A rent statement is the tenant's account with you, printed: the rent that fell due, the payments received, and the balance, over a period. Tenants ask for one for a housing benefit claim, a mortgage application, a reference or a dispute, and a landlord who keeps a rent roll produces it in a minute. This page is for the UK private landlord who needs the rent statement template: the fields it has to carry, how it is produced from the rent roll rather than composed, and how the same record feeds the year-end figures. The landlord accounts tool on this site keeps the rent roll the statement is printed from.
The fields a rent statement template carries
The landlord's name and address, or the agent's. The tenant's name and the property address. The tenancy start date and the rent, with its frequency and due day. The period the statement covers. Then a dated list: each rent due with its amount, each payment received with its date, amount and method, and the running balance after each line. A closing balance, stated as paid up, in credit or in arrears. The date the statement was produced and who produced it.
Why it comes from the rent roll, not from the bank statement
A bank statement shows what arrived. A rent statement shows what arrived against what was due, which is the only version that proves a tenant is paid up or shows the arrears precisely. If the rent roll records due and received per tenancy through the year, the statement is a print of a date range; if it does not, the statement is reconstructed, and reconstructed statements are disputed.
When a tenant asks for one
Housing benefit and Universal Credit claims, mortgage and rental applications elsewhere, employer and agency references, and disputes about what has been paid. Provide it promptly and in the same format every time; a tenant who receives a clear statement on request is a tenant who pays more attention to the due date. Keep a copy against the tenancy.
The rent statement private landlords use
Without an agent, the rent statement private landlord issues is the same document with the landlord's own details at the top. There is no prescribed form; what matters is that it is dated, complete for the period and produced from the record. Sign it or send it from the address the tenant knows, and keep the version you sent.
The same record at year end
The rent roll that prints the tenant's statement also totals the rent received in the tax year per property, which is the income figure the self-assessment property pages ask for, and shows the arrears at year end for the accountant. One record, three uses. The free tool here keeps it; RentRollDesk Pro, at £9 per month for every property, keeps it against each tenancy with the statements and the year-end export.
Questions people ask about rent statement template UK
Is there an official rent statement template uk landlords must use?
No prescribed form. The fields above, produced from the rent roll and dated, are what tenants and third parties need.
How far back should a rent statement go?
The period the tenant asks for, and the whole tenancy if in doubt. The rent roll makes any range a print rather than a reconstruction.
Should a rent statement show the deposit?
Only as a note that a deposit is held and where it is protected, separately from the rent account. Deposit protection itself is a lettings matter outside this hub.