In many cases, the receipt is the only tangible proof of a sale or transaction. When closing a deal or when making any type of sale, it is advisable to fill out a receipt to be kept in your archives, as well as in the buyer's file. The receipt will seal the agreement between the parties. Read on to learn what information should be included when writing a receipt.
Steps
Method 1 of 2: Write a Receipt
Step 1. Write down the entire company name or the recipient of the funds for the products or services
List the name, address and phone number. If it is a trade name, also include the name of the owner or manager of the business
Step 2. Mark the name of the person who made the purchase
In general, the full name and surname are sufficient.
Step 3. Write the date of the transaction or trade
Step 4. Include the day, month and year
Some people go into detail and even specify the exact time. This information is useful for items that have a warranty and for annual tax deductions.
Step 5. Specify the exact amount the person earned as a result of the transaction
Add details such as product description, serial number, item quantity, and any other information that may be useful for recalling that particular transaction
Step 6. Record the transaction amount
- The amount should be broken down into several items: the original price, any discount, taxes, labor, and any other applicable price categories.
- Include the total amount paid at the end of the installment.
Step 7. Write down the payment method used to make the transaction
Specifies whether the payment was made in a single installment or in multiple installments, including the number of payments and the amount of each
Step 8. If the transaction was successful, specify whether the payment was made by cash, check, or credit card
Step 9. If the buyer paid by check, add the amount and serial number of the check
Step 10. If you used a credit or debit card, you can write the name on the card, the last four digits of the code and the type of card
Step 11. Note if the item was picked up personally by the buyer or if it was delivered
If delivery was made or the item was picked up at a time other than the time of purchase, we also recommend that you list the date and time for this information
Step 12. Sign the receipt below and, if you prefer, mark "paid in full"
This information is useful when you want to show that all payments have been completed.
Method 2 of 2: Use Pre-Printed Receipt Templates
Step 1. Look for pre-printed receipt templates
There are many professional sites on the Internet that offer free templates. Search online to find the right model for your needs.
Step 2. Download the specific template you need
For example, if you are looking for a receipt for a cash payment, scroll through the templates until you find the one you want, then download it by clicking the download button below the template preview.
Step 3. Open and edit the receipt template using Excel
Look for the templates you downloaded in the downloads folder, then open them with Excel and fill in all the fields according to your needs.
Step 4. Print the receipt
As soon as your receipt is ready you can print as many copies as you need.
Advice
- Use carbon paper receipts so that you and the buyer can keep a copy in your records.
- Purchase a pre-printed stamp or pre-printed receipts with your company name and information already entered, to speed up completion.
