At the beginning and end of tenancies, landlords and tenants often need to calculate pro rata rent.
‘Pro rata’ means divided in proportion. For example, if a tenant moves out of a property halfway through the monthly rental period, then you can calculate the rent owed for the half-month pro rata by taking the monthly rent and dividing it in half.
This same method can be used in many contexts, such as the salary of full-time workers who go part-time. For example, an employee moving from a five-day week to a three-day week would see their hours dropping by 40%. Their pro rata salary would then be 60% of the original value.
- Definition and how to use the phrase ‘pro rata’
- How to calculate pro rata rent
- Calculating maximum deposit sizes pro rata
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Definition and how to use the phrase ‘pro rata’
The term ‘pro rata’ comes from Latin. ‘Pro’ means according to and ‘rata’ means calculated. When used in English, pro rata can be an adjective, for example describing the rent in ‘pro rata rent’. It can also be an adverb that describes an action, as in ‘the rent was calculated pro rata’.
Although less common in the UK, in American English, the verb ‘prorated’ has emerged, meaning to calculate pro rata.
How to calculate pro rata rent
Confusingly, when it comes to rent there are two different methods that landlords and tenants need to know about depending on what you are trying to achieve.
One method is used for calculating how much rent tenants must pay when moving out part-way through a rental period (i.e., on any day that is not the final day of a rental period). This usually happens when a landlord serves a Section 21 notice which expires part way through a period. In these cases, the Housing Act 1988 describes the method to use:
You will need to multiply the monthly rent by the ratio of days elapsed in the period. For example, consider a tenancy with a monthly rent of £1,200. If a landlord serves a Section 21 notice which expires on the 10th day of a 30-day month (e.g., April):
- You would divide 10 by 30 to get 1/3.
- Then multiply 1/3 by £1,200 (the rental amount)
The amount of rent due for the final rental period is therefore £400.
To simplify this process further, we’ve created a handy calculator to do the calculations for you.
Pro Rata Rent Calculator
Enter your property’s monthly rental price and the relevant dates. The calculator will show the pro rata rent due for the period specified.
Enter Monthly Rent
Days Elapsed
Total Days in Month
Pro Rata Rent Due:
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Calculating maximum deposit sizes pro rata
The second method helps you calculate the maximum amounts for tenancy and holding deposits. These are limited to five weeks’ rent for the tenancy deposit and one week’s rent for the holding deposit.
To make things easier and ensure you stay compliant, we’ve created a calculator that can help you find the maximum amounts for both deposits.
Hi Sam
Your information posts are always helpful, but I just wanted to let forum members know that the Tenant Fees Act 2019 specifically defines how one weeks rent must be calculated, which is:
monthly rent x 12 / 52
I haven’t used your calculator so I don’t know if this is how it works, but I thought I’d just spell this out for anyone who reads the article and thinks they should just multiply the daily rate from your calculation above by 7. This may or may not come to the same figure, but if there is a discrepancy, then they may inadvertently breach the Tenant Fees Act and invalidate any s21 they may later serve.
If the rental period is monthly I am not sure you do owe them money as they have used the month.
I would speak to the NRLA and just confirm
Failing that call a solicitor for 20 minutes free advice
Seems like you do not owe them anything, unless you agreed to refund them.
Sounds like you have been very accommodating of their changing requests.