Virginia Landlord Compliance · Keep the right records
Virginia Landlords Must Accept Checks and Money Orders, Cap Card Fees
A Virginia landlord who moved rent collection entirely to an online portal, card or ACH only, no exceptions, has had to add a paper option back. Since July 1, 2026, House Bill 1005 and Senate Bill 313 require landlords to accept checks and money orders for rent and deposits, keep at least one payment method free of charge, and cap any processing fee at the actual cost a third party charges to process it.
Written by PlatuniThe short answer
- 1.Since July 1, 2026, a Virginia landlord has to accept rent and security deposit payments by check and money order; they can't require electronic-only payment as the sole option.
- 2.A landlord has to keep at least one payment method available with no added fee.
- 3.Any processing or convenience fee a landlord does charge can't exceed the actual out-of-pocket cost a third party charges the landlord to process that specific payment.
- 4.Tenants paying by cash or money order are entitled to a written receipt, and the landlord has to provide it automatically rather than only on request.
- 5.The same bills also restrict maintenance and repair fees to repairs connected to a tenant's own violation of the rental agreement or the Virginia Residential Landlord and Tenant Act.
- 6.This comes from House Bill 1005 and Senate Bill 313, 2026 Session, 2026 Acts of Assembly Chapters 722 and 723, amending Virginia Code Sections 55.1-1204 and 55.1-1208, effective July 1, 2026.
This covers
- · Virginia landlords and property managers who've moved toward electronic-only rent collection
- · The specific fee cap tied to actual third-party processing cost, not a flat or estimated amount
- · The related receipt requirement and the maintenance-fee restriction enacted in the same bills
Usually exempt
- · A landlord can still offer and even prefer electronic payment options; this requirement is about also accepting check and money order, not eliminating electronic payment entirely
- · This article doesn't resolve every detail of how a landlord documents the "actual out-of-pocket cost" figure for a fee audit; confirm appropriate recordkeeping practices with a qualified accountant or attorney
- · This article doesn't cover every maintenance-fee scenario under the related restriction in detail; confirm a specific repair-billing situation with a qualified attorney
1. Why requiring electronic-only payment is now off the table
The statute specifically prohibits a landlord from requiring electronic-only payment; check and money order have to remain accepted options.
[Cite: Va. Code 55.1-1204, as amended by H.B. 1005/S.B. 313, 2026 Va. Acts of Assembly, cc. 722/723]
That prohibition directly targets a practice some landlords had adopted, funneling all tenants onto a single electronic payment platform; a tenant without reliable access to that platform, or who simply prefers a paper payment method, now has a legally protected option to use it instead.
2. Why the fee-free option requirement exists alongside the acceptance mandate
Beyond simply accepting check and money order, the law requires a landlord to keep at least one payment method available with no added fee at all.
[Cite: Va. Code 55.1-1204]
That combination matters; a landlord could technically "accept" a check while still charging an inconvenient processing fee for it, which would undercut the acceptance requirement's purpose. Requiring at least one genuinely fee-free method closes that gap.
3. Why the fee cap is tied to actual cost, not a standard flat rate
Any processing or convenience fee a landlord does charge can't exceed the actual out-of-pocket cost a third party charges the landlord to process that payment.
[Cite: Va. Code 55.1-1204]
That actual-cost standard means a landlord can't set a flat processing fee, say, a round $5 or $10 charge, unless that figure genuinely reflects what the landlord is actually being charged by the payment processor; a fee padded above the real cost to generate extra revenue would violate this cap.
4. Why documenting the real processing cost protects landlords from disputes
Since the fee cap is tied to actual third-party cost, a landlord charging any processing fee needs to be able to show what that real cost actually is.
[Cite: Va. Code 55.1-1204]
A landlord relying on a payment processor's own fee schedule has a built-in record to point to if a tenant or regulator questions whether a charged fee exceeds the cap; a landlord without that documentation is in a weaker position to justify any fee charged above zero.
5. Why the written receipt requirement is now automatic, not request-dependent
Tenants paying by cash or money order are entitled to a written receipt, which the landlord now has to provide automatically rather than only when the tenant specifically asks for one.
