Calculating Depreciation for Rental Additions and Improvements

January 2, 2025 10 min read

A Guide To Depreciation for Rental Additions and Improvements

Depreciation is the gradual decline in value of assets over time. It applies to everything from buildings to equipment to cars. As a rental property owner, think of it as your property’s wear-and-tear tax break—a way to turn aging assets into valuable deductions.

One common area of confusion for landlords is calculating depreciation for additions and improvements. Getting this right isn’t just about staying on the IRS’s good side—it’s also about making sure your bottom line benefits from every possible deduction. Properly calculating depreciation for these assets is a critical skill for landlords and property investors.

In this guide, we’ll break down the essential concepts and steps for tackling depreciation of rental additions and improvements with confidence—because every dollar saved counts.

What Are Additions and Improvements?

The IRS distinguishes between repairs and improvements to rental properties under guidelines set in IRS Publication 527. Making this distinction matters because improvements and additions must be capitalized and depreciated over their useful life, while repairs are considered routine maintenance and can be deducted in the year incurred.

Improvements are defined as expenditures that follow the below criteria:

Betterment: Enhance the property’s value, strength, or quality.
Adaptation: Modify the property for a new or different use.
Restoration: Restore the property to a like-new condition.

These criteria are collectively known as the B.A.R. (Betterment, Adaptation, Restoration) standards. For instance, installing a new roof, adding a room, or upgrading the HVAC system are all considered improvements. According to IRS Publication 527, these kinds of improvements must be capitalized and depreciated over the property’s useful life.

Common Rental Property Improvements

Improvements to your rental property can vary based on the nature of the property and your tenant's needs. These improvements will not only make the property more attractive but will also help you improve tenant retention and increase the property’s resale value. Here are some common examples:

Major Restorations: Involves significant upgrades (also known as capital improvements) that restore or improve the property’s structure or core systems. For example, renovating an outdated HVAC system to install a modern, energy-efficient unit.
Land Enhancements: Refers to improvements made to the property’s exterior or surrounding land to enhance its functionality or appeal. This could be like adding sidewalks or paving a driveway.
Value-Boosting Additions: Includes structural changes that significantly increase the property’s value. An example of this would be constructing a sunroom to attract higher-paying tenants.
Adaptive Changes: Modifications that are made to adapt the property for a new or an expanded use. For instance, converting a basement into a rental unit with plumbing and a separate entrance.
Leasehold Improvements: Customizations made to a rental property for the specific needs of a tenant. These can include installing partitions, changing flooring, or upgrading lighting. Unlike general property improvements, leasehold improvements benefit only the interior space used by a specific tenant and typically revert to the landlord after the lease ends, unless otherwise agreed upon.

These are prime examples that align with the IRS’s classifications for rental property improvements depreciation that needs to be calculated.

Understanding Recovery Periods

For rental or investment property improvements, the IRS determines the depreciation period based on the type of asset:

Residential Rental Property Improvements Depreciation Life: Residential rental property, including its structural components, is depreciated over 27.5 years. However, if you purchase components separately, such as cabinets or appliances, they may qualify for shorter depreciation periods under IRS guidelines. These items can often be depreciated over five to 15 years depending on their category. Using cost segregation, you can separate these components from the building itself to accelerate depreciation and reduce taxable income. For example, cabinets purchased separately might qualify for a 7-year depreciation period rather than being tied to the 27.5-year life of the building.
Land Improvements: These are depreciated over 15 years, and include common improvements to land like sidewalks, fences, and landscaping. For instance, adding a swimming pool would be considered a land improvement and would be depreciated as such.
Personal Property: Personal property like furniture or appliances is depreciated over five to seven years. An appliance like a dishwasher would be considered personal property.

How to Calculate Depreciation for Rental Additions and Improvements

If you’ve made additions or improvements to your property, you can reduce your tax liability by claiming depreciation deductions for these assets. Calculating depreciation for additions and improvements includes the following steps:

Determine the Cost Basis: The cost basis of an improvement includes the total cost of materials, labor (if contractors are hired), and associated fees such as permits. For example, if you renovate a kitchen for $15,000, and this includes $10,000 for materials and $5,000 for labor, your cost basis is $15,000.
Determine the Recovery Period: The IRS has predetermined recovery periods based off the type of asset, including residential rental property improvements, land improvements, and personal property (see above section).
Select a Depreciation Method: For most property improvements, the IRS requires the use of the 150% declining balance method, which accelerates depreciation in the early years of the asset’s life. This method gradually shifts to straight-line depreciation.
Calculate: To calculate annual depreciation using the 150% declining balance method, multiply the remaining value of the asset (cost basis minus prior depreciation) by the depreciation rate for the recovery period.

For example, suppose you have just installed a $10,000 HVAC system with a recovery period of 15 years.

Year 1: Multiply the cost basis by the 150% declining balance rate (10% for 15-year property).
$10,000 × 0.10 = $1,000 depreciation.
Year 2: Calculate depreciation on the remaining balance ($10,000 - $1,000).
$9,000 × 0.10 = $900 depreciation.

Repeat this process annually until the depreciated amount equals the straight-line calculation, at which point you switch to straight-line depreciation for the remainder of the recovery period.

