What is a Rent Receipt?
At its essence, a rent receipt acknowledges that your tenant paid rent.
However, its value to you goes beyond showing you received money. When you prepare one properly, the receipt can be the proof you need to prevail in a legal dispute. In particular, if you need to evict a tenant for nonpayment or get a judgment for past-due rent, your receipts and how you keep records can convince a judge of what you’re owed. It also protects you should the tenant accuse you of overcharging or unfair rental practices due to your collection efforts.
Ultimately, writing good receipts is a vital facet, not the entirety, of having an organized rental operation.
Tips for Writing a Rent Receipt
Preparation helps you write an effective rent receipt. This means you should construct a template to use for each occasion you receive rent. The appearance can vary and you can condense or design it so you can fit multiple receipts on a single sheet of paper. Your template should have, in some form or order, the following items:
*Name and address of landlord
*Name and address of tenant. For residential tenants, the property and tenant’s address will be the same. Commercial tenants may have a headquarters or other separate office to be used as the address.
*Description of the premises being rented
*Date of payment
*Amount of payment
*Rental month or period
*Unpaid balance, if any, of rent
*Method of payment
*Name of recipient of payment
*Name of person delivering payment
*Statement that checks returned for insufficient funds or otherwise dishonored are grounds for default, along with notice of returned check fee
Wait until you have received the payment before you write the receipt. If you have experience problems with the tenant’s checks, consider requiring the tenant to pay with cash, a card, cashiers’ check or certified check.
How to Write a Good Rent Receipt
With these tips in mind and once you’ve received payment, you’re ready to write a good rent receipt. The order of can differ by the size of the receipt, but should include the following information:
*Description of premises. Identify the property address, including the street or road number especially for single-family residences or small duplexes. If it’s an apartment or other large multi-unit building, include the name of the complex (if any) and the apartment or unit number.
*Write the full name and address of the landlord. For a non-human landlord, use the corporate or other legal name as registered with the state’s business or corporations office or agency. The main office address should suffice.
*Enter the tenant’s name, preferably the first, middle and last name. Your lease application or agreement should already have this information. An address is necessary only if the tenant does not reside at or occupy the premises, especially if your tenant is of the commercial variety.
*Enter the date you receive the payment. For mailed payments, enter the date you receive it in the mail.
*State the amount. You might want both word and numerical form.
*Fill in the month and year or period for which you are receiving rent. If a tenant is behind, apply the rent to the past-due months first, then to the current month if the tenant has paid enough to cover it.
*For the unpaid balance, your receipt should start with what was owed at the time of payment, then the amount due, if any, after the payment. Where the tenant is current at the time of payment, this will be the amount of the rent.
*For the method, enter or check the box for cash, personal check, cashier’s or certified check, or credit/debit card. Write the check number if payment is by check. Don’t write down account numbers.
*Identify the person who delivers the receipt and to whom you give the receipt. If it’s someone other than the tenant, get the name and relationship.
Remember to keep a copy of the receipt and organize them by property or unit, if you have more than one, or by tenant.
Examples of Rent Receipts
Sample 1: Apartment Rent Receipt
Champion Lakes Apartments, LLC, Landlord
101 East Shining Way
Anywhere, NC 12345
Receipt No. 2017 Date: April 4, 2017
Premises: Champion Lakes Apartments, Unit 101A, 765 Traditional Way, Anywhere,
Rent for Period: April 4, 2017 to May 3, 2017
Received From: Michael Harold Doe, Tenant
Received By: Jane Denise Doe, Apartment/Property Manager
Balance at Beginning $400.00
Amount Paid: $400.00
Balance Now Due $0.00
Thank you for your payment. Your account is current. The next rent payment is due May 3, 2017.
Payment Method [ ] Cash *[X]Check [ ] Certified Check [ ]Credit/Debit Card
Jane Denise Doe, Apartment/Property Manager
Champion Lakes Apartments, LLC
*Tenant will be charged $25.00 for any check returned as dishonored. Failure to make payment or satisfy the check will be treated as a breach of the lease and subject the tenant to eviction.
Sample 2: House Rent Receipt – Tenant Behind in Rent
RECEIPT No. 29
Date June 2, 2017
From Jonathan Carlton Doe, Brother of Jane Andrea Doe
For Rent Payments (April 2017, May 2017, June 2017 — Partial)
House, 149 Everblue Road, Anytown, NC 12345
Amount Received Eight Hundred Dollars and No Cents $800.00
Balance Due: $100.00
Payment Method [ ]Cash [ ]Personal Check [x] Cashier’s Check
Received By Jill Ann Doe, Landlord Signature_______________________
Jill Ann Doe, Landlord
Sample 3: Receipt – Rent for Commercial Lease
Rental Property Receipt
The undersigned acknowledges the receipt this 25th day of April 2016 from Jack William Doe, General Manager, Treadway Enterprises, Inc., 4325 Game Highway, Anywhere, SC 56789, the sum of $1,000 for payment by Check #2310.
This is for rental of the store building/space #4 at the Pinnacle Shopping Center, 239 North Eclipse Road, Anywhere, SC. 56789
This covers rental for the period from May 1, 2016 to May 31, 2016. You are current on rent. The next rent payment is due June 1, 2016.
Receipt Number 2345
Landlord: Tristan R. Doe Signature _______________________
564 N. Tiger Way Tristan R. Doe
Anyplace, SC 56789 Landlord
Thank you for your payment and business.