A rent receipt is a written record that shows rent was paid from a tenant to the property owner or manager. In simple terms, it proves that rent was received. In this guide, we’ll go over how to write a rent receipt and share useful tips such as obtaining a rent receipt template for both property managers and renters.
What Is a Rent Receipt?
A rent receipt is a written notice that confirms rent was paid for a certain time period. The renter pays the agreed rent amount to the property owner, and the owner gives the renter a receipt to document the payment.
If you’re a landlord or property manager, you might be required by law to give a rent receipt to anyone who pays to stay on your property. Even if not required, it’s a good habit to give receipts so you have a clear record of rent payments.
Some landlords also mention rent receipts in the rental or lease agreement to show they’ll document rent payments for the tenant’s records.
Who Should Receive a Rent Receipt?
Every tenant who pays rent—even if it’s only part of the rent—should receive a rent receipt. This acts as proof of payment for that period and may be part of the rental agreement. Tenants should keep copies of all their rent receipts.
Who Should Provide the Rent Receipt?
Landlords or property managers should provide a rent receipt for all types of rent payments—cash, checks, money orders, or online payments—and should also keep a copy for their own records. The receipt can be delivered by hand, by mail, or by email. It’s a good idea to save the document as a PDF before sending it, so the information stays unchanged.
What Should Be Included in a Rent Receipt?
A rent receipt should include:
- Tenant’s name or business name
- Property address
- Name of the property owner or management company
- Contact information
- Date
- Receipt number
- Monthly rent amount
- Rent due date
- Rent payment date
- Payment amount
- How the payment was made (cash, check, card, etc.)
- Any late fees
- Any balance left (if it’s a partial payment)
You can use Microsoft Word or Excel to create a rent receipt, but it’s easier to use a free online rent receipt template. These templates often include all the important details and can be saved easily.
How to Create a Rent Receipt Template
There are different ways to make a rent receipt. You could write it by hand in a receipt book, but that can be slow and hard to organize. A better option is to use an online rent receipt template that saves your receipts automatically.
Using Word or Excel is another option, but they don’t save files in an organized way unless you build a system yourself. If you want to save time, a free online rent receipt template is a simple and effective tool.
Why Should You Use a Rent Receipt?
There are a few reasons why using a rent receipt is a smart move:
- Simple to use – A template gives you all the fields you need.
- Peace of mind – You’ll have records of all rent payments.
- Security – If there’s ever a disagreement about payment, you’ll have proof.
Rent Receipt Dos and Don’ts
Let’s review some best practices for both landlords and tenants when it comes to rent receipts.
For Property Owners – What to Do:
- Use a free rent receipt template to keep things consistent.
- Give a rent receipt for every payment.
- For partial payments, clearly mark the receipt as partial.
- Keep all receipts for at least one year, even if it’s not required by law.
- For late payments, include the late fee on the receipt.
For Property Owners – What Not to Do:
- Don’t issue a receipt before receiving payment. If a tenant promises to pay, wait until payment is made.
- Don’t leave out important details on the receipt. That’s why templates help.
- Don’t forget to list any unpaid balances for partial payments.
For Tenants – What to Do:
- Ask to include rent receipts in the lease agreement.
- Request a receipt every time you pay rent.
- If you’re not given a receipt, ask for one.
- Double-check the receipt for accuracy.
- Ask for a receipt even for partial payments.
- Keep all your rent receipts in a safe place.
For Tenants – What Not to Do:
- Don’t accept errors on your rent receipt—ask for corrections.
- Don’t accept a receipt from anyone other than the landlord or property manager.
- Don’t throw away your rent receipts during your lease, even if it’s been more than a year.
Why You Should Keep Rent Receipts
You might be required to keep rent receipts for a year, but it’s always a good idea to store all rental records in one place. Keep paper or digital copies so they’re easy to find if needed.
Rent Receipts for Property Owners
Landlords should keep copies of all rent receipts for these reasons:
- Taxes – They help your accountant during tax time.
- Proof of income – Useful when applying for loans or other financial matters.
- Disputes – If disagreements come up, you’ll have clear records.
Rent Receipts for Tenants
Tenants should also keep all rent receipts. Here’s why:
- Proof of payment – Especially when paying with cash.
- Rental history – Useful when applying for a new place.
- Tax credit – Some areas offer renter’s tax credits. Talk to your accountant.
Disputes – If there’s ever a question about unpaid rent, your receipts are proof.
