Both landlords and tenants should keep receipts and records of rent and bond payments.
Landlords must give rent receipts if there’s no other record
A landlord must give a written receipt for rent when no other record is available to the tenant (for example, if the tenant pays in cash). Receipts must be given:
- immediately, if rent is paid in cash
- within 72 hours, if rent is paid by other means.
A receipt is not legally required when the rent is paid:
- from a tenant’s bank account by automatic payment
- by non-negotiable personal cheque drawn on the tenant’s bank account
- into an account operated by the landlord only for the tenancy (and any other tenancies of the landlord)
- by automatic deduction from the tenant’s pay or benefit into the landlord’s bank account.
It’s a good idea to give a receipt for all payments, even if it’s not required by law.
Rent receipts should include specific information
A rent receipt should have:
- the address of the rented property, or some other way to identify it (such as a reference number)
- the amount of money received and what it’s for
- the period the rent covers
- the day the rent was paid
- the name of the person who paid the rent
- the signature of the landlord or the person who received the rent.
Landlords must keep records
Landlords must keep copies of all documentation relating to the rental home during the tenancy and for 12 months after the tenancy ends. Tenants are advised to do the same.
Specified documents must be provided if requested by the Ministry of Business, Innovation and Employment under the Residential Tenancies Act.
Landlords must keep rent and bond records for seven years after the tax year to which they relate.
Keeping accurate records shows you an example on how to record rent payments.
Tenants should keep records
The tenant should keep their own records for the rent they’ve paid. Bank statements are one possible type of record, but it’s also good to keep a rent summary spreadsheet.
If the tenant pays rent with cash or by cheque, the rent book is usually their receipt.
The tenant should keep the rent book or other records for a reasonable time after the tenancy ends, in case a dispute arises.
Landlords must give a statement of rent when asked
The landlord must give a written statement of rent if the tenant asks for it in writing. The statement must cover the period the tenant asks for.