Can a rental statement be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when the four ESIGN elements are met: intent, consent, attribution, and record retention.

Is notarization required for these statements?

Typically no. Rental statements are business records and usually do not require notarization unless used as affidavit or attached to a deed; check state notary rules if an acknowledgment is requested.

What happens if a tenant name is wrong?

Incorrect names can delay reconciliation and trigger backup withholding or disputes. Correct the record promptly, document the correction, and retain both versions for audit trails.

How should supporting receipts be attached?

Attach PDFs or scanned images of receipts to the statement or include links in the attachment field. Maintain originals and a signed copy with an audit trail for evidentiary use.

Who must sign the statement?

An authorized preparer or officer should sign. For organizations, include preparer title and contact; for property managers include owner authorization if required by contract.

How long must I keep signed statements?

Retain for the lease term plus at least three years; retain rent records longer for tax or regulatory reasons (see IRS IRC §6501(a) and HIPAA 45 CFR §164.530(j) where applicable).

Electronic Signature
Templates
Real estate
Rental Statement of Rents

Rental Statement of Rents

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

RENTAL STATEMENT OF RENTS

Parties and Reporting Information

Reporting Party / Preparer Reporting Party Address

Phone

Email

Recipient / Owner Recipient Address

Property Identification

Property Address Parcel / APN Number Legal Description

Lease and Tenant Information

Tenant Name(s)

Lease Term: From to .

Monthly Rent

Security Deposit

Late Fee Policy / Additional Lease Terms

Statement Period and Summary

Statement Period: From through .

Total Charges (Rent + Fees)

Total Payments Received

Outstanding Balance

Itemized Ledger (Charges and Payments)

Enter charges and payments in chronological order. Balances reflected are cumulative.

Date

Description

Charge

Payment

Balance

Disclosures

Lead-based paint disclosure applicable (if property built before 1978): Yes No

Known mold condition or history of remediation: Yes No

Prior structural or material damage to the unit disclosed: Yes No

If any disclosure is Yes, describe remediation or history

Certifications, Remedies and Governing Provisions

The Reporting Party certifies, under penalty of perjury, that the information contained in this Rental Statement of Rents is true, complete and accurate to the best of the Reporting Party’s knowledge as of the date signed below. The Reporting Party further represents that the ledger entries are business records kept in the ordinary course of business and reflect transactions between the tenant(s) and the party responsible for rent collection.

If any amounts shown are outstanding, the Owner/Recipient may pursue all remedies available under the lease and applicable law, including but not limited to collection, acceleration, termination of tenancy and recovery of attorneys’ fees and costs. The Recipient shall have the right to rely on this statement in determining amounts owed, and the Reporting Party agrees to indemnify and hold harmless the Recipient for reliance on the representations herein, except for willful misrepresentation.

This statement is governed by the laws of the state in which the property is located. This document, together with any lease and prior written agreements referenced herein, constitutes the entire statement of rents for the period specified and supersedes prior oral statements. If any provision of this statement is held unenforceable, such provision shall be severed and the remainder shall remain in full force and effect.

Additional Remarks

Acknowledgment

By signing below the parties acknowledge receipt of this Rental Statement of Rents and confirm the authority of the signatories to bind their respective entities. Signatures below attest to the truthfulness of the information provided herein as of the date signed.

Reporting Party (Print Name):

By:

Date:

Recipient / Owner (Print Name):

By:

Date:

What a Rental Statement of Rents Is and when it's used

A Rental Statement of Rents is a formal record that lists rent charges and receipts tied to a property or portfolio for a specified period. It itemizes units, tenant names, rent amounts, payment dates, adjustments, and outstanding balances. Landlords, property managers, mortgage servicers, and prospective buyers use it for accounting, lease audits, escrow reconciliations, and due diligence. In the United States electronic delivery and signatures are generally accepted under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided intent, consent, attribution, and reproducible retention are satisfied.

Why a clear Rental Statement of Rents matters

A precise statement creates an auditable trail for rent collections, supports financial reporting, and reduces disputes with tenants and lenders. It consolidates transaction detail for tax, loan servicing, and sale-close workflows while serving as contemporaneous evidence in claims or compliance reviews.

Who prepares and relies on these statements

Typical users span internal teams and external stakeholders who need verifiable rent histories.

Property owners and landlords who require monthly or annual income summaries for accounting and tax reporting.
Property management firms that audit collections, reconcile ledgers, and deliver statements to owners or lenders.
Mortgage lenders, servicers, and underwriters reviewing rent rolls during loan origination or default monitoring.

The format should suit the primary audience: concise line-item detail for accounting, and summarized totals for executive or lending review.

Step-by-step: complete a Rental Statement of Rents

Follow these practical steps to compile, verify, and finalize a compliant statement.

01

Gather records: Collect lease copies, payment receipts, bank deposits, and adjustments for the period.
02

Enter identifiers: Fill property, unit, tenant name, and reporting period fields exactly.
03

Itemize transactions: List each rent charge and payment with date, method, and reference number.
04

Verify and sign: Reconcile totals, add preparer signature, and capture signing audit trail.

How electronic completion and delivery normally flow

Digital workflows reduce manual handling and preserve an audit trail that supports ESIGN/UETA compliance.

