Free Rent Receipt Template (Fillable PDF, Word, Excel) + Filled Example
A rent receipt is a short written record a landlord gives a tenant to confirm a rent payment: who paid, how much, when, for which rental and for what period. It is also called a rental receipt or rent payment receipt. It protects both sides, and in some states it is required for cash payments. Below you can download a free rent receipt template as a fillable PDF (type right into it), or in Word or Excel, see a filled in example, and check the state rules.
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In this article
What is a rent receipt?
A rent receipt is proof of payment. The landlord fills it in and signs it when rent comes in, gives one copy to the tenant and keeps one copy. It matters most when rent is paid in cash or by money order, because there is no bank record that shows who paid and what the money was for.
Our template is a one page PDF with two receipts per sheet, so you can print it, fill in both copies and cut along the dotted line. You can also type into every field on your computer and email it. Page 2 has short instructions for you.
Your receipts also add up to a simple rent payment record. To see every payment and the running balance in one place, keep a rent ledger as well, and a rent roll if you have several units.
What should a rent receipt include?
| Field | Why it matters |
|---|---|
| Receipt number | Makes each receipt easy to find and shows none are missing. |
| Date received | The day the money reached you, not the day rent was due. |
| Received from | The tenant name as it appears on the lease. |
| Amount received | In numbers and in words, so the amount cannot be changed later. |
| Rental address and unit | Ties the payment to one rental, which matters if you own more than one. |
| Rent period | For example October 1 to October 31, 2026. This shows what the money covers. |
| Payment method | Cash, check (with the check number), money order, Zelle or ACH. |
| Breakdown | Rent, late fee and other charges, with the total paid. |
| Balance still owed | Shows clearly when a payment was only partial. |
| Received by and signature | Your name, title (Owner or Manager) and signature. |
Rent receipt sample (filled in example)
Here is how a completed receipt looks. Maria rents Unit 2 at $1,400 a month and paid October rent in cash on October 3.
| Field | Example entry |
|---|---|
| Receipt No. | 0142 |
| Date received | 10/03/2026 |
| Received from | Maria Lopez |
| Amount received | $1,400.00 (One thousand four hundred and 00/100 dollars) |
| Rental address | 418 Oak Street, Unit 2, Austin, TX 78704 |
| Rent period | 10/01/2026 to 10/31/2026 |
| Paid by | Cash |
| Rent / Late fee / Other | $1,400.00 / $0.00 / $0.00 |
| Total paid | $1,400.00 |
| Balance still owed | $0.00 |
| Received by | Daniel Reed, Owner (signed) |
Rent receipt template in Word
Prefer Word? Download the rent receipt template as a Word file (.docx). It has two receipts per page, so you can give one to your tenant and keep a copy, and it opens in Microsoft Word, Google Docs or LibreOffice.
Do landlords have to give rent receipts?
There is no single federal rule. These 16 states and DC have a statewide rent receipt rule. Most only require a receipt for cash, or when the tenant asks. In other states it is up to your lease, and some cities add their own rules. Last checked: November 2026, against the law linked in each row.
| State | When you must give a receipt | Law |
|---|---|---|
| California | Any payment, if the tenant asks. Anyone who pays money can demand a written receipt. | Code of Civil Procedure 2075 |
| Colorado | Cash or money order paid in person: a receipt right away showing the amount and date. Other payments: within 7 days if the tenant asks (amount, who received it, date). Email receipts are fine unless the tenant asks for paper. | C.R.S. 38-12-802 |
| Connecticut | Every cash payment: a written receipt with the date, amount and what it was for. | C.G.S. 47a-3a(c) |
| Delaware | Cash rent: a receipt within 15 days. Keep a record of cash rent receipts for 3 years. | 25 Del. C. 5501(e) |
| District of Columbia | All payments except personal checks: a receipt with the amount, date and purpose, and any late fees or other charges still owed. (A regulation, not a statute.) | 14 DCMR 306 |
| Hawaii | Rent paid any way: a written receipt at the time of payment. A cancelled check counts. For rent paid by check, a separate receipt only if the tenant asks. | HRS 521-43(e) |
| Maine | Rent or deposit paid in cash: a receipt at the time of payment with the date, amount, who it is for, the period covered, rent or deposit, and the receiver’s signature and printed name. Not required in a building of 5 or fewer units where the landlord lives. | 14 M.R.S. 6022 |
| Maryland | Cash payments, or any payment if the tenant asks. Anne Arundel County: every payment except checks. A landlord who fails owes the tenant $25. | Real Prop. 8-205 |
| Minnesota | Cash rent: a written receipt right away if paid in person, or within 3 business days if not. Skipping it can get an eviction for nonpayment dismissed. | Minn. Stat. 504B.118 |
| Nevada | Rent, deposit or any other payment: a signed written receipt if the tenant asks. The tenant can hold rent until you give it. | NRS 118A.250 |
| New Jersey | Each cash payment: a printed or emailed receipt with the amount, purpose, date, names of landlord and tenant, and who accepted it. | N.J.S.A. 46:8-49.2 |
| New York | Cash, money order, cashier’s check or anything but a personal check: a receipt right away if paid in person, within 15 days otherwise, showing the date, amount, unit, period and the receiver’s signature and title. Personal check: if the tenant asks in writing. Keep cash records 3 years. | RPL 235-e |
| Oregon | Any payment, if the tenant asks (amount, date and the landlord or property). | ORS 90.140 |
| Texas | Cash rent: a written receipt, and record the date and amount in a record book. | Prop. Code 92.011 |
| Virginia | Rent paid in cash or money order: a written receipt, every time. | Va. Code 55.1-1204(J) |
| Washington | Cash (if you accept it): a receipt. Other payments: a written receipt if the tenant asks. | RCW 59.18.063 |
| Wisconsin | Cash rent: a written receipt when you get it, with what it is for and the amount. (A state rule, not a statute.) | Wis. Admin. Code ATCP 134.03(2)(b) |
Massachusetts has no general rent receipt rule, but you must give receipts for a security deposit and for last month’s rent paid in advance (our Massachusetts deposit guide). Several other states require a receipt for the security deposit; use our security deposit receipt for that.
