General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- A rent ledger is a running record of every charge and payment for one tenant, with the balance after each line.
- Record charges when they are due and payments when they are received, never just the net amount.
- Keep the security deposit off the ledger as rent. It is a separate liability.
- A clean ledger is the first exhibit in a deposit or eviction case.
What a rent ledger is
A rent ledger is the account history for one tenant. Each line records a charge, such as monthly rent or a late fee, or a payment or credit, with the date, a description and the balance after that line. Read top to bottom, it tells the full story of what the tenant owed and paid. It is the record behind every receipt, every past due letter, every reference and every deposit statement.
When to use it
Start a ledger for each tenant on the first day of the lease and keep it current through move-out. Landlords with a few units often keep it on paper or in a spreadsheet. The spreadsheet version of this template has the same columns as the printable form.
How to use the template
- Fill in the tenant, property, lease dates, rent and due day at the top.
- Enter the opening balance, usually zero, or any amount carried over.
- Add a charge line each time rent or another charge comes due.
- Add a payment line each time money is received, with the method and reference.
- Update the balance on every line.
- Total the year at year end and start a new page.
What to include on each line
- The date of the charge or payment.
- A clear description, such as Rent for March or Late charge.
- The amount in the right column, charge or payment.
- The running balance.
- The payment method and a reference, such as a check number.
- Notes, such as a payment plan or a returned payment.
Tips
- One ledger per lease, even for roommates who split rent.
- Never net amounts. Record the full rent charge and the partial payment as two lines.
- Reconcile monthly against your bank deposits.
Common mistakes
- Recording the deposit as a payment, which makes the tenant look ahead and hides a liability.
- Gaps where a month was never charged.
- Changing old lines instead of adding a correcting entry.
Ledgers in TenantLoop
In TenantLoop, every lease has its own ledger. Rent charges post on schedule, tenant payments by card or bank transfer post as they land, late fees follow the rule you set, and security deposits go to a separate liability account, so the balance is always current without a spreadsheet.
What is in the template
A running record of every charge and payment for one tenant, with a balance after each line. Print it, or open the spreadsheet version and keep it up to date as rent comes in.
- Year end summary
Read the whole rent ledger template
Get the file
Free, no sign up. Print the PDF, edit the Word file or open the CSV in any spreadsheet.
General template, not legal advice. Have an attorney in your state review before use.
Filling it in, and what to watch for.
Why keep a ledger if I already have bank statements?
Bank statements show deposits, not what each tenant owed. A ledger shows each charge, each payment and the balance at any date, per tenant, which is what you need for receipts, notices and disputes.
How do I record a partial payment?
Enter it as its own line with the date and amount. The balance column then shows what is still owed. Check your state's rules on how accepting partial rent affects an eviction notice.
Where do late fees go?
As a separate charge line on the date the fee applies, so rent and fees are easy to tell apart. Some states restrict applying payments to fees before rent.
How long should I keep rent ledgers?
Keep them at least as long as your tax records, commonly several years after the tax year, and longer if a dispute is possible.