Can a rental statement be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and record retention are documented.

What if a statement has an error?

Issue a corrected statement that clearly labels the revision, attach the original for audit, and notify the tenant promptly; retain both versions for recordkeeping and dispute defense.

Is notarization required?

Routine rental statements generally do not require notarization. Notarization or witnesses are only needed where state law or a specific transaction requires it (e.g., certain real-estate instruments).

How long must I keep statements?

Keep records for at least 3 years for tax purposes (IRC §6501(a)); retain longer for tenancy disputes, and follow HIPAA or state rules where applicable.

What delivery methods are acceptable?

Email with PDF attachment, secure tenant portal, or registered mail are common. Maintain delivery proof (read receipts, portal logs, or postal tracking).

How do I withdraw or correct an e-signed statement?

Prepare a replacement statement, include a signed correction or amendment, and document the reason and effective date; maintain prior versions in the audit trail.

Electronic Signature
Templates
Miscellaneous
Tenant's Rental Statement

Tenant's Rental Statement

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

TENANT'S RENTAL STATEMENT

Parties and Recitals

WHEREAS, Landlord Name: (the "Landlord") is the owner or authorized manager of the residential premises located at Property Address: ; and

WHEREAS, Tenant Name: (the "Tenant") is obligated to pay rent and other charges under the lease or rental agreement described herein; and

WHEREAS, Landlord issues this Tenant's Rental Statement to summarize charges, payments, credits and the balance due for the Statement Period set forth below.

Statement Details

Statement Date: Statement Period From: to

Lease / Account Number:

Scope of Occupancy and Services

Scope of Work / Services Provided

Itemized Charges and Payments

Monthly Rent (for period):

Utilities / Charges:

Late Fees Assessed:

Other Charges (specify): Amount:

Payments and Credits Applied

Total Charges: Payments Received:

Credits / Adjustments: Balance Due:

Payment Plan Agreed: If checked, summarize arrangement below:

Payment Terms

Rent is due per the lease. Current Amount Due: . Payment Schedule:

Late Fee Policy: Late payments shall incur a fee of of the overdue amount or a flat fee of , whichever is greater, assessed on the first day following the grace period.

Term and Termination

Lease Start Date: Lease End Date:

Notice Period for Termination: Either party may terminate in accordance with the lease; absent other terms, written notice of days is required.

Confidentiality

The parties acknowledge that certain financial information and personal data contained in this statement are confidential. Neither party shall disclose such confidential information to third parties except as required by law, as necessary for collection or enforcement, or with the other party's written consent.

Governing Law

This Tenant's Rental Statement and any dispute arising out of or relating to it shall be governed by and construed in accordance with the laws of the state where the Property Address is located, without regard to conflict of laws principles.

Entire Agreement

This statement, together with the Lease and any written amendments, constitutes the entire agreement between the parties concerning the subject matter herein and supersedes all prior statements or agreements, whether written or oral, relating to the same subject.

Acknowledgement

By signing below, the parties acknowledge receipt of this Tenant's Rental Statement and certify that the information shown is true and correct to the best of their knowledge. Acceptance of payment does not waive any right to pursue amounts not fully paid.

Landlord:

By:

Date:

Tenant:

By:

Date:

What a Tenant's Rental Statement Is and when it's used

A Tenant's Rental Statement is a formal record showing charges, credits, payments, and the outstanding balance for a rental unit over a defined statement period. Landlords, property managers, and tenants use it to reconcile monthly rent, track security deposit activity, document late fees or concessions, and support accounting or dispute resolution. It typically includes tenant and property details, the billing period, line-item charges (rent, utilities, fees), payments received, and a signature block or acknowledgement.

Why a clear Tenant's Rental Statement matters for both parties

A well-prepared Tenant's Rental Statement provides transparent billing, reduces disputes, supports accurate recordkeeping for tax and audit purposes, and preserves evidence of payment history. Electronic versions are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, subject to the usual exceptions.

Who commonly prepares and receives these statements

Typical users range across property roles and tenant types; the layout below highlights common profiles.

Property managers and management companies who issue recurring statements for multiple units and need ledger reconciliation.
Individual landlords who track rental payments, security deposits, and occasional adjustments for one or a few properties.
Tenants (residential or commercial) who review charges, dispute errors, or provide proof of payment to third parties.

Tailor the statement fields to the recipient: tenant-facing versions are concise; accounting copies include ledger details.

Essential parts of a professional Tenant's Rental Statement

A consistent structure improves clarity and legal defensibility. Include identifying details, a clear ledger of charges and payments, and explicit balance calculations.

Header

Document title, statement date, and a unique statement or invoice number to support tracking and future reference in accounting or litigation contexts.

