Tax receipt template
“Tax receipt” is used for two different documents, and it is worth knowing which you need. One is a receipt showing the tax element of a business payment. The other is the acknowledgement a charity issues to a donor for tax-deduction purposes.
This template covers both, because the fields overlap more than they differ.
A receipt showing tax on a business payment
Where you are registered for VAT, GST or sales tax and the customer needs the tax element documented, the receipt should show:
- Your business name, address and tax registration number.
- A unique receipt number and the date received.
- The payer's name.
- The amount excluding tax, the tax amount with its rate, and the total received.
- What the payment was for, referencing the invoice.
- The payment method.
Important caveat: in most systems it is the tax invoice, not the receipt, that supports an input tax claim. The receipt evidences settlement. Issue both.
A donation receipt for a charity
Where a receipt supports a donor's tax deduction, the requirements are stricter and jurisdiction-specific. Generally expected:
- The organisation's registered name, address and charitable or tax-exempt registration number.
- A statement that it is an official receipt for tax purposes.
- A unique serial number.
- The date of the donation and the date the receipt was issued.
- The donor's full name and address.
- The amount donated, or a description and fair value where the gift was in kind.
- Where the donor received anything in return, its value and the resulting deductible amount.
- The signature of an authorised officer.
The rule that catches charities out
If a donor receives a benefit in return — a dinner, a ticket, goods — the deductible amount is the donation less the value of that benefit.
A receipt for the full amount where a benefit was given is incorrect, and it exposes both the organisation and the donor. State the gross amount, the value of the benefit, and the net deductible figure.
Retention and numbering
Both kinds of tax receipt need sequential numbering and retention for the statutory period. For donation receipts, keep the issued copy alongside the record of the donation — tax authorities reviewing a claim will look for both sides.
Requirements differ materially between jurisdictions, so confirm the exact wording and fields your authority expects rather than relying on a general template.
How to use this template
- Open the free receipt generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What is a tax receipt?
The term covers two documents: a receipt showing the tax element of a business payment, and the official acknowledgement a charity issues to a donor for tax-deduction purposes.
Does a receipt let my customer reclaim VAT or GST?
Generally no — it is the tax invoice that supports an input tax claim, while the receipt evidences settlement. Issue both and reference the invoice on the receipt.
What must a charity donation receipt include?
The organisation's registered name and tax-exempt number, a statement that it is an official receipt for tax purposes, a serial number, donation and issue dates, the donor's name and address, the amount, any benefit given, and an authorised signature.
What if a donor received something in return?
The deductible amount is the donation less the value of the benefit. State the gross amount, the benefit value and the net deductible figure — a receipt for the full amount would be incorrect.
How long must tax receipts be kept?
For the statutory retention period in your jurisdiction, which is usually several years. Keep numbering sequential and retain the issued copy alongside the underlying record.