Rent and Arrears Tracker
A missed payment is easier to follow up when you can see what was due, what arrived and which dates those figures cover. This free Excel rent tracker keeps the payment record clear, including part payments.
Free Excel download with blank records and a separate fictional worked example.
Make a tenant rent statement from the relevant working records.
A part payment should stay visible.
The figures and properties here are fictional. The Excel download includes its own worked example alongside the blank records.
Follow the October and November charges for the workbook’s fictional Example Flat A. Rent of £1,200 falls due on 1 October. The tenant pays £800 on 3 October, £250 on 15 October and the remaining £150 on 30 October. The next £1,200 instalment falls due on 1 November.
On 29 October, £150 is still unpaid. The November instalment is future rent, so it is not included in arrears.
What if a tenant pays too much?
At the 29 October review, the workbook’s second fictional tenancy has £1,200 due and £1,250 received. Its £50 credit stays separate from the first tenant’s £150 arrears.
Who it is for
Individual landlords keeping a rent record for residential tenancies or occupation contracts. It is also useful when checking an agent statement against your own records.
What is inside
Start with the blank rent record and enter the amount and date due. Record money received separately so a part payment remains visible rather than being marked as a fully paid month.
The worked example follows a fictional payment history. It shows why a future instalment should not already be described as arrears and why an extra payment needs to be reconciled before you chase a tenant.
Keep a reference for the bank payment and a short factual note of any agreed payment arrangement. The record can support a clear conversation with your tenant or agent.
When to use it
Review the record when rent falls due and before sending a reminder. Choose a review date that matches the statement you are checking, then reconcile the rent record with the bank.
Confirm the tenancy terms and payment allocation before describing an amount as owed. A spreadsheet balance is not a possession notice, a debt ruling or permission to apply a deposit to rent.
Frequently asked questions
Can it handle part payments?
Yes. Keep the amount due and the amount received distinct. The worked example shows a part payment and the remaining balance.
Is future rent already in arrears?
No. Rent with a due date after the review date should remain future rent. Check your agreement if the due date or payment period is in dispute.
Can I treat the tenancy deposit as a rent payment?
Do not use the deposit to make the record appear paid. Keep deposit money separate and follow the applicable deposit rules and agreed process.
Will this send reminders to my tenant?
No. The Excel file helps you maintain and review the record. It does not email tenants, collect payments or change your agreement.
Keep the rent record and the tax record distinct
This tracker follows amounts due and amounts paid against the rent schedule. A tax summary can use different timing. Under the cash basis, unpaid rent is not a cash receipt, while money collected by your agent can count before it reaches your own bank.
Keep the bank reference and the relevant agreement with the record. If a payment is disputed or its purpose is unclear, establish the facts before chasing the tenant for a spreadsheet balance.
Guidance checked on 29 October 2026 against HMRC’s property cash basis guidance. Use the Self Assessment preparation workbook for the separate income and expense record.
Download the Rent and Arrears Tracker
Enter your details once and every template in the library unlocks.
Download again
Tell us where your property is and what you would like help with.
Ask about property management