Hotel Receipt Format: What to Include & How to Create Hotel Receipts Online (Free PDF Tool)
Hotels, lodges, hostels, resorts, guest houses and homestays issue receipts every day for room bookings, food services, amenities and other charges.
A clear and professional hotel receipt format is essential for:
- Company reimbursements
- Travel claims
- Customer records
- Tax documentation
- Business accounting
In this guide, you’ll learn:
- What a hotel receipt is
- What details must be included
- Hotel receipt format examples
- How to create hotel receipts online
- Why digital receipts are better than handwritten bills
You can explore all receipt tools on the 👉 GoSetle Receipt Hub
What Is a Hotel Receipt?
A hotel receipt is a document issued to a guest after completing their stay or booking.
It includes details of:
- Room charges
- Number of nights
- GST/VAT/taxes
- Food or service charges
- Payment received
A hotel receipt serves as official proof for payment and stay.
Why Hotel Receipts Are Important?
✔️ Mandatory for Travel Reimbursement
Employees need it to claim expenses from their company.
✔️ Needed for Tax Records
Businesses use hotel receipts during accounting and audits.
✔️ Customer Proof
Shows the guest exactly what they paid for.
✔️ Prevents Disputes
Clear breakdown avoids confusion at checkout.
✔️ Legal Documentation
In many countries, hotels must maintain stay records.
Standard Hotel Receipt Format (Must-Have Fields)
A professional hotel receipt should include:
1️⃣ Hotel Information
- Hotel or property name
- Full address
- Contact number
- Email / website
- Tax ID (GST/VAT/Sales Tax)
2️⃣ Guest Details
- Guest name
- Number of guests
- Contact number
- Booking reference / reservation ID
3️⃣ Room Details
- Room number
- Room type (single, double, deluxe, suite)
- Check-in date & time
- Check-out date & time
- Number of nights
4️⃣ Itemised Charges
Your hotel receipt should clearly show:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Room charges | 2 nights | $60 | $120 |
| Food / Room service | – | – | $25 |
| Laundry | – | – | $8 |
| Extra bed | 1 | $10 | $10 |
Include:
- Room charges
- Food & beverages
- Mini bar
- Laundry
- Service charges
- Extra bed or amenities
- Any other hotel services
5️⃣ Taxes
Depending on region:
- GST (India)
- VAT (UAE, EU, Africa)
- Sales Tax (USA)
- Tourism Tax (many countries)
Mention:
- Tax %
- Tax amount
6️⃣ Total Amount
Show clearly:
- Subtotal
- Tax
- Discounts (if any)
- Final total payable
7️⃣ Payment Method
- Cash
- Card
- UPI / Wallet
- Bank transfer
- Online booking portal (Booking.com, Agoda, Airbnb)
8️⃣ Footer Notes
Examples:
- “Thank you for staying with us.”
- “Check-out time: 11:00 AM”
- “No smoking inside rooms.”
- “Contact reception for queries.”
Example Hotel Receipt Format (Text)
Hotel Name: Sunrise Residency
Address: Beach Road, City
Phone: +1 555-9021
Tax ID: GST12345
Receipt No: 11298
Date: 14/01/2025
Guest Name: John Smith
Room No: 204
Room Type: Deluxe Room
Check-in: 12 Jan 2025, 1:00 PM
Check-out: 14 Jan 2025, 11:00 AM
Nights Stayed: 2
Description Qty Amount
Room Charges 2 $120
Room Service – $25
Laundry – $8
Subtotal: $153
Tax (10%): $15.30
Total Amount: $168.30
Payment Method: Card
Thank you for staying with us!
You can instantly create similar receipts online using digital tools.
How to Create Hotel Receipts Online
Instead of creating receipts manually, you can use online tools available on the 👉 GoSetle Receipt Hub.
Step-by-step:
- Choose the Hotel Receipt Generator
- Enter hotel name, address, tax ID
- Add guest details
- Enter room details
- Add itemized charges
- Enter taxes and discounts
- Generate and download the PDF receipt
Perfect for small hotels, homestays, hostels, lodges and serviced apartments.
Digital vs Paper Hotel Receipts
📌 Paper Receipts
Common for quick billing but can easily fade or get lost.
📌 Digital Hotel Receipts
- Clean and professional
- Easy to resend to guests
- Perfect for business travelers
- Great for audits and year-end accounting
- Can be stored in cloud or email
Digital receipts save time and reduce errors.
Who Should Use a Hotel Receipt Generator?
- Hotels & resorts
- Hostels & dormitories
- Guest houses & homestays
- Service apartments
- Travel agencies
- Airbnb hosts
- Lodges and motels
Any business that offers accommodation can benefit from online receipt tools.
Benefits of Using an Online Hotel Receipt Generator
- No need for templates
- Instant billing
- Accurate tax calculations
- Professional PDF format
- Easy sharing via email or WhatsApp
- Works on mobile and desktop
Conclusion
A proper hotel receipt format helps maintain transparency, improves customer experience and ensures accurate business records.
Instead of handwritten slips or Excel sheets, you can create clean, professional hotel receipts online using tools on the 👉 GoSetle Receipt Hub.
Generate unlimited receipts — simple, fast, and free.
