c-corporation pays dividends. And it is more desirable to side-step the double-taxation trap when you are able to.

Seattle CPA is a graduate of Washington State University and the University of Washington. He has written many articles in the tax realm over the years.

Considerations in Purchasing a Dental Practice

Deciding where to buy, how to go about it, and what kind of dental practice to purchase is a very important step in the career of a dentist. There are many essential decisions to make and key factors to examine as you search for the perfect dental practice that meets all of your needs.

Take your Time

Dentists must not rush into a purchase, and need to manage their expectations, understanding that the process will take some time. There is no need to hurry through important steps and be impatient. Buying the right dental practice for you matters more than closing a deal quickly when the first opportunity presents itself.

Choosing the Best Location

Where do you want to live? Being a practice owner is a big commitment, and being a part of the local community is a big part of that. Dentists who involve themselves in community events and organizations are usually successful as they are meeting people and networking all the while. A short to medium commute is an important consideration. Trading off time spent in commute with time spend amongst family and friends is not a bad deal.

Establish yourself amongst people you can relate to and people you can enjoy. Your practice and your interpersonal life will reap the benefit. Suburbs? Intercity? Rural? Consider where your competition is. This is a major indicator of your likelihood of running a successful dental practice. Will your spouse be able to find work? Will your kids end up in a school district that will nurture them and grant you piece of mind?

Choose the Ideal Practice for You

Lay out a working business plan. What size of dental practice do you anticipate? And do be careful to leave room for growth. Will you be establishing a specialized or generalized dental practice. Can you establish relationships with other practices in the community that can give you referrals? Do you prefer a five-day-a-week schedule with a long client list? Or maybe you’d prefer a smaller practice that allowed for more time off. These decisions affect your finances and stress levels–what can you reasonably make work?

Seek a Valuation

Get a CPA or CVA to perform a business appraisal on the proposed business purchase. Then you’ll have an informed point of view going into things. This is going to give you a leg up in negotiating your purchase.

Establish a Support Net

Just as your business cannot operate without the support of patrons, you’ll never realize your full-potential without the aid of experienced professionals. Trusted advisors can save you plenty of trouble. Here are a few people you’ll need:

  • A CPA or accountant who has experience guiding dental practices and other small businesses on reducing tax burdens and remaining tax compliant. You will want a Certified public accountant who does more than tax returns. You will want a cpa to advise you on how to structure your business entity (LLC, PLLC, Sole Proprietorship, S-Corp, C-Crop).
  • A Bookkeeper who is experienced in a bookkeeping software system such as Quickbooks. A certified Quickbooks ProAdvisor is a level of distinction in which a bookkeeper certified by the makers of Quickbooks as knowledgeable with the bookkeeping platform.
  • A legal professional to protect your interests and review documents.
  • A consultant also would likely prove valuable in the long run, helping you meet goals.
  • From the start, establish a relationship with a bank. Getting prequalified, and ready to finance, puts you in the know in terms of how much you can afford when putting in an offer.
  • An insurance rep will assess the value of your business and evaluate risk to see just how much coverage you will be needing.
  • It is a wise idea to seek the counsel of a mentor or business confidant of some kind, perhaps a veteran dentist who once went through the same process you’re going through now.
  • A marketing expert-preferably someone with knowledge of internet marketing.
Tax CPA John Huddleston is the author of the Self-employment Tax Guide which is a free resource for small business owners and the self employed for tax saving strategies and tax filing requirements. Mr. Huddleston has a law degree and masters in tax law from the University of Washington School of Law. He has been a guest tax expert on the radio. He advises small businesses in the Seattle Bellevue Tacoma & Everett area on various tax and accounting issues. His firm, Huddleston Tax CPAs, also provides tax preparation service, quickbooks consulting, business valuation, general accounting and bookkeeping service. Profile information on CPA John Huddleston and the CPAs employed by Huddleston Tax CPAs is available at the profile tab. Seattle CPA John Huddleston is a frequent publisher of tax saving ideas.

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