A rent receipt is a document that serves as proof that a tenant has paid their rent to the landlord for a specific period. It may also be referred to as the following:
- Rental receipt
- Rent payment receipt
- Lease receipt
- Receipt for rent payment
- Tenant receipt
- Renter’s receipt
- Proof of rent receipt
- Rental invoice
- Rent paid receipt
A landlord usually issues this receipt, and tenants should request a copy of it for their own records. In some states, receipts are also required for tax purposes. The landlord should provide him with proof of rent payment and ensure the tenant is satisfied. Such a document shows how much a tenant has paid or still owes, and it can protect both parties from future conflicts.
As a landlord, this article will guide you on how to draft a receipt for payment of rent for your tenant. The article will also discuss the benefits of issuing it, as well as specific state requirements and essential considerations. Templates for such receipts will also be provided to help you create one for your tenants.
Free Templates
Given below are rent receipt templates:
Benefits of Issuing Receipts for Rent Payments
Though receipts are particularly useful in the case of cash-based transactions, they also benefit landlords in other ways. Highlighted below are some benefits of issuing receipts:
- A properly drafted receipt helps track payments and penalties. They provide concrete evidence of when a tenant has paid their rent. This streamlines the calculation of late fees and partial payments.
- Receipts demonstrate professionalism as they are frequently used in commercial transactions. They are a prerequisite for a professional transaction in any industry, including real estate.
- They provide a record of the rent payments made by the tenant. It verifies that payment was made and that no further rent will be sought. This can help resolve disputes or misunderstandings.
- Rent receipts serve as evidence in the event of a dispute. If you find yourself in a legal case due to unpaid rent, you can request the tenant to provide a receipt to prove their case.
- Receipts for rent also serve as proof of income for the landlord. This can also help you claim any deductions you qualify for.
- In some states, it is a requirement to issue a rent receipt when payment is received. And therefore is needed to comply with state laws. This helps to avoid litigation with the state.
Information to Include in a Receipt for Payment of Rent
Rent receipts must contain essential information to enable seamless tracking of payments. Remember to retain electronic or physical copies to comply with state regulations. Local councils may also have laws regulating the obligation to furnish tenants with receipts.
Landlords can use a receipt template to create one and reuse it. A template streamlines the process by providing a pre-made outline you can edit to your preference. To fulfill state regulations, you should include the following information when drafting your receipt:
Date of payment
The payment date is essential information that should be included in a receipt. It shows when the rent was paid and can be used for record-keeping and tax purposes. You should include a calendar date in a format that is universally recognized, such as “MM/DD/YYYY” or “DD/MM/YYYY” in the top right corner of the receipt.
Receipt number
Furnish the receipt with a unique number to help keep track of it. Include the number in the space following the abbreviation “No:”. It can help organize and keep track of payments, making it easier to find a specific payment if needed. It can also prevent fraud by providing a unique identifier that can be used to verify the authenticity of a receipt.
Tenant name
Provide the full name of the person making the payment clearly and legibly, and it should match the name on the lease agreement. Including the tenant’s name helps you match rent payments with the lease documents.
Provide the tenant’s name in the format shown below:
Received From [Tenant’s Name]
Total rent payment
State the dollar amount of the payment received from the tenant. This amount should match the base rent in the lease agreement. You can also include any additional charges, such as late fees, pet fees, or utilities.
The total rent payment should be accurate and in the format shown below:
Received In The Sum Of $[Total Rent Amount]
Written payment confirmation
Rewrite the dollar amount of the rent payment received from the tenant in words. This can be followed by a statement that confirms the rent has been paid in full.
This can be presented as shown in the example below:
Received From: [Tenant Name]
The Sum of $[Rent Amount in words]
Address of the rental property
Provide the physical address of the property whose rent is being collected. This helps to identify the property, and it should be the same address as in the lease agreement. It should include the street name, city, state, zip code, building number, and unit number, if applicable.
Period of rent
Specify the period for which the rent is being collected. For example, it could be the first day of the month to the last day or a specific date range such as “January 1, 2023, to January 31, 2023.”
Present a clear record of the dates for which rent was paid in the format shown below:
For The Period [Rent Period]
Identify the type of payment method
Your tenants can use various payment methods to pay rent. These options should be presented on the receipt as checkboxes.
Some common examples include:
- By check: If the payment is made by check, mark the “Check” check box, then write its number and the bank’s name.
- By money order or in cash: If the payment is made in cash or by money order, mark the “Cash” or “Money Order” check box and include additional information, such as a transaction ID.
- Online payment: If the payment is made online, include the name of the online payment platform (e.g., PayPal, Venmo, etc.) and the transaction ID.
Name of the receiver
The landlord or property owner is typically the receiver of the rent. This is important as it confirms that the payment has been made to the right person. Include your name and contact information clearly on the receipt to ensure transparency. In some cases, you may include the name of a property management company, if you have one, as the receiver of the payment.
Signatures
Signatures on a receipt verify that the payment has been made and accepted. Both you and your tenant should sign the receipt to indicate that the transaction is final. Provide your signature to acknowledge that you have received the rent payment for the specified period. Have your tenant sign the receipt as well to confirm that they have made the payment. In some cases, the receipt may also include the signature of a witness as additional confirmation of the transaction.
Note: Whether a landlord is legally required to provide rent receipts to tenants depends on the laws and regulations in the state where the property is located. Some states have specific laws that require landlords to issue rent receipts to tenants, while others do not have such regulations. Additionally, the tenant’s payment method may also affect the requirement for these receipts.
