House Share Deposit Share Record

Who this is for

One joint deposit, split fairly. What each housemate put in, the deductions agreed at the end and what each person should get back.

Housemates on a joint tenancy who paid one deposit between them, and the person who receives the refund and has to pass the right amounts on.

What this helps you track

• What each housemate paid towards the deposit, and when
• Each person's share of the total deposit
• Every deduction agreed at the end of the tenancy
• Who each deduction is charged to, and each person's part of it
• The amount due back to each housemate

How to use it

1. Enter the address, the deposit scheme reference, the total deposit and the tenancy dates.
2. List each housemate with the amount they paid in and the date; the share column works out their percentage of the total.
3. When deductions are agreed, list each one with the amount, who it is charged to and how many people share it.
4. Add up each housemate's part of the deductions and enter it against their name; the due-back column takes it off what they paid in.
5. Check the total due back against the refund actually received before anyone is 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

How is each person's share worked out?

The share column divides what each housemate paid by the total deposit you enter at the top. If everyone paid the same, the shares will be equal; if one person paid more, their share is larger.

How should deductions be split?

That is for the housemates to agree. A deduction for one bedroom might fall on one person, while a kitchen clean might be shared by everyone. The 'charged to' and 'split between' columns record whatever you decide.

What if the refund is different from the sheet?

Compare the total due back with the amount actually returned. A difference usually means a deduction was missed or the figures from the scheme differ; resolve it before paying anyone.

Does this cover disputes with the landlord?

No. It records how the deposit is shared between housemates. For a dispute over deductions, check the rules of your deposit scheme and the rules where you are.