Basics
How to write a receipt (with examples)
A receipt is written proof that a payment was made. Writing one is quick once you know the parts, and this guide shows you exactly what to put, in what order, with filled-in examples for the three most common situations: a cash sale, a service, and rent. If you would rather not write one out by hand, there is a free tool at the end that does it for you.
What every receipt needs
Whether you are writing by hand or on a screen, a complete receipt has the same seven parts:
- Your business name and contact, so it is clear who the receipt is from.
- A receipt number, so you and the customer can reference it later.
- The date the payment was received, which is the date that matters on a receipt.
- What the payment was for, as one or more lines with a short description and amount.
- The total amount paid, including any tax.
- The payment method, such as cash, card, or bank transfer.
- A clear "Paid" marker, which is the whole point of the document.
How to write a receipt, step by step
Work top to bottom. Start with your business name and a receipt number, add the date you were paid, then list what the payment covered with the amount beside it. Add tax if you charge it, show the total that was actually paid, state how they paid, and mark it clearly as paid. If you are writing by hand, sign it and keep the carbon copy or a photo. That is the whole process, and it takes under a minute once you have done it once.
Example 1: a cash sale receipt
You run a market stall and sell a customer a lamp for 40 in cash.
Bright Finds · Receipt #0042 · Date: 12 June 2026
Item: Table lamp · 40.00
Total paid: 40.00
Payment method: Cash
PAID. Thank you!
Cash is where a written receipt matters most, because unlike a card or transfer there is no automatic record of it. Write it at the point of sale and keep your own copy.
Example 2: a service receipt
You are a cleaner and a client pays 120 by bank transfer for a deep clean.
Jo's Cleaning · Receipt #0108 · Date: 3 July 2026
Received from: Acme Offices
Service: Deep clean, 1 visit · 120.00
Total paid: 120.00
Payment method: Bank transfer
PAID
For a service, describe the work clearly so the receipt makes sense to the client's bookkeeper months later. "Deep clean, 1 visit" is better than just "cleaning."
Example 3: a rent receipt
A tenant pays 1,000 rent for the month by card.
[Landlord name] · Receipt #0311 · Date: 1 August 2026
Received from: [Tenant name], 456 Client Ave
For: Rent, August 2026 · 1,000.00
Total paid: 1,000.00
Payment method: Card
PAID
On a rent receipt, always state the period the payment covers ("Rent, August 2026") and the property, so there is never a question about which month was paid.
Writing a receipt by hand
A receipt book with carbon copies is the classic way: you write once and keep the duplicate automatically. If you do not have one, a plain sheet works as long as it has the seven parts above. Sign it, and take a photo before you hand it over so you have your own record. The format does not have to be fancy, it just has to be clear and complete.
Keep a copy of every receipt
Save a copy of each receipt you issue, organized by year, alongside your invoices. Retention periods vary by country, commonly between three and seven years, so check your local rule. A photo or PDF in a dated folder is enough for most small businesses.
Or make one in seconds
If you would rather not write receipts out by hand, our free receipt generator fills in every part above for you, stamps the document as paid automatically, and downloads a clean PDF with no signup. For the fuller background, see how to make a receipt and the difference between an invoice and a receipt. Need to bill first? Use the invoice generator and our guide on how to invoice a client.