State Requirements to Provide a Rent Receipt
It is imperative to note that even if a state does not require landlords to provide receipts for rent payments, it is still good practice to do so. Rent receipts give a written record of the transaction, which can be used as proof of payment in case of any dispute. Consult your state’s housing authority or consult with a legal professional to identify the specific laws and regulations regarding receipts in your state.
The table below lists state-wise requirements:
| State | Rental Receipt Requirements |
| Alabama | No laws or regulations in Alabama require landlords to provide rent receipts to tenants. |
| California | California Civil Code Section 1499 stipulates that the landlord must issue a signed receipt when a tenant pays rent. The landlord must acknowledge the payment within 30 days after a tenant has paid rent. If the payment is made by check, the landlord must cash it within this period. Failure to do this can be considered harassment of the tenant. |
| Colorado | Act SB18-010 mandates a residential landlord to furnish the tenant with a contemporaneous receipt for every cash or money order payment made in person. If the tenant requests it, the landlord must issue a receipt for payments not made in person with cash or money order. |
| Connecticut | Gen. Stat. § 47a-3a states that a landlord should provide a receipt to the person making the payment as soon as they receive a cash payment from or on behalf of a tenant. The rent receipt should outline the date of the payment, the amount received, and the reason for which the payment was made. |
| Delaware | Del. Code tit. 25 § 5501 stipulates that if a landlord receives a cash payment for rent, the landlord must provide the tenant with a receipt within 15 days. The landlord must also record all cash receipts for rent for three years. |
| Hawaii | Act §521-43 requires a landlord to provide a written receipt to the tenant at the time of payment. Additionally, canceled checks should also qualify for a written receipt. The landlord should provide a receipt for rent paid by check if the tenant requests one. |
| Maine | Title 14 §6022 states that a landlord or agent must furnish a written receipt for each rental payment and security deposit payment received in cash from any tenant. This receipt must be provided to the tenant when the cash payment is approved. If the rent or security deposit is received in multiple installments rather than a single payment, a separate receipt must be issued for each payment. If the rental payment and the security deposit are received at the same time, a separate receipt must be presented for each. |
| Maryland | Section 8-205 stipulates that a landlord must provide a receipt for a rent payment made in cash or upon request to a tenant. However, in Anne Arundel County, a landlord must provide a receipt unless the payment is made by check or the tenant rents the property for commercial or business purposes. |
| Massachusetts | The Massachusetts Attorney General’s office states that if the tenant pays the previous month’s rent to the landlord at the start of the tenancy, the landlord must provide them with a signed receipt. The amount paid, the date the payment was made, a description of what the payment was for, the landlord’s name, the tenant’s name, and the name of the person to whom the payment was handed over must all be included on the receipt. |
| Minnesota | Sec. 504B.118 MN Statutes requires a landlord who receives rent or other payments in cash from a tenant to promptly provide a written receipt for payment if the payment is made in person or within three business days if the payment is not made in person. |
| New York | N.Y. Real Prop. Law § 235-E states that upon receipt of payment of rent for residential premises in the form of cash, check, or any other mode, the landlord or their agent shall provide the tenant with a written receipt. The receipt should contain the date, amount, and identity of the premises for which the rent is paid. It should also detail the period for which the rent is paid and the signature and title of the person receiving the rent. |
| Texas | Texas Property Code – PROP § 92.011 mandates landlords furnish tenants with a receipt for cash payments only. |
| Washington | RCW 59.18.063 stipulates that a landlord must provide a receipt when cash payments are made. The tenant may also request a written receipt for any payments that are not in cash. |
| Wisconsin | ATCP 134.05(2)(a)1. states that when the landlord accepts an earnest money deposit, a security deposit, or rent paid in cash, they are obligated to provide the tenant with a written receipt. If the tenant pays by check, the landlord is only obligated to provide a receipt if the tenant requests one. |
Difference Between a Rent Receipt Template and a Rent Receipt Book
A rent receipt template is a pre-designed document that can be filled with specific information, such as the date, name of the tenant, amount of rent paid, and name and signature of the landlord. It is a digital or printable form that can be used to provide proof of rent payments. On the other hand, a rent receipt book is a physical book containing a set of pre-printed rent receipts. These are handwritten forms that are used to keep track of rent payments from multiple tenants. A rent receipt book is easy to use as it has sequentially numbered pages.
Frequently Asked Questions
You can send the tenant a physical copy of the rent receipt via mail. You could also email the tenant a digital copy of the receipt. This is a fast and convenient option, as most people have access to email. Alternatively, you can give the tenant a physical copy in-person if you collect rent personally. Moreover, various online payment platforms, such as TurboTenant and AppFolio have built-in functionality that automatically generates and sends a receipt to the tenant after a payment is made.Should you give a receipt to tenants for security deposits and pet rent?
Yes, providing a receipt for security deposits and pet rent to tenants is advisable. This serves as proof that the tenant has made the payment and can be helpful in case of any disputes that may arise in the future. The receipt should include the date of payment, the amount paid, the purpose of the payment, and the landlord’s or property manager’s signature.
How to send a rent receipt?
You can send the tenant a physical copy of the rent receipt via mail. You could also email the tenant a digital copy of the receipt. This is a fast and convenient option, as most people have access to email. Alternatively, you can give the tenant a physical copy in-person if you collect rent personally. Moreover, various online payment platforms, such as TurboTenant and AppFolio have built-in functionality that automatically generates and sends a receipt to the tenant after a payment is made.
Should landlords keep copies of rent receipts?
Yes, landlords should keep copies of rent receipts for their records. These receipts serve as proof of payment and can help resolve any disputes that may arise in the future. They can also be used for tax purposes as proof of income from the rental property. It is good practice to keep records of all receipts in a safe and organized manner, whether in a physical or digital file.