Moving Deposits and Refunds Tracker

Who this is for

Money the move owes you back. Removals and van hire deposits, the tenancy deposit, holding fees, utility credits and subscription refunds each get a line with what was paid, what is expected back, when it is due and what has actually arrived.

Renters waiting on a deposit, households closing accounts that are in credit, and anyone who has paid money up front to several firms during a move.

What this helps you track

• Every deposit and fee paid out for the move, with the date
• Credits and refunds owed to you by utilities and subscriptions
• When each refund is due, taken from your own paperwork
• What has actually been received against what was expected
• The total still outstanding

How to use it

1. Write the move date and who is tracking the money.
2. Give each deposit, fee or credit a line with who holds it, the type, what you paid and what you expect back.
3. Enter the date you paid and the date the refund is due, taken from each contract, agreement or final bill.
4. When money arrives, enter the amount received; the outstanding column shows what is still owed.
5. The totals and the summary are worked out in the browser and the workbook; on paper, subtract across and add down.
6. Chase any line past its due date, quoting the reference in the last column.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

When should a deposit come back?

That depends on each agreement: your tenancy, the hire terms or the supplier's account rules. The refund due column is for the date given in your own paperwork; no timescale is suggested here.

Why is expected back different from paid?

Because some money is never paid by you, such as a utility credit, and some is only partly returned, such as a deposit with agreed deductions. Enter what you actually expect so the outstanding figure is honest.

What if a refund comes back short?

Enter what was actually received. The outstanding column keeps the difference showing until you either recover it or decide to let it go, in which case lower the expected figure and note why.

Does this replace a tenancy deposit record?

No. A tenancy deposit record holds the detail of one deposit and its protection. This tracker puts every sum tied to the move in one place so the total owed back is clear.