Free rent ledger template
A rent ledger lists every charge and payment for a tenancy, with a running balance. Enter the lines below and the balance is worked out for you. Download a PDF to share or a CSV to open in a spreadsheet.
How to fill out this rent ledger template
- Enter the tenant, property and the opening balance, if the tenant already owes anything.
- Add a line for each charge (rent, late fee, deposit) and each payment received, with the date.
- Read the balance after each line and the totals at the bottom of the ledger.
- Download the PDF for the tenant or the CSV for your own spreadsheet.
What is a rent ledger?
It is the account history for one tenant: what was charged, what was paid and what is still owed. When there is a late payment or a deposit dispute, the ledger is the document that shows the facts.
How the balance is worked out
Starting from the opening balance, each charge adds to what the tenant owes and each payment subtracts from it. A positive balance is the amount still owed; a negative balance means the tenant is ahead.
Tracking rental income for tax
The CSV export gives you a dated list of rent received that you can total by year. The IRS publishes a guide to reporting residential rental income and expenses.
What this template does not do
- This is a record-keeping aid, not accounting or legal advice.
- One ledger covers one tenancy. Make a new ledger for each tenant or unit.
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Frequently asked questions
Is the rent ledger template free?
Yes. There is no account and no limit on how many ledgers you download.
Can I export the ledger to a spreadsheet?
Yes. Download the CSV and open it in Excel, Numbers or Google Sheets.
How do I add more rows?
Use Add row under the table. A ledger can have up to 200 lines.
What does a negative balance mean?
The tenant has paid more than has been charged, such as rent paid in advance.
Where is my data stored?
In your browser only. Nothing is uploaded, and Clear form deletes the saved draft.
Sources
- Publication 527, Residential Rental Property — Internal Revenue Service. Explains rental income and expenses for landlords, and why you keep records of rent received.
- About Schedule E (Form 1040) — Internal Revenue Service. The form individual landlords use to report rental income and expenses.