Rent Payment Ledger

Who this is for

A rent account that carries its own balance. Each line takes the date the rent fell due, the amount due, the date and amount actually paid, and the balance after that line — so arrears show the moment they start and a tenant who pays early shows in credit.

Landlords and letting agents keeping a rent account per tenancy, and tenants who want their own record of what they have paid in case the two accounts ever disagree.

What this helps you track

• A dated line for every rent due and every payment made
• The running balance after each line — nil, arrears or credit
• How each payment arrived, which matters when one goes missing
• Totals due and paid for the period, ready for a statement or a reference

How to use it

1. Write the property, the tenant and the rent amount and frequency at the top.
2. Add a line each time rent falls due, with the amount due, even before it is paid.
3. When the payment arrives, fill in the date paid, the amount and how it came.
4. The browser and spreadsheet versions carry the balance down the page; on paper, add the amount due to the previous balance and subtract the amount paid.
5. If arrears are carried in from an earlier ledger, make them the first line: the amount owed in the due column and nothing paid.

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

Which way round is the balance?

Positive means the tenant owes that much; zero means the account is square; negative means the tenant has paid ahead and is in credit. Every line is previous balance plus amount due minus amount paid.

What if a tenant pays in two parts?

Two lines. Put the full amount due on the first with the first part paid, and leave the due column blank on the second with the second part paid. The balance works out correctly either way.

Can I use it as a rent statement?

It contains what a statement needs — dates, amounts and the balance — but it is a record, not a formal notice. What a statement or arrears letter must say is a matter for the rules where the property is.

Is there a receipt to go with it?

Not on this sheet. The existing rent receipt book on this site is the companion for tenants who pay in cash and want something to keep.