Rent Receipt Template

To make a rental receipt, get started as soon as possible to reduce the risk of errors, like the wrong payment date. If you’re writing receipts by hand, use carbon paper to make a copy for both you and the tenant. Never let your tenant walk away without a receipt if they pay with cash–otherwise, you’ll have no proof that this transaction occurred.

If you prefer digital rent receipts, open the template, fill out the information and save the file. Email the receipt to your tenant, then keep the receipt on your hard drive. Print out a hard copy for extra security. Make sure you include your business information on the receipt, even if you’re just making it for yourself. This confirms your tenant made a direct rental payment.

For you, writing receipts helps you keep track of finances. At the end of the year, you’ll find your receipts, record the payments and get ready for tax season. These records help you file your taxes correctly the first time. Receipts also give you a record if you need to double-check rent payments. You can’t prove anything happened if you accepted cash without recording the transaction, but receipts offer solid proof.

Receipts help tenants make a budget and track their expenses. If you itemize the receipt, they’ll see exactly where their money is going. Your tenants use this information to plan a budget for the next month. For installment plans, they see how much they owe and pay you according to schedule. They’ll also have a record that they can review if they question a charge. A hard copy could prevent a lawsuit.

Send a rental receipt shortly after the tenant makes their payment. If they pay online, send the receipt through text or email. Otherwise, make a paper receipt and give it to them directly. Make a copy for yourself, so your tenant can request another copy if necessary. This could also prevent costly disputes.

Never write the rent receipt before you receive the payment. Otherwise, you’ll have inaccurate information in your records, like the wrong payment date or a different balance. Even a minor detail like the payment method becomes essential if the tenant questions the charge, so wait until the money arrives before confirming the transaction.

Make receipts every time you claim rent, no matter how little you charge. Even if you only charge $100 a month, lost records could lead to legal challenges, threatening your business’s future. Similarly, if your tenant pays in installments, make a receipt for everyone – even small payments like $50. This helps tenants track their payments and note their current balance.

Some states require landlords to give their tenants a receipt. Other states only require it if your tenant specifically requests the receipt to be part of your rental agreement. Look up the laws in your state to ensure that you meet the regulations. Otherwise, your tenant could file a complaint, resulting in fines and other penalties.

Even if your state doesn’t require receipts, make one for yourself every time you complete a transaction. You should also give your tenant a copy to confirm that you received their rent. If you don’t keep receipts, you’ll have no proof that a transaction took place in the case of a dispute or lawsuit. A tenant could claim they overpaid or gave you the same payment twice.