Housemate Move-Out Settlement Calculator

Who this is for

Square up when a housemate leaves. The sheet works out the leaver's share of each final bill from the days they were there, adds shared items and money owed either way, and nets it against their deposit share to give one figure to settle.

Housemates in a shared house or flat when one person moves out partway through a billing period, and the leaver who wants to see how their share was worked out.

What this helps you track

• The leaver's share of each final bill, based on days present
• Shared items bought and money owed by or to the leaver
• The deposit share you agree to pass on
• One net figure for who pays whom

How to use it

1. Write the address, who is leaving, the move-out date and who is staying, and enter how many people shared the bills.
2. For each bill, enter the total, the days in the billing period and the days the leaver lived there.
3. List anything else owed: shared items bought, money lent, a bill someone paid in full, or a deposit share.
4. Enter the deposit share if the remaining housemates are paying it to the leaver rather than waiting for the landlord.
5. The shares and net settlement are worked out in the browser and the workbook; a plus figure is owed to the leaver.
6. Agree the figure, make the payment and each keep a copy of the sheet.

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

Why split bills by days present?

It is a simple, fair basis when someone leaves partway through a period. The sheet divides each bill by the days it covers and the number of people sharing. If your house agreed another method, enter the leaver's share directly as another item.

What if the final bills have not arrived yet?

Use a meter reading taken on the move-out day and your own tariff to estimate, and agree to adjust when the real bill comes. Note that in the other items table.

How should the deposit be handled?

That depends on your tenancy. On a joint tenancy the deposit is often returned only at the end, so housemates sometimes pay the leaver their share. Check your agreement and the deposit scheme's rules.

What does the net settlement mean?

Owed to the leaver plus the deposit share, minus what the leaver owes. A plus figure means the remaining housemates pay the leaver; a minus figure means the leaver pays them.