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A receipt is written proof that a payment was made. It names the seller and the payer, the date, the items, the amount and how it was paid. This page shows a filled-in example of a receipt, its parts and its main types.
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An example of a receipt shows a finished proof of payment: who sold, who paid, the date, a receipt number, each item with its price, the total, the payment method and the seller's signature.
The sample below uses made-up names and amounts. Each line matches a field on the blank form, so the sample works as a guide.
Sample sales receipt
| Field | Example entry |
|---|---|
| Seller | Maple Street Hardware, 120 Maple Street, Springfield, (555) 010-4477 |
| Date | June 12, 2026 |
| Receipt number | 1042 |
| Received from | Jordan Lee |
| Items | 2 desk lamps at $24.00 each, 1 box of light bulbs at $6.50 |
| Subtotal | $54.50 |
| Sales tax | $3.27 |
| Total paid | $57.77, paid in cash |
| Balance due | $0.00 |
| Signed by | Taylor Brooks for Maple Street Hardware |
A payment receipt confirms a payment toward a bill, such as rent or a service fee, and names what the money pays for, the amount received and any balance left.
Sample rent payment receipt
Receipt no. 207. Date: July 1, 2026.
Received from Jordan Lee the sum of $1,250.00 for rent of Unit 4B, 88 Oak Avenue, Springfield, for July 2026.
Paid by check no. 311. Balance due: $0.00.
Received by: Taylor Brooks, landlord. Signature: Taylor Brooks
The wording "Received from ... the sum of ... for ..." is the classic acknowledgment line. It puts the payer, the amount and the purpose in one line that anyone can check.
Each type adds fields for its own kind of payment: the rent version names the rental period, while the sales version lists the goods sold. The most common types are:
A sales receipt is the proof of purchase a seller hands a customer at the time of a sale. It shows the date, a receipt number, the items bought, their prices, any sales tax, the payment method and the total. Retail stores, online shops and service businesses issue it with every sale.
A car sales receipt confirms that a buyer paid a seller for a vehicle. It lists the date, the vehicle identification number (VIN), the make and model, the price, the payment method and any warranty or "as is" terms. The title and the bill of sale are separate papers; this one shows the payment.
A cash receipt confirms a payment made in cash for goods or work. It shows the date, the amount in cash, what the payment was for, and the names of the payer and the payee. Businesses use it to track cash that leaves no bank trail.
A medical receipt comes from a doctor, hospital, clinic or pharmacy and documents a payment for care or a prescription. It lists the date of service, the services given, the fees, the patient's name and the payment details. Patients send it with insurance claims and reimbursement requests.
A donation receipt is a charity's acknowledgment of a gift. It names the organization, the amount of a cash gift or a description of donated goods, and whether the donor got anything in return. The donations section below lists what the IRS asks it to contain.
A deposit receipt confirms a deposit paid toward goods, work or a property. It shows the date, the amount, what the deposit holds and the terms for getting it back. Landlords, sellers of large items and rental agreements use it for earnest money and security deposits.
A hotel receipt is the bill a guest gets at check-out, marked as paid. It shows the guest's name, the stay dates, the room number and rate, extra charges such as meals, the taxes and the total. Guests use it for employer reimbursement and expense reports.
A delivery receipt confirms that goods or packages arrived. It shows the date and time of delivery, the items delivered, the recipient's name and signature, and any notes on damage or missing pieces. It settles disputes about whether and when a shipment arrived.
An itemized receipt breaks a purchase into lines: each item or service with its quantity, price, discount and tax. Restaurants, stores and contractors issue it when a customer needs to see every charge, for example for an expense report.
A car repair receipt from an auto shop confirms paid work on a vehicle. It itemizes the diagnostic tests, the parts replaced and the labor hours with their prices, then the total, the payment method and any balance left. Many shops add their warranty and return terms at the bottom.
A receipt includes the business name and contact details, the customer's name, the date, a unique receipt number, the items with the total, the payment method and the signature of the person who took the money.
The business block sits at the top of the form and gives the company name, address, phone or email, and often a logo. The customer sees at a glance who issued it and how to reach them with a question.
The customer line names the payer, with a phone number or email when the business wants to follow up. On a rent or deposit payment, the payer's name ties the money to one tenant or buyer.
The receipt number gives each copy its own label. Running numbers in order let you find one sale quickly and spot a gap when one goes missing. Most layouts put the number next to the date.
