How to write a receipt
By Diljit Ramachandran, founder of The Invoice Generator. Published Oct 26, 2026.
A receipt is proof of payment. To write one, put the date, the seller's name, the buyer's name, what was paid for, the amount, how it was paid and a receipt number on one page, then give a copy to the buyer. A receipt confirms money was received; it does not ask for any.
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What should a receipt include?
It helps to include all of these:
- Receipt number and date
- Seller's name and contact
- Buyer's name
- A short description of what was bought
- Amount paid and payment method
- Any tax, shown separately
- For a part payment, the amount still owed
What does a receipt look like?
Receipt R-0107, 3 March. Received from Ada Lovelace: 500 for logo design, by bank transfer. Balance owed: 0. Signed by the seller.
How do you fill out a receipt by hand?
A receipt book is a pad of numbered, duplicate receipts for handwritten receipts. Fill in the number, date, buyer, item and amount, sign it and keep the duplicate; how to fill out a receipt book goes line by line.
Receipt or invoice: which do you give?
An invoice asks for payment; a receipt confirms it. For a small cash sale a receipt is often enough, though a business buyer may still ask for an invoice. See invoice vs receipt, and number every receipt in order.
How long should you keep receipts?
Keep your copies with your business records. The period depends on your country, so check your tax authority's guidance.
Questions
- Does a receipt need a signature?
- Not always. A buyer or local rule may ask for one, and it helps for cash payments.
- Can I use Word or an AI chatbot for a receipt?
- Both can draft the wording. A free receipt generator gives you the layout and a PDF without signing up.
Keep every document in one place
- A free account saves a copy of each invoice, remembers your clients and items, and shows what is paid and overdue.
- Pro numbers your invoices for you, emails payment reminders, and repeats the ones you send every month.
Drafted with AI assistance from public sources and our own tool, and published by Diljit Ramachandran. It has not been checked by an accountant. It is general information, not tax or legal advice. Rules differ by place; check with an accountant or your local tax office.