Upload document: Save as PDF or DOCX and upload to your eSignature or document platform.
Place fields: Add name, date, signature, and optional attachment fields for receipts.
Send to signer: Deliver via secure email link or authenticated session (SMS or KBA as needed).
Complete & store: Signer executes, system saves signed PDF and audit report for retention.

Essential elements to include in a professional statement

A professional Rental Statement of Rents balances granular transaction data with clear summaries so recipients can reconcile quickly.

Summary Totals

Provide period subtotal, adjustments, late fees, credits, and net collected so readers can reconcile to bank deposits without scanning every line item.

Itemized Ledger

Include date, charge type, payment date, payment method, reference number, and running balance for each unit to support audits and tenant queries.

Payment Method Detail

Record whether payments were check, ACH, credit card, or cash; include clearing reference to match bank activity and detect reversals.

Adjustments & Credits

Document concessions, refunds, or prorations with explanation fields so financial reviewers understand non-rent line items.

Attachments and Evidence

Attach scanned receipts, bank statements, or tenant communications. Evidence reduces disputes and supports loan servicing.

Audit Trail

Capture preparer, reviewer, timestamps, and IP or authentication method to provide admissible proof of execution and changes.

Required data elements at a glance

Tenant Name: Full legal name

Unit Identifier: Unit number or address

Reporting Period: Start and end dates

Amount Received: Numeric USD value

Payment Method: Check, ACH, card, etc.

Preparer Name: Signer name and title

Configure an online workflow for recurring statements

Set consistent file formats, authentication, and retention to streamline recurring distribution.

Field	Configuration
File type	PDF/A preferred for archival
Authentication	Email plus SMS code for signer identity
Retention	Store signed copy 7+ years per policy
Notifications	Email copies to owner and tenant

Technical considerations for eSigning and storage

Choose a platform that supports required file formats, secure authentication, and an audit trail for each signing event.

File formats: PDF and DOCX accepted
Integrations: Link to CRM or accounting systems
Authentication: Email, SMS, or KBA options

Ensure the platform encrypts records in transit and at rest, captures timestamps and signer attribution, and supports export to archival formats for long-term retention.

Key legal risks from incorrect or incomplete statements

Tax Penalties: IRC §6721 fines possible

Eviction Disputes: Court may reject evidence

Loan Covenant Breach: Lender remedies may follow

Data Privacy: HIPAA exposure for PHI

Reputational Harm: Tenant litigation risk

Record Loss: Inadmissible due to poor retention

Common mistakes to avoid when preparing statements

Using inconsistent tenant names or unit identifiers that prevent matching to leases and bank deposits.
Omitting documentation for adjustments and credits, which creates reconciliation gaps and tenant disputes.
Relying on handwritten totals without a clear audit trail or supporting deposit records.
Failing to capture signer attribution, timestamps, and authentication details for electronically signed statements.

Typical timing and delivery expectations

Establish regular schedules for preparing, reviewing, and delivering statements to reduce disputes and support reporting.

Monthly Statement Delivery:

Issue within 5–10 business days after period end for tenant and owner review

Quarterly Reconciliation:

Complete bank reconciliation each quarter to verify collections

Year-End Summary:

Provide annual totals to owners and prepare documents for tax preparers

Response Time to Requests:

Supply requested statements to lenders or auditors within 10 business days

Record Retention Trigger:

Start retention period on statement creation date or signed date

Real-world examples of digital execution

Organizations report smoother processing and better compliance when statements are completed and signed digitally.

Tim Martin, Founder — Martin Properties

We moved to online processing for portfolio paperwork to save time and improve compliance

process and execute all of these documents online
By executing rental statements and related documents digitally, the team reduced turnaround time across mobile and desktop workflows while keeping secure audit trails for lenders and auditors.

Brian Fitzgibbons, COO — Optica Ventures LLC

The interface is simple and easy-to-use for our team and our clients

simple and easy-to-use for our team
That simplicity helped deliver timely rent statements to owners and supported transparent reconciliations during quarterly reviews, improving stakeholder trust.

eSignature vendor pricing and capability snapshot for signing Rental Statements

Compare starting price and common capabilities when selecting an eSignature provider for recurring rental statements and high-volume workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies by plan	Varies by plan	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Rental Statements of Rents

Answers to common legal, technical, and operational questions when preparing or eSigning a Rental Statement of Rents.

Need help? Contact support

Can a rental statement be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when the four ESIGN elements are met: intent, consent, attribution, and record retention.
Is notarization required for these statements?
Typically no. Rental statements are business records and usually do not require notarization unless used as affidavit or attached to a deed; check state notary rules if an acknowledgment is requested.
What happens if a tenant name is wrong?
Incorrect names can delay reconciliation and trigger backup withholding or disputes. Correct the record promptly, document the correction, and retain both versions for audit trails.
How should supporting receipts be attached?
Attach PDFs or scanned images of receipts to the statement or include links in the attachment field. Maintain originals and a signed copy with an audit trail for evidentiary use.
Who must sign the statement?
An authorized preparer or officer should sign. For organizations, include preparer title and contact; for property managers include owner authorization if required by contract.
How long must I keep signed statements?
Retain for the lease term plus at least three years; retain rent records longer for tax or regulatory reasons (see IRS IRC §6501(a) and HIPAA 45 CFR §164.530(j) where applicable).

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