Tenant Details

Full legal name, unit number, mailing and service addresses, and contact information so the statement is attributable to the correct tenant.

Property Details

Property name and street address, landlord or manager name and business contact, and landlord tax or business identifier if applicable.

Charges Ledger

Itemized amounts (rent, utilities, late fees, concessions) by date and description so each line can be reviewed and reconciled.

Payments Ledger

Record of payments received, payment method, dates, and any applied adjustments, showing how the running balance was computed.

Signature & Notes

Space for tenant or manager signature, date, and a short notes field for disputes or memo referencing supporting documents.

Core data fields every Tenant's Rental Statement should include

Tenant name: Full legal name

Property address: Street, city, state

Unit number: Unit or suite ID

Statement period: Start–end dates

Total charges: Sum of line items

Balance due: Outstanding amount

Step-by-step: prepare and issue a Tenant's Rental Statement

Follow this sequence to assemble accurate statements and reduce follow-up corrections.

01

Gather lease data: Confirm tenant name, unit, lease dates, and agreed rent amount.
02

Compile ledger: List charge dates, descriptions, and amounts with running balances.
03

Verify payments: Match payments to bank or processor records before posting.
04

Issue statement: Send the statement with date, unique ID, and signature or e-sign audit trail.

Configuring an online template for repeated statements

Set up fields, automation, and routing once to save time on recurring statements.

Field	Configuration
Date field	MM/DD/YYYY; auto-fill with statement generation date
Amount field	Currency format; auto-sum line items
Conditional notes	Show late-fee section only when balance > 0
Signature field	Require tenant acceptance or manager signature before finalizing

Where to send and how to file issued statements

Use a consistent delivery and filing path to ensure records are preserved and accessible for accounting or disputes.

Tenant delivery: Email PDF or provide secure tenant portal access with read receipt.
Property records: Store a copy in the unit ledger and accounting system.
Accounting export: Export as CSV/PDF for bookkeeping and tax reporting.
Third-party recipients: Provide copies to attorneys or housing authorities as requested.

Sharing options and technical considerations for digital statements

Choose delivery methods based on tenant access, security, and audit requirements.

File formats: PDF and DOCX are standard for archiving and exchange.
Integrations: Works with common systems like Google Workspace, Microsoft 365, and accounting software.
Authentication: Support email link, SMS code, or stronger signer verification where needed.

Typical timing and turnaround expectations

Timely issuance and prompt tenant response reduce reconciliation and legal friction.

Issue frequency:

Monthly statements are customary; issue within 7 days after period end.

Tenant review period:

Allow 7–14 days for tenant questions or correction requests.

Late-fee application:

Apply late fees only after the grace period specified in the lease.

Dispute resolution:

Document received disputes and maintain copies for audit.

Record updates:

Post reconciled payments to ledgers immediately after verification.

Common mistakes to avoid when preparing statements

Posting payments to the wrong period or unit, causing tenant confusion and ledger mismatches.
Using ambiguous descriptions for charges such as 'service fee' without an accompanying lease reference.
Failing to retain an audit trail that shows who created, modified, or approved the statement.
Sending statements only by email without ensuring tenant access or confirming delivery receipt.

Key risks and potential downstream consequences

Dispute escalation: Eviction or collection actions may be delayed

Accounting errors: Misstated income affects tax filings

Backup withholding: Missing accurate taxpayer info can trigger 24% withholding

Compliance gaps: HIPAA or state privacy breaches for tenant health info

Damaged landlord claims: Weak documentation weakens recovery claims

Legal costs: Correction or defense increases expense

Comparing common eSignature pricing and capabilities for issuing statements

Basic feature comparison and starting prices for common e-signature platforms. Confirm vendor plans for enterprise or usage-based pricing.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Tenant's Rental Statements

Answers to common questions about validity, e-signing, corrections, notarization, retention, and delivery of statements.

Need help? Contact support

Can a rental statement be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and record retention are documented.
What if a statement has an error?
Issue a corrected statement that clearly labels the revision, attach the original for audit, and notify the tenant promptly; retain both versions for recordkeeping and dispute defense.
Is notarization required?
Routine rental statements generally do not require notarization. Notarization or witnesses are only needed where state law or a specific transaction requires it (e.g., certain real-estate instruments).
How long must I keep statements?
Keep records for at least 3 years for tax purposes (IRC §6501(a)); retain longer for tenancy disputes, and follow HIPAA or state rules where applicable.
What delivery methods are acceptable?
Email with PDF attachment, secure tenant portal, or registered mail are common. Maintain delivery proof (read receipts, portal logs, or postal tracking).
How do I withdraw or correct an e-signed statement?
Prepare a replacement statement, include a signed correction or amendment, and document the reason and effective date; maintain prior versions in the audit trail.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now