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What to include
- What the deposit is for and the total price, if known
- The amount received and the date
- How it was paid
- The balance due and when it is due
- Whether the deposit is refundable and under what conditions
Tips
- State the refund terms plainly. Vague terms cause most deposit disputes.
- Reference the quote or contract the deposit applies to.
- Show the deposit as already paid on the final invoice.
What a deposit receipt records
A deposit receipt records money handed over to hold or secure something: a rental unit, a booking, a custom job, or an event date. It names who paid, who received it, how much, and, most important, what the deposit is for and under what conditions it is returned or applied.
Say whether it is refundable
Most deposit disputes come from one missing sentence. State whether the deposit is refundable, partly refundable, or applied to the final bill, and under what conditions. For example: Deposit of $500 is applied to the final invoice. Non refundable if cancelled within 14 days of the event.
For rental security deposits, local law may control how the money is held, what it can be used for, and when it must be returned. A receipt does not override those rules.
Deposits for services and bookings
- Give the booking date, the service, and the total price so the deposit can be matched to the job.
- Show the balance remaining and when it is due.
- Reference the quote or contract number if there is one.
- When the job is finished, list the deposit as a credit on the invoice instead of issuing a second unrelated receipt.
Keep it with the agreement
A deposit receipt works best alongside a short written agreement. Keep both together. If a dispute comes up, the two documents show what was agreed and what was paid.
Questions
Is a deposit refundable?
That depends on your agreement and local rules. Write the terms you have agreed on in the notes.
How is a deposit different from a down payment?
In everyday use the terms overlap. Both are paid in advance and credited against the final price.
More receipt templates
Related guides
This template is general information. Requirements for receipts vary by place and industry, so check local rules or ask an accountant.