Rental Customer Statement of Account template and PDF guide...
Compile account balances online, then generate a statement PDF for customer reconciliation. Use this to provide a tenant with a summary of their account showing all charges...
When to use this template
Compile account balances online, then generate a statement PDF for customer reconciliation. Use this to provide a tenant with a summary of their account showing all charges, payments, credits, and the current balance — particularly helpful at year-end for tax purposes or when resolving billing disputes.
What to include
- Tenant name, property address, unit number, account number (if applicable), and the statement period covered.
- Line-by-line transaction history: date, description (rent, late fee, maintenance charge, payment received), amount charged, amount paid, and running balance.
- Current balance due, past-due amount (if any), and the due date for the next payment.
- Notes on any credits, adjustments, or disputed charges and their resolution status.
- Contact information for the landlord or property manager and instructions for how to dispute a charge or request a correction.
Common questions
- Can I prepare this Rental Customer Statement of Account online with current balances?
- Yes. Update invoice references, payments, and open balances directly in-browser.
- Can I save this Rental Customer Statement of Account format for monthly billing cycles?
- Yes. With an account, save and reuse it for periodic account reviews and collections workflows.
- Can I generate a customer-ready PDF from this Rental Customer Statement of Account?
- Yes. Export a clean PDF statement for client review and payment follow-up.
- Am I required to provide account statements to tenants?
- Most states do not require it, but providing statements on request is good practice. It reduces payment disputes and shows professionalism. Some lease agreements include a clause requiring periodic statements.
- Can a tenant use a statement of account for their taxes?
- A statement helps tenants track rent payments for states that offer a renter's tax credit or deduction. It is not a substitute for a 1099 or other IRS form, but it supports their records.
- What if the tenant disputes a charge on the statement?
- Have a clear process: the tenant submits a written dispute, you review it within a set number of days, and you respond in writing with your decision. Document everything in case it goes to court.
- How far back should the statement of account go?
- Show the current lease term at minimum, or the trailing twelve months if the tenancy is longer. Include an opening balance so the tenant can reconcile from a known starting point without requesting older records.