Rent Receipt Template: How to Write a Rent Receipt

A rent receipt is a short written record that you received a payment from a tenant: who paid, how much, for which period and how. It gives the tenant proof of payment and gives you a matching record for your books. Whether you must provide one, and in what form, depends on where your rental is, so check your state and local rules.

What to put on a rent receipt

Receipt number: number receipts in order so each one is easy to find and none go missing.
Date received: the day the money reached you, not the day it was due.
Received from: the tenant's name as it appears on the lease.
Property address and unit.
Period covered: the dates the payment is for, such as the 1st to the last day of a month. This matters most when a payment is late, early or partial.
Amount received.
Payment method: bank transfer, check (with the check number), cash or payment app.
Balance remaining: what is still owed for that period, or $0 if paid in full.
Landlord or agent name, signature and date.

Why to keep copies

Keep a copy of every receipt you give, filed by unit and date. Copies help you answer a question about a past payment, settle a disagreement about what was paid for which month, and match your records at tax time. Enter the same payment in your rent ledger the day it arrives so the two always agree. See how to keep a rent ledger. How long to keep rental records is a question for your tax professional.

Cash vs. electronic payments

Cash leaves no bank record, so a signed receipt is often the only proof either of you has. Write the receipt at the time of payment, give the tenant the original and keep a copy. Some places have specific rules about cash rent and receipts, so check your local law.

Checks, bank transfers and payment apps leave their own trail, but a receipt still ties the payment to the right unit and rental period, which a bank statement alone may not show. Note the check number or transaction reference on the receipt.

Partial and late payments

When a tenant pays only part of the rent, record the amount actually received and the balance remaining, and keep the period covered accurate. Accepting partial payments can have legal consequences in some places, especially if you have served or plan to serve a notice, so check your state and local rules or ask an attorney first. For overdue rent, see how to write a late rent notice.

Example rent receipt

Example only. The names are fictional and the details are placeholders.

RENT RECEIPT · Receipt #: [0001]
Date received: [date]
Received from (tenant): Jamie Placeholder
Property / unit: [street address], Unit [unit]
Rent period: from [start date] to [end date]
Amount received: $[amount]
Payment method: [bank transfer / check # / cash / app]
Balance remaining: $[amount]
Landlord / agent signature: Alex Example · Date: [date]

A simple routine

Write the receipt when the payment arrives, using the next number in sequence.
Give the tenant a copy (on paper, or a scan or photo by email if you both prefer).
Keep your copy filed by unit and date.
Record the same payment in your rent ledger.

Not legal or tax advice. This is general information. Whether receipts are required, what they must show, rules on cash rent and partial payments, and record-keeping requirements vary by state and city and change over time. Check your state and local law or ask a qualified attorney, and ask a tax professional about your records.

Want printable rent receipts? The Small Landlord Kit PRO ($24) includes Rent Receipts, a one-page PDF with 2 receipts per page, in US Letter and A4. Each receipt has Receipt #, Date received, Received from (tenant), Property / unit, Rent period (from / to), Amount received, Payment method (bank transfer, check #, cash, app), Balance remaining and a landlord / agent signature and date line. PRO also includes the Landlord Rent & Expense Tracker (its Rent Ledger tab records date received, unit, type, amount, method and the month each payment covers), the inspection checklist and 4 other landlord forms. See the Kit PRO

Also analyzing your next rental? The Landlord Complete Bundle ($34) includes everything in the Kit PRO plus the Rental Deal Analyzer and the free Move-Out Deposit Deduction Checklist.