Rent statement template UK: what to include and when to issue one

A rent statement is a written record of rent transactions for a specific property and tenancy period, including what was due, what was paid, and what (if anything) remains outstanding. While there is no statutory obligation for landlords to issue regular rent statements in the way that utility companies do, they are a practical tool for maintaining clear records, supporting a good landlord-tenant relationship, and providing evidence if a dispute arises.

When should a landlord issue a rent statement?

There are several situations where providing a rent statement is good practice or directly useful.

At the start of a tenancy, providing a brief statement confirming the rent due date, amount, and payment method sets clear expectations and gives the tenant a reference point.

When rent arrears develop, a rent statement provides a clear, factual record of what is owed, removing any potential for dispute about the arrears figure. Late rent notices are more persuasive and professionally credible when accompanied by a statement showing the payment history.

When a tenant requests one, for housing benefit purposes, mortgage applications, or tenancy reference requests, tenants often need a record of their rent payments. Providing a clear statement quickly is a simple way to maintain a professional relationship.

At the end of the tenancy, a final rent statement confirming that rent is fully paid up (or confirming any outstanding balance) supports a clean close to the tenancy and reduces the likelihood of deposit disputes on the rent arrears front.

What to include in a rent statement

A rent statement for a UK rental property does not need to follow a prescribed format, but should include the following information at a minimum.

• Property address — the full address of the rental property.

• Landlord's name and contact details — name, address, and phone number or email.

• Tenant's name.

• Tenancy period covered by the statement, see the new rules on tenancy contracts from 1st April 2026.

• For each period (typically monthly): the rent due date, the rent amount due, the date payment was received, the amount received, and any balance remaining.

• A running total of any arrears or credit.

• A summary line confirming the total paid and any outstanding balance at the end of the statement period.

For a straightforward tenancy with no arrears, the statement might simply confirm: twelve monthly payments of £X, all received on or before the due date, with a nil outstanding balance.

How to create a rent statement

The simplest approach is a basic spreadsheet with the columns described above, exported as a PDF and signed (or at least emailed) to the tenant. If you are using August's rent tracking feature, your payment history is already recorded against each property, making it straightforward to export a statement of transactions at any time. Also see our reports feature.

For landlords who prefer a Word or PDF template, the structure is simple. Property address and tenancy details at the top, a table with columns for the period, amount due, date received, amount received, and balance, and a summary at the bottom. Sign and date the statement, or simply send it as a dated email with the statement attached.

Keep a copy of every rent statement issued in your property records. August's document storage allows you to attach these alongside tenancy agreements, safety certificates, and inspection reports, keeping everything in one searchable place per property.

Rent statements and housing benefit tenants

For tenants receiving Local Housing Allowance or Universal Credit housing element, the local authority or DWP may request confirmation of rent due and rent paid. A clear rent statement in the format described above typically satisfies this request. Issue it promptly — delays can affect the tenant's benefit payments and, in turn, their ability to pay the rent.

Rent statements and possession proceedings

If you reach the point of serving a possession notice or applying to the court, a clear rent statement showing the arrears history is important supporting documentation. It demonstrates to the court that the arrears are accurately calculated and consistently recorded. See our guide on dealing with rent arrears for the full process.

Also see: Rent arrears · Rent payments · Late rent notices · Local Housing Allowance · Grounds for possession

Disclaimer: This article is intended for general informational purposes only and does not constitute legal, financial, or professional advice. Landlord and tenant law is subject to change, and the information in this article reflects the position at the time of writing. You should always seek independent legal or professional advice before taking any action in relation to your property or tenancy.