[Cite: Va. Code 55.1-1204]
That shift from on-request to automatic matters practically; a landlord's payment-processing routine needs to build in receipt generation as a standard step for every cash or money order payment, not as an exception handled only when a tenant happens to request it.
6. Why the maintenance-fee restriction, though a separate provision, arrived in the same legislation
The same bills also restrict maintenance and repair fees to situations involving a tenant's own violation of the rental agreement or the Virginia Residential Landlord and Tenant Act.
[Cite: Va. Code 55.1-1208, as amended by H.B. 1005/S.B. 313]
A landlord reviewing payment-method compliance under this law should review maintenance-fee billing practices in the same pass; a maintenance or repair fee charged to a tenant for something unrelated to that tenant's own lease violation now falls outside what this provision allows.
7. Why "security deposit payments," not just rent, are covered by the acceptance requirement
The check-and-money-order acceptance mandate covers both rent payments and security deposit payments.
[Cite: Va. Code 55.1-1204]
A landlord who accepted check and money order for monthly rent but required electronic-only payment specifically for the initial security deposit at move-in hasn't fully complied; both payment types need to offer the same accepted methods.
8. Why payment platforms built around a single processor need a real second option
A landlord using a property management software platform that only integrates one electronic payment processor needs an actual, functioning check or money order acceptance process alongside that platform, not just a theoretical allowance buried in a lease clause.
[Cite: Va. Code 55.1-1204]
A lease that technically states check payments are accepted, while every practical step in the landlord's actual process steers a tenant toward the electronic platform, risks falling short of what this requirement is meant to achieve; the acceptance has to be real and functional, not nominal.
9. Why this requirement reflects accessibility concerns as much as payment preference
Requiring a genuinely fee-free, non-electronic payment option addresses tenants who may lack reliable banking access, a smartphone, or consistent internet access, not simply tenants who prefer paper for its own sake.
[Cite: Va. Code 55.1-1204]
A property manager should understand the requirement's purpose that way; it's less about catering to preference and more about making sure rent and deposit payment doesn't depend entirely on a tenant having specific technology or banking access.
11. What property managers should do now
The practical starting point is confirming that check and money order payment is genuinely, functionally available for both rent and security deposits, not just technically allowed somewhere in a lease.
Reviewing any processing fee currently charged against actual third-party processor cost, and keeping documentation of that real cost on hand, protects against a dispute over whether a fee exceeds what this cap permits.
Reading this as a tenant?
Since July 1, 2026, your Virginia landlord has to let you pay rent and your security deposit by check or money order, not force you onto an electronic-only platform. At least one payment method has to be free of charge, and any processing fee charged elsewhere can't exceed what the landlord's own payment processor actually charges them.
Sources and review
- 1.House Bill 1005 and Senate Bill 313, 2026 Virginia General Assembly Session, 2026 Acts of Assembly, Chapters 722 and 723, amending Virginia Code Sections 55.1-1204 and 55.1-1208, effective July 1, 2026.
- 2.Code of Virginia, Section 55.1-1204.
- 3.Code of Virginia, Section 55.1-1208.
Substantive review means an editor re-checked each cited section against the current code, not that the page was re-saved. Corrections: compliance@platuni.com.
Frequently asked questions
When did Virginia's check-and-money-order acceptance requirement take effect?
July 1, 2026, under House Bill 1005 and Senate Bill 313, 2026 Acts of Assembly Chapters 722 and 723, amending Virginia Code Section 55.1-1204.
Can a landlord still offer electronic payment options?
Yes. The requirement is that electronic payment can't be the only option; check and money order have to remain accepted alongside it.
How is the processing fee cap calculated?
It's capped at the actual out-of-pocket cost a third party charges the landlord to process that specific payment, not a flat or estimated fee.
Does a tenant have to request a receipt for cash or money order payments?
No. The landlord now has to provide a written receipt automatically for cash or money order payments.
Does this requirement cover security deposits as well as rent?
Yes. Both rent and security deposit payments are covered by the check-and-money-order acceptance mandate.
What's the related maintenance-fee restriction enacted in the same bills?
Maintenance and repair fees are now limited to repairs tied to a tenant's own violation of the rental agreement or the Virginia Residential Landlord and Tenant Act.