Real Estate professional logbook example

Tax, SDIRAs & Cost Segregation
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Real Estate professional logbook example

James E.
Investor · Boston, MA · Member since 2014 · 232 posts · 165 votes

Hey BP - does anyone mind sharing an example of their real estate professional logbook? Would love to see an example of some real life qualifying activities and what you're including.

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Sean O'KeefePro Member
CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
2y

@James E. @Clive Smith I have a sample log in format that follows the IRS Audit Techniques Guides (ATGs). Let me know if you'd like a copy. 

[email protected]628-241-0888
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  • Jennifer Perkins
    Member since 2024 · 2 posts · 2 votes
    1y

    Anyway that I could get a link/copy of your spreadsheet you have for clients to log hours/activity? Thank you in advance

    1Reply
  • Tyler Carter
    Huntsville, AL · Member since 2017 · 14 posts · 10 votes
    1y

    @Sean O'Keefe, can I get a copy of the sample log as well?  Thanks in advance 

    1Reply
  • Sean O'KeefePro Member
    CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
    1y

    Will send 👍

    [email protected]628-241-0888
    0Reply
  • Edgar Estrada
    Rental Property Investor · San Antonio, TX · Member since 2016 · 66 posts · 10 votes
    1y

    @Sean O'Keefe- Can I also get a copy please? 

    1Reply
  • Benjamin Louie
    Property Manager · Erie & Millscreek PA | Maggie Valley & Haywood County NC · Member since 2024 · 264 posts · 118 votes
    1y

    @James E.

    Hey James! Here’s a simple real estate professional logbook setup I use:

    Columns to track:

    • Date – when the activity occurred

    • Activity Type – e.g., property research, client calls, showings, contract review, networking, marketing

    • Description / Notes – short details like “Reviewed 5 comps in South Boston for rental analysis”

    • Time Spent – helps track hours toward the 750+ yearly threshold

    • Supporting Docs – optional screenshots, emails, or notes

    Example entry:

    • Date: 09/12/2025

    • Activity: Property Analysis

    • Notes: Reviewed 6 single-family rental comps, analyzed cash flow potential

    • Time: 2 hours

    • Supporting Docs: Zillow screenshots

    Keeping it consistent and organized makes it easy to track your qualifying activities and total hours.

    0Reply
  • Stephen Densmore
    Member since 2022 · 1 post · 1 vote
    1y

    @Sean O'Keefe - Hi Sean - would you mind sending me a copy as well?  Thanks in advance!

    1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      1y
      Quote from @Stephen Densmore:

      @Sean O'Keefe - Hi Sean - would you mind sending me a copy as well?  Thanks in advance!

      No worries, sent you sample material, participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Bob V.
    Austin, TX · Member since 2013 · 10 posts · 10 votes
    1y

    @Sean O'Keefe I would like a copy as well please. Thank you!

    1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      1y
      Quote from @Bob V.:

      @Sean O'Keefe I would like a copy as well please. Thank you!

      Sure, will send you sample material, participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Laura Newton
    Rental Property Investor · Member since 2023 · 26 posts · 15 votes
    1y

    @Sean O'Keefe when you get a chance can you share sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)? 

    0Reply
  • Heidi Johnson
    Member since 2023 · 15 posts · 7 votes
    1y

    @Sean O'Keefe

    Can I also get a copy? 

    0Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      1y
      Quote from @Heidi Johnson:

      @Sean O'Keefe

      Can I also get a copy? 

      Sure, you got it! I just sent you sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      9mo
      Quote from @Heidi Johnson:

      @Sean O'Keefe

      Can I also get a copy? 

      Sure, you got it! I just sent you sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Rohullah Sharifi
    Dr · VA · Member since 2025 · 154 posts · 34 votes
    1y

    you can use simple excel to same cost. or may use paid software. 

    0Reply
  • Tad Doan
    Member since 2025 · 1 post · 1 vote
    1y

    Hey Sean! You mind sending me a copy of the sheet too? Thanks!

    1Reply
  • Rohit Sangal
    Member since 2025 · 1 post · 1 vote
    1y

    Hey Sean! You mind sending me a copy of the sheet too? Thanks!

    1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      1y
      Quote from @Rohit Sangal:

      Hey Sean! You mind sending me a copy of the sheet too? Thanks!

      Sure, I'll send you sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Jessica Banks
    Member since 2025 · 1 post · 1 vote
    11mo

    Hi @Sean O'Keefe, it seems like I am late to the party, ha! Would you mind sharing that REP sample log with me as well? 

    Thanks!

    1Reply
  • Jamie WarckenPro Member
    Investor · Salt Lake City, UT · Member since 2020 · 10 posts · 4 votes
    9mo

    @Sean O'Keefe I'd love a copy too, please!

    1Reply
  • Kumyl Najeeb
    Member since 2025 · 1 post · 1 vote
    9mo

    Hey@Sean O'Keefe any chance I could get a copy too?

    1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      9mo
      Quote from @Kumyl Najeeb:

      Hey@Sean O'Keefe any chance I could get a copy too?

