Landlords are required to keep rent and bond records for 7 years after the tax year to which they relate.

If landlords apply to the Tenancy Tribunal to collect rent arrears, they should bring rent records, bank statements and rent books from the start of the tenancy to the Tribunal hearing.

Specified documents must be provided if requested by the Ministry of Business, Innovation and Employment under the Residential Tenancies Act.

The spreadsheet below is an example of the information landlords should record.

Example - rent summary from start of tenancy

ABCDEF
Rent due
(Date)
Rent periodAmount
due
Amount
paid
Date
paid
*Arrears
total
  (from)(to)        
20/01/15 20/01/15 26/01/15 350.00 350.00 20/01/15 -
27/01/15 27/01/15 02/02/15 350.00 300.00 02/02/15 50.00
03/02/15 03/02/15 09/02/15 350.00 300.00 09/02/15 100.00
10/02/15 10/02/15 16/02/15 350.00 350.00 16/02/15 100.00
17/02/15 17/02/15 23/02/15 350.00 400.00 23/02/15 50.00
24/02/15 24/02/15 02/03/15 350.00 - - 400.00
03/03/15 03/03/15 09/03/15 350.00 - - 750.00
  Totals   $2,450.00 $1,700.00   $750.00
      "C" minus "D"   =Balance ("F")

* Note:  The arrears total F = C minus D.  It is important that column “F” be a cumulative balance, so the amount of arrears can be identified at any date.