Rent receipt — free template in PDF and Word
Free rent receipt template in PDF and Word, ready to fill in and sign. Find out when the electronic rent receipt is mandatory and how to issue it.
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Free template
The rent receipt is the document with which the landlord declares having received the rent for a given period and gives the tenant a discharge. In Portugal, most landlords with property income must issue the electronic rent receipt on the Finance Portal (Portal das Finanças); the paper template remains useful in the situations the law exempts and as supplementary proof of payment. Here you can download, free, in PDF and Word, a ready-to-fill-in template with the same fields the Tax Authority asks for in the electronic receipt: parties, property, contract, period covered, amount, IRS withholding and date received. If you would rather not fill anything in by hand, you can generate everything online: the Aluseg app issues the electronic rent receipts for you, each time a rent is paid.
- Header with receipt number, year and issue date
- Landlord and tenant identified with name, tax number (NIF) and address
- Property, unit, tax-register article and contract reference
- Table of amounts: rent, other amounts, IRS withholding and total received in words
- Express declaration of discharge, method of payment, date received and signature
What a rent receipt is and what it is for
The rent receipt is the declaration by which the landlord confirms having received a given amount — normally a month's rent — and gives the tenant a discharge. It serves two distinct purposes: it is a tax document, because it reports to the Tax Authority the property income received, and it is proof of payment, enforceable if there is later a dispute about rent arrears.
Unless agreed otherwise, and where rents correspond to calendar months, the first falls due when the contract is signed and each of the others on the first working day of the month immediately before the one it relates to (article 1075(2) of the Civil Code). That is why the receipt always states the period it relates to and not just the date the money came in.
Paper receipt or electronic receipt — what does the law say?
This is where many landlords get it wrong. The rule is simple: most landlords must issue an electronic rent receipt on the Finance Portal, under article 115 of the IRS Code and Ordinance (Portaria) no. 98-A/2015. The Tax Authority's own application issues it, and the receipt is linked to the lease previously notified.
There are, however, situations in which the law exempts electronic issuing; anyone exempt must still declare the rents received to the Tax Authority, through the proper channel for that purpose (the Modelo 44 declaration). We do not give thresholds or specific exemption conditions here — the framework varies with each landlord's tax situation and should be confirmed on the Finance Portal or with your accountant.
In this context, a paper rent receipt has two legitimate uses: covering the exempt situations and serving as proof and discharge handed to the tenant when the electronic receipt has already been issued. What it cannot do is replace the electronic receipt when that is due.
What this rent receipt template includes
- Receipt number, year and issue date;
- Landlord and tenant with name, tax number (NIF) and address;
- Let property, unit, tax-register article and contract reference;
- Period covered, with start and end dates;
- Table of amounts with rent, advance, deposit, other amounts, IRS withholding and total received, also in words;
- Express declaration of discharge;
- Method of payment, date received and landlord's signature.
Download it in PDF to print and sign, or in Word if you want to adapt the fields to your contract.
How to issue the electronic rent receipt on the Finance Portal
- Notify the lease to the Tax Authority first: without a registered contract there is no contract number to link the receipt to.
- Log in to the Finance Portal and open the Arrendamento (rentals) area, in the rent receipts section.
- Choose to issue a receipt and select the contract by its number.
- State the type of amount — rent, advance or deposit — and the period it relates to (start date and end date).
- Fill in the amount received and the date received.
- Tick the withholding tax that applies to each tenant, where there is one.
- Confirm and issue: the receipt becomes available to view and download as a PDF.
The portal's menus change with updates, but the data asked for is always the same — it is exactly what the Tax Authority requires in its receipts webservice.
How to fill in the paper template, field by field
- Numbering: use a continuous series per year (1/2026, 2/2026…). Skipped numbers raise doubts.
- Parties: full name and tax number (NIF) of the landlord and the tenant, as they appear in the contract.
- Property: full address, unit and, if you have it to hand, the tax-register article from the property tax record.
- Period: always state from and to. "March rent" is ambiguous; "from 1 to 31 March 2026" is not.
- Amounts: itemise the rent and any other amount, deduct the withholding if applicable and write the total in words too.
- Payment: tick the method used and the actual date received, which may not match the date of the receipt.
- Signature: sign, give the original to the tenant and keep a copy.
Mistakes to avoid when issuing a rent receipt
- Issuing only a paper receipt when the electronic one is due. Paper does not remove the tax obligation.
- Confusing the date received with the period covered. They are different fields and the electronic receipt requires both.
- Forgetting the IRS withholding when the tenant has organised accounting: the rate is in article 101(1)(e) of the IRS Code (25% at the date of this page), with exemptions in article 101-B and specific rates in the Autonomous Regions. Check the rate in force before issuing.
- Recording a deposit or an advance as if it were rent. They are different amounts and are classified as such in the electronic receipt.
- Not keeping a copy. Without a receipt or proof of transfer, proving what was paid becomes difficult.
Frequently asked questions
Am I required to issue an electronic rent receipt?
As a rule, yes. Most landlords with property income must issue the electronic rent receipt on the Finance Portal (article 115 of the IRS Code and Ordinance no. 98-A/2015). There are situations the law exempts, in which the rents received are declared another way (Modelo 44 declaration). Check your own situation on the Finance Portal or with your accountant.
Can I issue a paper rent receipt?
You can, with one important limit: the paper receipt does not replace the electronic receipt when that is due. It makes sense in situations exempt from electronic issuing and as proof of discharge handed to the tenant — for example when payment is made in cash or when the tenant asks for immediate proof of payment.
What must a rent receipt contain?
Receipt number and date, identification of the landlord and the tenant with tax numbers, identification of the property and the contract, the period the rent relates to (from/to), the amount received, IRS withholding where applicable, the total received, the date received and the landlord's signature. The template on this page already has all these fields.
Where can I download a rent receipt template in PDF or Word?
On this page, free of charge: the rent receipt template is available in PDF, to print and sign, and in Word, to adapt to your contract. If you would rather not fill anything in by hand, create an Aluseg account and issue the electronic rent receipts automatically each time a rent is marked as paid.
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