Free Rent Ledger Template for Ontario Landlords
A rent ledger with the exact columns the Landlord and Tenant Board expects — rent period, amount charged, amount paid, and a running balance. Copy it straight into Google Sheets or Excel below, or have the CSV file and a printable PDF emailed to you free.
The template
Sample rows show how charges, partial payments, and the running balance work — delete them and add your own.
| Date | Rent period | Type | Method | Amount charged | Amount paid | Running balance | Notes |
|---|---|---|---|---|---|---|---|
| 2026-06-01 | Jun 1 – Jun 30, 2026 | Charge | — | 1,800.00 | — | 1,800.00 | Monthly rent charged |
| 2026-06-01 | Jun 1 – Jun 30, 2026 | Payment | e-transfer | — | 1,800.00 | 0.00 | Paid in full |
| 2026-07-01 | Jul 1 – Jul 31, 2026 | Charge | — | 1,800.00 | — | 1,800.00 | Monthly rent charged |
| 2026-07-15 | Jul 1 – Jul 31, 2026 | Payment | Cheque | — | 800.00 | 1,000.00 | Partial payment — applied to July |
| 2026-08-01 | Aug 1 – Aug 31, 2026 | Charge | — | 1,800.00 | — | 2,800.00 | Monthly rent charged — no payment received |
Copying pastes the header, sample rows, and blank rows into your spreadsheet as real cells.
Get the CSV file + printable PDF
We'll email you both files free — the spreadsheet for Excel/Google Sheets and a ruled, printable ledger for paper records.
What a rent ledger must show at an LTB hearing
For a non-payment case, the Landlord and Tenant Board expects a ledger that shows the rent period covered, the rent charged, the amount paid, the date paid, and a running balance — from the start of the tenancy, with no gaps. Four rules keep it hearing-ready:
- Start at the beginning of the tenancy — not at the first missed payment.
- Apply partial payments to the correct rent period.
- Reconcile to the cent with any N4 you serve and any L1 you file.
- Bring it current to the hearing date.
Full hearing-prep detail: the L1 evidence checklist.
How to use this template
- Copy it into Google Sheets or Excel (button above), or print the PDF for paper records.
- Add a Charge row each time rent comes due, and a Payment row each time money arrives — never overwrite old rows.
- Update the running balance on every row: balance = previous balance + charges − payments.
- Note the payment method and anything unusual (NSF, partial payment, credit) in the Notes column.
- Keep the file for at least 7 years — LTB matters and CRA reviews both reach back years.
When a spreadsheet stops being enough
A spreadsheet works until the day it has to be right: a hearing months away, a tenant disputing a partial payment, an N4 that must match the ledger to the cent. EasyServe's landlord dashboard keeps the running balance for you, shows arrears across your whole portfolio, and pre-fills the N4 directly from the ledger so the notice and the record can't drift apart — with everything retained for 7 years. See what's included.
Tenant behind on rent?
Generate a validated, LTB-ready N4 with a Certificate of Service in under 10 minutes — the arrears math is done for you.
Generate N4 — $9Rent ledger FAQs
Related guides & tools
Disclaimer: This template is a record-keeping aid, not legal advice. Ontario tenancy rules are governed by the Residential Tenancies Act, 2006 and Landlord and Tenant Board practice. Consult a licensed paralegal or lawyer for advice specific to your situation.