Rent statement template
By Jenna Whitfield - updated
A rent statement sums up a tenant's account for a set period: the balance at the start, every charge, payment and credit in between, and the balance due at the end. Print the blank statement and fill it in, or download the CSV for Excel, Google Sheets or Numbers and copy the lines from your rent ledger.
Download the free rent statement template
Enter your email to get the CSV and the printable copy. The CSV opens in Excel, Google Sheets or Numbers.
The printable copy is blank, ready to fill in by hand or save as a PDF from your browser's print dialog. It is one portrait letter page with blank lines at the top for statement date, statement period, tenant, property, unit, from, opening balance, balance due and how to pay, and 16 rows with columns for date, description, charge, payment or credit and balance, plus a totals row.
A filled-in rent statement
J. Rivera's statement for unit 1 at the invented Cedar Court triplex, for September 1 to October 31, 2026. The opening balance is $0, because August is paid in full. The period has $3,170 of charges and $2,670 of payments and credits, so $0 + $3,170 - $2,670 = $500 is due at the end, the same $500 as the rent ledger. November's $1,585 is billed on its own invoice.
| Date | Description | Charge | Payment or credit | Balance |
|---|---|---|---|---|
| 9/1/2026 | Opening balance | - | - | $0.00 |
| 9/1/2026 | September rent | $1,550.00 | - | $1,550.00 |
| 9/1/2026 | September pet rent | $35.00 | - | $1,585.00 |
| 9/2/2026 | Payment | - | $1,585.00 | $0.00 |
| 10/1/2026 | October rent | $1,550.00 | - | $1,550.00 |
| 10/1/2026 | October pet rent | $35.00 | - | $1,585.00 |
| 10/5/2026 | Payment | - | $1,000.00 | $585.00 |
| 10/7/2026 | Credit: approved faucet repair paid by tenant | - | $85.00 | $500.00 |
| 10/31/2026 | Closing balance | - | - | $500.00 |
| Total | $3,170.00 | $2,670.00 |
When to send a rent statement
Send a statement when a tenant asks what they owe, when a balance has carried over from one month to the next, and at the end of a lease or a year. It shows how the balance built up, line by line, so a question about the amount can be settled from one page. A tenant may also ask for one as proof of rent paid for a loan application, a new lease or their own records.
A statement sits between the other rent records. The rental invoice asks for an upcoming payment, the rent receipt confirms one payment you received, and the rent ledger is your running record of the whole lease. The statement is the part of the ledger for one period, written up for the tenant.
What a rent statement should show
- The statement date and the period it covers, such as September 1 to October 31, 2026.
- Your name or your company's name, and how to reach you.
- The tenant's name, as it appears on the lease, with the property address and unit.
- The opening balance: what the tenant owed on the first day of the period.
- One line per charge, payment and credit, each with its date and a short description.
- The running balance after each line.
- The totals of charges and of payments and credits for the period.
- The closing balance, the date it is due and how to pay.
- The next charge coming up, if one is already billed.
How to use this rent statement template
The CSV holds a filled-in statement for the invented Cedar Court triplex, with an opening and a closing balance line around the period's activity, and blank rows for your own. The printable statement fits on one letter-size page, with fields at the top for the statement details and sixteen lines for activity.
- Pick the period, such as one month, two months or the whole lease so far.
- Find the opening balance on your rent ledger: the balance on the last line before the period starts.
- Copy every charge, payment and credit dated in the period from the ledger, in date order.
- Work out the balance on every line: the previous balance plus the charge, minus the payment or credit.
- Add the totals, and check that the opening balance plus the charges, minus the payments and credits, equals the closing balance.
- Fill in the balance due, the due date and how to pay, then send the statement and keep a copy with the lease.
Common rent statement mistakes
- Starting at zero when the tenant owed money before the period. Carry the opening balance over from the ledger.
- Leaving out a credit, such as a repair the tenant paid for. Every line on the ledger for the period belongs on the statement.
- Totals that do not tie out. The opening balance plus the charges, minus the payments and credits, must equal the closing balance.
- Mixing the security deposit into the balance. The deposit is held apart and has its own record.
- Sending a statement that disagrees with the ledger. Copy the lines from the ledger, and fix any error on the ledger first.
Frequently asked questions
What is a rent statement?
A rent statement is a summary of a tenant's account for a period: the opening balance, every charge, payment and credit in between, and the balance due at the end. Some owners call it a tenant statement or a statement of account.
What is the difference between a rent statement and a rent ledger?
The rent ledger is your running record of a lease from move-in to move-out. A rent statement takes the ledger's lines for one period and adds an opening and a closing balance, so the tenant sees how the amount due built up. Our guide to rent ledgers and tenant ledgers explains how the ledger itself is kept.
How often should I send a rent statement?
Many owners send one when a balance carries over, when a tenant asks for one and at the end of each year or lease. If every month is paid in full and on time, the receipts and invoices may be all a tenant needs.
Can a tenant use a rent statement as proof of rent paid?
Often, yes. A statement lists each payment with its date and amount. A lender or a new property owner may also ask for the receipts or bank records behind it, so keep those with the lease.
Every lease's charges and payments, kept for you
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