The date shows the day the money changed hands, not the day of the order or the invoice. For rent, the form also names the period the payment covers.
The item lines list each product or service with a short description, the quantity and the price. A discount or sales tax goes on its own line above the total, so the buyer can check the sum.
The payment line says how the buyer paid: cash, card, check, bank transfer or an online payment. For part of a bill, the form also shows the balance still due, or says "paid in full" when nothing is left.
The signature line lets the person who received the money confirm it. The notes area holds the terms of sale, a return policy or a short thank-you.
A simple receipt is filled out from top to bottom, from the seller's details to the signature, and each step below matches one field of the form.
A clear form leaves nothing to guess when someone reads it long after the sale:
A receipt matters most when money changes hands without a bank trail or when the payer may need proof later: for cash, rent, deposits, donations and any sale that might be returned.
A rent receipt goes to the tenant after the landlord gets the money. It lists the tenant's name, the rental address, the amount, the period covered, how it was paid and the date, and the landlord or an agent signs it.
A cash receipt gives the buyer the only proof of that payment. It names the seller and the buyer, the date, what was bought and the sum paid.
A deposit receipt lists both parties, the amount, the kind of deposit and the date. It covers a down payment on a vehicle or a property, a security deposit for an apartment, or a deposit on an order. Both parties sign it.
A donation receipt is the charity's written acknowledgment of a gift. Per the IRS page Charitable contributions: written acknowledgments, the written acknowledgment for a charitable contribution of $250 or more must contain the following (IRS, Charitable contributions: written acknowledgments):
A business receipt confirms each sale and is the first thing a customer shows when asking for a return, a refund or a warranty repair. Many businesses add their logo and return terms so every copy looks the same.
A receipt confirms a payment already made, while an invoice asks the buyer to pay for goods or work delivered, by a due date the seller sets.
The invoice comes first, and the proof of payment follows when the buyer pays. At a cash register the two merge: the buyer pays at once and gets only a receipt.
An invoice usually carries more fields than a receipt:
A receipt for an invoice repeats the invoice number so both papers point to the same sale:
A receipt that supports an item of income, deduction or credit on a tax return is kept until the period of limitations for that return runs out, according to the IRS page How long should I keep records? (IRS, How long should I keep records?).
| Situation | How long to keep | Source |
|---|---|---|
| None of the situations below applies | 3 years | IRS, How long should I keep records? |
| You file a claim for credit or refund after you file your return | 3 years from the date you filed the original return or 2 years from the date you paid the tax, whichever is later | IRS, How long should I keep records? |
| You file a claim for a loss from worthless securities or a bad debt deduction | 7 years | IRS, How long should I keep records? |
| You do not report income you should report, and it is more than 25% of the gross income shown on your return | 6 years | IRS, How long should I keep records? |
| Employment tax records | At least 4 years after the tax becomes due or is paid, whichever is later | IRS, How long should I keep records? |
| You do not file a return | Indefinitely | IRS, How long should I keep records? |
| You file a fraudulent return | Indefinitely | IRS, How long should I keep records? |
The same IRS page notes that an insurance company or creditors may ask you to keep papers longer than the IRS does (IRS, How long should I keep records?).
A digital receipt is a PDF or an email copy of the same fields as a paper one. It is easy to send, search and back up. A paper copy still helps when a customer gives no email address.
A simple receipt runs top to bottom: the business details, the date and number, the payer's name, the items and total, the payment method, then the signature. The sample at the top of this page follows that order.
A receipt entry is the bookkeeping line posted when money comes in. The cash or bank account goes up by the amount received, and the sale or the customer's balance owed is entered on the other side.
A digital receipt is made like a paper one: fill in every field, save the result as a PDF and email it to the payer. Keep your own copy in one folder, named by its number.
Yes, a handwritten receipt works as proof of payment when it carries the same details as a printed one: the names, the date, the amount, what it was for and a signature. Write clearly and keep a carbon or a photo of it.
The right receipt matches the payment: the cash form for a cash sale, the rent form for rent, the deposit form for a deposit and the donation form for a gift to a charity. The list of types above links to each one.
A cash receipt covers a sale paid in cash, with the items bought and the sum paid. A rent receipt covers a rent payment, with the tenant, the rental address, the period and the amount, whatever the payment method.
A receipt reaches the customer as a PDF attached to an email or as a printed copy handed over at payment. Keep a copy of each one you issue so both sides hold the same proof.
General information, not legal or tax advice.