      Sure, I'll send you sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Reyjie Sobebe
    Member since 2025 · 29 posts · 7 votes
    9mo

    Happy to share what mine looks like. I keep it very simple but consistent: date, property, time spent, and a brief description of the activity. Real-life qualifying tasks I log include reviewing listings and underwriting deals, coordinating with property managers and contractors, approving repairs, tenant communications, lease reviews, bookkeeping, and planning improvements. I usually add notes on why the activity was necessary and whether it was operational or management-related. I track time daily or weekly so nothing gets backfilled months later. Personally, I use a structured log system that timestamps entries and keeps everything organized in case it’s ever questioned, which gives me peace of mind without overthinking it.

    0Reply
    • Karen PlattPro Member
      Member since 2025 · 2 posts · 2 votes
      8mo
      Quote from @Reyjie Sobebe:

      Happy to share what mine looks like. I keep it very simple but consistent: date, property, time spent, and a brief description of the activity. Real-life qualifying tasks I log include reviewing listings and underwriting deals, coordinating with property managers and contractors, approving repairs, tenant communications, lease reviews, bookkeeping, and planning improvements. I usually add notes on why the activity was necessary and whether it was operational or management-related. I track time daily or weekly so nothing gets backfilled months later. Personally, I use a structured log system that timestamps entries and keeps everything organized in case it’s ever questioned, which gives me peace of mind without overthinking it.


       I'd love a copy. Thank you!

      1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      8mo
      Quote from @Karen Platt:
      Quote from @Reyjie Sobebe:

      Happy to share what mine looks like. I keep it very simple but consistent: date, property, time spent, and a brief description of the activity. Real-life qualifying tasks I log include reviewing listings and underwriting deals, coordinating with property managers and contractors, approving repairs, tenant communications, lease reviews, bookkeeping, and planning improvements. I usually add notes on why the activity was necessary and whether it was operational or management-related. I track time daily or weekly so nothing gets backfilled months later. Personally, I use a structured log system that timestamps entries and keeps everything organized in case it’s ever questioned, which gives me peace of mind without overthinking it.


       I'd love a copy. Thank you!

      Sure, you got it! I will send you sample material participation activity tracker / REPS Log that follows the guidance suggested in IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Max Segal
    Specialist · Chicago, IL · Member since 2025 · 15 posts · 4 votes
    8mo

    i'd love a copy as well

    1Reply
  • Miss Kyra
    Rental Property Investor · Cedar Ridge, CA · Member since 2017 · 4 posts · 7 votes
    7mo

    I would also love a copy of the tracker. Thank you!

    1Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      7mo
      Quote from @Miss Kyra:

      I would also love a copy of the tracker. Thank you!

      Sure, you got it! I will send you the sample material, participation activity tracker / REPS Log that follows the guidance suggested in the IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
    • Sean O'KeefePro Member
      CPA | Accepting new clients | 50 States · Member since 2022 · 1k+ posts · 871 votes
      7mo
      Quote from @Miss Kyra:

      I would also love a copy of the tracker. Thank you!

      Sure, you got it! I will send you the sample material, participation activity tracker / REPS Log that follows the guidance suggested in the IRS Audit Techniques Guide (ATG)
      [email protected]628-241-0888
      0Reply
  • Jay Taylor
    Boston, MA · Member since 2019 · 10 posts · 5 votes
    7mo

    Coming to this thread late but figured I would share what we are doing since we are in the middle of our first year qualifying.

    My wife manages our two 3-unit buildings full-time and is tracking every hour against the 750-hour threshold and 50% test. The biggest lesson so far: the IRS does not care how many hours you worked if you cannot prove it with contemporaneous records. Reconstructing a log at tax time is exactly what they look for in an audit.

    What we track for every entry: date, start time, end time, property address, activity category (we use the IRS audit guide categories: property management, tenant relations, maintenance coordination, bookkeeping, acquisitions research, etc.), and a brief description of what was actually done. The description matters because "property management 3 hours" will not survive an audit but "coordinated plumber for unit 2 leak, called tenant to schedule access, followed up on repair completion" will.

    A few categories people forget to log: driving time to and from properties (counts), time spent researching new acquisitions (counts toward the 750 hours if you are in real property trades or businesses), reviewing financials and bookkeeping for rental properties (counts), and time spent on compliance like lead paint inspections or Section 8 paperwork.

    We were using a spreadsheet at first but it was hard to keep up with daily. I ended up building a tool (Brickfolio, brickfolio.org, free beta) that has a built-in timer so my wife can start and stop tracking as she works, with the activity categories pre-loaded from the IRS audit guide. It also ties each entry to the specific property so the log has built-in corroboration with the actual property records. Not for everyone but it solved the "I forgot to log yesterday" problem for us.

    The non-RE work tracking is the part most people miss. The 50% test means you need to prove that more than half of all personal service hours were in real property. If you have a W-2 job, that is hard. If your spouse does not have a W-2 and manages full-time, tracking their non-RE hours (volunteering, side gigs, etc.) is just as important as tracking the RE hours to prove the ratio.

    0Reply
  • Jason MalabuteBusiness Member
    Accountant · Los Angeles, CA · Member since 2016 · 2k+ posts · 904 votes
    7mo

    If anyone here needs a real estate professional logbook template to track your hours, I have one you can use for free.

    Malabute & Company CPAs525 Reviews
    WebsiteView Page
    0Reply
  • Eric M.
    Member since 2023 · 34 posts · 13 votes
    6mo

    Hi Sean,

    I'd love a copy as well, thanks!

    Eric

    1Reply
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