As a landlord, it is very important to understand the expenses you are allowed to deduct on your taxes. These things will help reduce your taxable income, which will help reduce your tax burden. Taking advantage of every tax deductions available can help you maximize your profit. Here are twelve of the most common deductions.*
Ordinary and Necessary Expenses
You can only deduct expenses that are considered ordinary and necessary in the line of business:
- Ordinary Expenses- Are “common and accepted” within your industry. For example, an ordinary expense for a landlord could be paying a contractor to fix a roof leak.
- Necessary Expenses- Are “helpful and appropriate” to your business. For example, a necessary expense for a landlord could be buying Quicken Rental Property Manager to streamline property management.
Keep Detailed Records
If you are going to claim anything on your taxes, you must be able to provide proof in case you are ever audited. You must keep detailed and accurate records of all income and expenses relating to the rental property.
Your Deductions May Differ
The following are common tax deductions. They do not apply to every landlord, rental property owner, or property investor.
For example, many of these deductions do not apply to those who rent out homes or condos which are also considered their residence. The property is considered a residence if you used it for personal use for greater than ‘X’ number of days in that year or ‘X’% of days that the property was rented out at fair market value. (These numbers will be listed in the current tax year's Schedule E or you may consult with your accountant).
You must consult your accountant or the IRS to determine the correct way to file your taxes and the proper deductions for your specific situation.
Here are 12 things landlords can deduct on their taxes.
For something to be considered depreciable, it has to meet three rules:
- Be expected to last for more than a year.
- Be valuable to your business in some way.
- Lose its value or wear out over time.
Some examples of depreciable assets are:
- The purchase price of the property (minus the value of the land).
- Improvements to the property such as new kitchen cabinets or a brand new roof.
- Shrubbery or fences.
- Furniture or appliances.
- Automobile for business use.
The way you depreciate an asset will differ depending on what the asset is. Different assets, such as a refrigerator or a building, will have different useful lives and will need to use different types of depreciation, such as straight line depreciation or accelerated depreciation. Consult the IRS or your accountant to determine the type of depreciation to use and the useful life of each asset you are trying to depreciate.
2. Passive Activity Losses
Owning rental property is considered a passive activity. There are complex rules which apply to passive activities, but in short, they limit your ability to claim losses incurred in passive activity against other types of income.
There are certain exceptions:
- Real Estate Professionals-f you are considered a real estate professional (certain rules apply such as working at least 750 hours a year on real estate related activities), any rental real estate activities you participate in are not considered passive activities.
- Actively Involved- If you are considered actively involved in your rental activity, you can:
- Deduct up to $25,000 in passive rental losses if you make under $100,000.
- Actively involved means you must have participated in making management decisions, such as:
- Finding tenants
- Deciding on the terms of your rentals
- Your interest in the rental activity has never been less than 10% for the year.
- The amount you can deduct will decrease for every dollar your income is above $100,000.
- You will not be able to deduct any passive activity loss once your income reaches $150,000.
You may deduct the expense of repairs that have occurred in a given tax year. Repairs are considered work that is necessary to keep your property “in good working condition”. They do not add significant value to a property.
Repairs include things such as painting. It is important to understand that all maintenance you do on your property is not considered repairs. The IRS makes a distinction between improvement and repairs.
Improvements are seen as adding value to the property. Improvements cannot be deducted in full in the year they incurred. Rather they must be capitalized and depreciated over their useful life.
4. Travel Expenses
Landlords are allowed to deduct certain local and long distance travel expenses that are business related. This does not include commuting expenses, meaning traveling from your home to your everyday office or place of business.
If you have your own automobile for local travel, you can take your deduction using either the standard mileage rate or using the actual expenses incurred, such as the cost of gasoline and maintenance on the vehicle. You can also deduct:
- parking fees and tolls
- interest on a car loan
- any applicable registration or license fees and taxes.
If you do not have your own vehicle, you can deduct your public transportation expenses for business purposes.
You can deduct the interest you have paid on business-related expenses such as:
- Interest you have paid on mortgage payments or other business loans.
- Interest on car loan payments (but only the part used for business purposes).
- Interest paid on credit cards used solely for business purposes.
6. Home Office
You can take the home office deduction if you use a part of your home exclusively as an office for your business. You must conduct the majority of your business here to claim the deduction. The amount you can deduct depends on the percentage of your home that your home office takes up.
7. Entertainment Costs
Unfortunately, entertainment costs do not refer to costs used to entertain yourself. Entertainment costs mean those incurred during business dealings. For example, taking a client to your country club or giving a potential investor two tickets to the theater are entertainment expenses.
8. Legal and Professional Fees
If you hire a professional to do work for you, the fee you pay to them is deductible. This includes:
- Attorney fees
- Accountant fees
- Real estate agent fees
- Fees paid to other professional advisers.
9. Employee Compensation
If you hire someone to do work for you, you can deduct the wages you pay to them as business expenses. This includes the wages of both full-time employees, such as a property manager or a live-in superintendent and part-time employees, such as a contractor you hire once to fix a roof leak.
You can deduct your property taxes, real estate taxes, and sales tax on business-related items that are not considered depreciable for the year. You can deduct fees for tax advice and the preparation of tax forms related to your rental real estate property. You cannot, however, deduct legal fees from defending the title of the property, to recover property or to develop or improve the property. You must add these types of fees to your property’s basis.
You can deduct the premiums you paid on most types of insurance including health, accident, causality, theft, flood, fire, liability, vehicle, and health insurance for your employees.
1.2. Casualty Losses
If your property was damaged by a catastrophic event like a fire, you may be able to deduct some or all of the loss. The amount you can deduct will depend on your insurance and the amount of damage to the property.
Other Common Tax Deductions Include:
- Advertising costs.
- Rent you paid to others.
- Telephone calls related to your rental property activities. However, you cannot deduct the first line for local service coming into your home. That is considered a personal line.
- You can credit or deduct expenses paid to make your property accessible to individuals with disabilities or the elderly.
- If your property is considered a commercial building, you can deduct costs to make it energy efficient.
*You should always consult the IRS or a certified accountant to decide what deductions apply to your specific situation.