Even where no law requires it, giving a receipt for every payment is a smart habit. If a dispute ever reaches court, a signed receipt and a matching tenant ledger make your records easy to trust.
Cash rent receipt
If a tenant pays rent in cash, always give a receipt, even where the law does not require one. Cash leaves no bank record, so the receipt and your ledger are the only proof of who paid, how much and for which month.
A receipt for cash rent is required in Colorado, Connecticut, Delaware, Maine, Maryland, Minnesota, New Jersey, New York, Texas, Virginia, Washington and Wisconsin. DC and Hawaii require one for more payment types. See the table above for the details and the law.
On a cash receipt, write:
- the date and the amount, in numbers and in words
- “Cash” as the payment method
- the rental address and unit, and the rent period it covers
- any balance still owed
- your signature and printed name
Keep your copy. New York and Delaware require landlords to keep cash rent records for 3 years. Then record the payment in your rent ledger the same day.
How to fill out a rent receipt
Here is how to write a receipt for rent payment, step by step. It takes about two minutes.
- Open the template. The PDF is fillable: open it in your web browser, Adobe Acrobat Reader or Preview on a Mac, click a box and type, then save it or print it. Prefer Word or Excel? Use those versions instead. The Excel one adds up the total paid for you.
- Give it a receipt number. Start at 0001 or continue from your last receipt book.
- Fill in the payment details: date received, tenant name, amount in numbers and words, rental address and rent period.
- Check the payment method. For a check, write the check number. For Zelle or ACH, add the confirmation code in Other if you like.
- Complete the breakdown. Split rent, late fee and other charges, then enter the total and any balance still owed.
- Sign it. Print and sign by hand, or add a signature in your PDF app.
- Give one copy and keep one copy. Then log the payment in your rent ledger the same day.
How do you write a receipt for a partial payment?
Write the amount actually received, not the full rent. Then use the Balance still owed line. For example, if rent is $1,400 and the tenant pays $900, the receipt shows Total paid $900.00 and Balance still owed $500.00.
Be careful: in some states, accepting a partial payment can affect an eviction that is already underway. If you are in that situation, check your state rules or ask a local attorney before you accept the money.
Rent receipt vs rent ledger
A rent receipt covers one payment. A rent ledger is the full history of every charge and payment for a unit, with a running balance. You need both: the receipt goes to the tenant, and the ledger stays with you for tracking, disputes and taxes.
Our free rent ledger template for Excel and Google Sheets tracks every payment. Add the receipt number to each payment line so every receipt you write matches a ledger entry. For a one tenant statement, see our tenant ledger template and example.
Note: Rules on rent receipts, cash payments and partial payments vary by state and city. Check your local rules or ask a local attorney.
Receiving a deposit, not rent? Use our free security deposit receipt template instead.
New to tracking rent? Read our guide on how to track rent payments.
Tenant also needs proof of address? Use our free proof of residency letter.
Frequently asked questions
Can I fill out the rent receipt online?
Yes. The PDF has typing fields and tick boxes, so you can fill it in on your computer or phone without printing. Save it and email it to the tenant, or print it if they want paper. Keep a copy for your records.
Is there a rent receipt template in Word or Excel?
Yes. The same receipt comes as a Word file (two receipts per page, so you can keep one copy) and an Excel file that adds up rent, late fees and other charges for you. Both open in Microsoft Office, Google Docs or Sheets, and free tools like LibreOffice.
Can a rent receipt be handwritten?
Yes. A handwritten receipt is fine as long as it shows the date, amount, tenant, rental address, rent period, payment method and your signature. Keep a copy for yourself, such as the second receipt on the same page or a photo.
Do I need to give a receipt if the tenant pays by Zelle or check?
Many states only require a receipt for cash, and some only when the tenant asks (see the state table above). The bank record already proves the payment, but a receipt is still a good habit because it states which rent period the money covers.
How long should a landlord keep rent receipts?
Keep copies for at least as long as you keep your tax records, which the IRS generally says is three years after you file. New York and Delaware require landlords to keep cash rent records for three years. Many landlords simply keep them for the whole tenancy plus a few years.
Do I need a rent ledger if I give rent receipts?
It helps. A receipt proves one payment. A rent ledger shows every month for a tenant, with late fees and the balance, so you can spot problems early and give a full payment history when asked.
Can I email a rent receipt?
Yes. Fill in the PDF on your computer, save it, and email it to the tenant. Unless your state or lease says otherwise, an emailed receipt works the same as a paper one.
Is a rent receipt the same as proof of income?
No. A rent receipt proves the tenant paid you. For your own records, the payments also count as rental income, so log each one in your rent ledger for Schedule E at tax time.
Is there a rent receipt PDF I can print?
Yes. The fillable PDF can be typed into on a computer or printed blank and filled in by hand. Word and Excel versions are also free.