Calculating Cost Basis

Before calculating depreciation, it’s important to determine the cost basis of your rental property. This figure represents the property’s value for tax purposes, which is used to calculate depreciation deductions.

Below is the general formula for calculating the cost basis of a building:

Cost basis = purchase price + certain other expenses – cost of land

This approach works well when improvements are structural or integral to the property, and you plan to treat the building as a unified asset for depreciation.

If you opt to use a cost segregation strategy, improvements or building components are separated from the building and depreciated on shorter recovery schedules, such as five, seven, or 15 years, depending on their classification. This approach requires calculating the cost basis of the individual improvement separately from the building.

The cost basis for an improvement typically includes the total cost paid for the improvement and, if contractors are hired, the labor costs. If the improvement already exists, you can estimate its cost by consulting a local contractor or using online resources. Keeping detailed records is important to substantiate the cost basis in the event of an audit.

Do not include the following in the cost basis:

Investigatory Expenses: Costs incurred while deciding whether to buy a property or choosing between options are considered operating expenses unless they fall under facilitative costs.

Loan Expenses: Any fees associated with obtaining a loan.
Fire Insurance: Premiums for fire insurance are treated as operating expenses and are not depreciated.
De Minimis Safe Harbor Expenses: Expenses qualifying under this rule are treated as operating costs,
Land Value: The cost of land is excluded from the cost basis because land does not depreciate.

There are special circumstances where different rules apply to determine the cost basis of a building, specifically when the property is not acquired through standard purchase. These are listed below:

Like-Kind Exchange: Use the value of the original property exchanged (the substitute basis) as the cost basis.
Gifted Property: Use the adjusted basis of the property at the time of the gift, which accounts for the original basis, depreciation deductions, and improvements.
Inherited Property: The cost basis is the property’s fair market value at the time of the original owner’s death.
Converted Property: For properties converted from personal to rental use, the cost basis is the lower of the property’s fair market value or adjusted basis at the time of conversion.
Shared-Use Property: For properties used partly for personal purposes and partly for rental, allocate the cost basis proportionately to the rental use.
Self-Built Property: The cost basis is the total cost of construction, including materials and labor.

Understanding what can and cannot be included in the cost basis is essential for accurately calculating rental property depreciation and ensuring compliance with IRS guidelines.

Are Home Improvements Tax Deductible for Rental Property?

Improvements to rental properties are tax-deductible. While these improvements can often be deducted in the year they are made, they must be capitalized and depreciated over time. This means that you cannot fully deduct the cost of an improvement in the year it is made. However, certain safe harbor provisions allow for immediate expensing under specific conditions, as shown below:

De Minimis Safe Harbor: Allows expensing of items costing $2,500 or less per invoice or item. For example, if you replace individual windowpanes that cost $2,400 each, you can deduct them in the year they are purchased, avoiding the need for depreciation.
Routine Maintenance Safe Harbor: Covers regular upkeep expected multiple times over a 10-year period. This includes annual inspections and minor repairs.
Safe Harbor for Small Taxpayers: Permits current deductions if total repairs, maintenance, and improvements do not exceed the lesser of $10,000 or 2% of the unadjusted basis of the property. This is determined on a property-by-property basis. For instance, if your rental property has an unadjusted basis of $300,000, you could deduct up to $6,000 in repairs.

You can strategically reduce taxable income through the proper classification and application of these rules. When applicable to your properties, these can provide significant tax benefits.

Tips for Accurately Reporting Rental Additions and Improvements

Accurate reporting is essential for complying with IRS regulations and fully optimizing your yearly tax savings. By following these steps, you can ensure that your rental property improvements are recorded and deducted properly:

Keep Detailed Records: Thorough record-keeping is a pillar in accurate tax reporting. Document every expense related to your rental property improvements, including materials, labor, permits, and any associated fees. Organize these records by project to ensure clarity during tax filing. Imagine you are renovating your rental property’s kitchen. If the total cost of the renovation is $15,000, you would want to break down the costs into specific categories such as $10,000 for appliances and cabinets, and $5,000 for contractor labor. Keep every invoice, receipt, and contract in a designated file for easy access.
Categorize Expenses Properly: Correct classification of rental expenses is important to avoid errors or penalties. Differentiate between repairs (deductible immediately) and improvements (capitalized and depreciated over time). For example, patching a wall due to minor damage is a repair and would be eligible for deduction in the same year. If you were to replace the entire wall, however, that would be an improvement that must be depreciated over 27.5 years for residential property.
Use Software to Track Finances: In the modern world, digital tools can make managing your income producing property finances more efficient and accurate. Software and property management platforms can automate expense categorization and track rental income, expenses, and financial reports in one place. If you replaced an HVAC system, you could input into the property management software and flag it to calculate the annual depreciation expense amount.

By following these steps, you can often reduce the likelihood of errors, maximize your deductions, and maintain clear, auditable records to protect your business.

Maximize Your Tax Savings by Calculating Depreciation

You and other rental property owners might be wondering, “Can you write off home improvements on rental property?”, and the answer lies in following these best practices. Properly calculating depreciation for rental property additions and improvements is essential for tax compliance and financial planning. By understanding the IRS guidelines and maintaining meticulous records, you can effectively manage your tax obligations and maximize potential deductions.