When to use this receipt
Give a cash receipt any time someone pays you in person, especially in cash. It protects both of you: the payer has proof they paid, and you have a record for your books and taxes.
It’s useful for private sales, deposits, service calls, tutoring, babysitting, and small businesses without a point-of-sale system. It also works for checks and card payments.
How to fill it out
| Field | What to enter |
|---|---|
| Receipt # | A unique number, in sequence, so you can match it to your records. |
| Date | The date the payment was received. |
| Received from | The full name of the person or business that paid. |
| Amount | The amount in numbers, such as $250.00. |
| Amount in words | The same amount written out, such as “Two hundred fifty dollars and 00/100.” This makes the amount harder to alter. |
| For | What the payment covers, such as “Deposit for kitchen cabinet installation.” |
| Payment method | Cash, check (with the check number), card or other. |
| Balance remaining | Anything still owed after this payment, or $0.00. |
| Received by and signature | Your name or business name, and your signature. |
Filled-in example
- Receipt #: 0158
- Date: November 7, 2026
- Received from: James Carter
- Amount: $250.00
- Amount in words: Two hundred fifty dollars and 00/100
- For: 50% deposit on a custom dining table, order #88
- Payment method: Cash
- Balance remaining: $250.00, due at pickup
- Received by: Ana Ruiz, Ruiz Woodworks
Common mistakes to avoid
- Leaving out the purpose. “Payment” alone doesn’t show what was bought, which matters if there’s a dispute later.
- No balance line on partial payments. Always show what’s still owed so there’s no confusion.
- Not keeping a copy. Make two copies, one for the payer and one for you, or photograph the receipt before you hand it over.
- Skipping the signature. An unsigned receipt is weaker proof that the money changed hands.
Frequently asked questions
Is a handwritten receipt legally valid?
Generally yes. A receipt is evidence of payment, and a clear, signed, dated receipt with the amount and purpose usually serves that purpose whether it’s typed or handwritten.
Why write the amount in words?
It’s much harder to change “Two hundred fifty dollars” than to add a digit to “$250.” Banks use the same approach on checks.
What’s the difference between a receipt and an invoice?
An invoice asks for payment. A receipt confirms that payment was received.
Do I need to give a receipt for cash payments?
Some states and situations require it, such as cash rent payments in several states. Even when it isn’t required, it’s good practice.