Guide Tenant statements

Utility bill template for tenants

By MeterEase · Updated October 13, 2026

A tenant utility bill should show the unit, the utility and service period, the master bill total, the method and the unit’s share, the amount due, the due date and how to pay or ask a question, with the master bill attached. Keep it separate from rent so the tenant can see each charge.

The template

Field	What to put
From	Owner or manager name, phone or email
To	[Tenant name], [property address], [unit]
Statement date and number	[Date] · [Statement #]
Utility and provider	[Water and sewer] · [Utility name]
Service period	[Start date] to [end date], from the master bill
Master bill total	[$ total] for the building
Common-area deduction	[$ amount or %] paid by owner, if the lease has one
Method	[Method named in the lease], with the unit’s factor and the building total
Your share	[%] × [$ amount split] = [$ amount]
Fees	Only fees the lease names and local rules allow, each on its own line
Amount due and due date	[$ amount] by [date]
How to pay	[Your payment instructions]
Questions	How and by when to ask about a charge
Attachment	Copy of the master bill

Filled-in example

Example numbers only. This uses the fourplex from the RUBS calculation guide: a $412.60 water and sewer bill split 50/50 by square footage and occupants, with Unit 4 vacant and paid by the owner.

Unit	Unit 1
Utility	Water and sewer
Master bill total	$412.60
Method	50% square footage + 50% occupants
Unit factors	800 of 3,600 sq ft (22.22%) · 2 of 8 occupants (25.00%)
Your share	0.5 × 22.22% + 0.5 × 25.00% = 23.61%
Amount due	23.61% × $412.60 = $97.42
Attachment	Master bill PDF

Get the amounts for your units from the free RUBS calculator, or see how MeterEase lays out the same information in its sample tenant email.

Tips

Use the same layout every month so tenants know where to look.
Round to the cent and make sure all units’ shares add up to the amount split.
Keep a copy of every statement and master bill.
Notice and disclosure rules vary; see what to check before you bill.

Run this split every month without the spreadsheet

MeterEase reads the master bill PDF, applies your method and vacancy rule, and emails each tenant their share with the source bill attached, after you check the numbers. Plans start at $14/month.

Questions

What should a utility bill to a tenant include?

At minimum: the property and unit, the utility and service period, the master bill total, the allocation method and the unit’s factor, the tenant’s amount, the due date, how to pay, and how to ask about a charge. Attach or link the master bill.

Do I have to attach the master utility bill?

Some states and cities require landlords to provide or make available the master bill, and others do not. Attaching it every time lets tenants check the total and usually prevents questions. Check your local rules.

Can I put the utility charge on the rent statement?

Many landlords do, as a separate line. Some places require the utility charge and the rent to be stated separately, so keep them on separate lines either way.

Should I show the math on the bill?

Yes. Showing the method and the unit’s share, for example 23.61% of $412.60, lets the tenant reproduce the amount and makes disputes easier to settle.

Is there a free template?

You can copy the layout on this page into a document or spreadsheet. The free RUBS calculator gives you the amounts to fill in.

Related guides

Sources

Example numbers on this page are made up to show the math. This guide is general information, not legal advice; rules differ by state, city and utility.