Rent Receipt Template

1. Landlord or property manager. Enter the Name, Address and Phone / email of whoever collects the rent. If a management company collects it on the owner's behalf, put the company here.
2. Receipt no. and Receipt date. Number rent receipts in one sequence and never reuse a number. The receipt date is the day you write the receipt.
3. Tenant and property. Enter every tenant named on the lease under Tenant name(s), then the Property address and Unit. The Lease or account no. helps if you manage several units or properties; leave it blank if you don't use one.
4. Rent period. Fill in From and To with the dates the rent covers, for example November 1 to November 30. For weekly rent, use the week's dates.
5. Charges. In the table, put the Rent for the period on the first line, then any other charge the tenant is paying with it, such as a parking space, each with its Period and Amount. The sample has a "Late fee, if charged" line at 0.00: leave it at 0.00 when no late fee applies. Total charges is the sum of the lines.
6. Amount paid. Enter the amount you actually received in this payment, not the amount that was owed.
7. Balance after this payment. Total charges minus amount paid. It reads 0.00 when the period is paid in full.
8. Payment. Enter the Payment method (cash, check, money order, bank transfer or card) and a Check no. / reference the tenant can trace: the check or money order number, or the transfer reference. Never write a full card or bank account number. For cash, leave the reference blank. Date received is the day the money reached you.
9. Received by. The landlord or the agent who took the payment signs on Received by (landlord or agent) and writes their name and title on Print name and title, for example "Dana Example, property manager".
10. Copies. Give the original to the tenant and keep a copy in receipt-number order.

A late fee is a lease term. The lease says whether a fee applies, how much it is and when it starts. Check the rules where the property is before you charge one. The receipt doesn't create a fee. It only records one that the tenant owed and is paying. Put it on its own line, separate from the rent, so the tenant can see what the fee was. A note in the description, such as "Late fee, rent received Nov 8", helps if anyone asks about it later.

Other charges work the same way. Parking, storage or a utility you bill the tenant for each get their own line with the period they cover.

Your copies are your record of rent received. In the US, IRS Publication 527 says that "rental income is any payment you receive for the use or occupation of property", and that advance rent is included in rental income "in the year you receive it regardless of the period covered" (IRS Publication 527). The IRS lists receipt books among the documents that support a business's gross receipts (IRS: What kind of records should I keep), and says that, generally, you must keep records that support an item of income on your tax return "until the period of limitations for that tax return runs out" (IRS: How long should I keep records). Outside the US, your tax authority sets the record-keeping rules.

Tenants should keep their receipts too, together with any bank or money order records of the same payments.

• For a payment against an invoice, use the payment receipt.
• For a payment between individuals, such as a deposit handed over in person, use the acknowledgment receipt.
• For a sale paid in cash at the counter, with the change given, see the cash receipt.
• For child care fees, see the daycare receipt and the child care receipt. For gifts to a charity, use the donation receipt. For goods handed over, see the delivery receipt.
• For a receipt to print and fill in, see the printable receipt templates.
• By format, see the Google Docs receipt templates, Google Sheets receipt templates, Word receipt templates, Excel receipt templates and PDF receipt templates.