Tuition Fee Receipt Format: Free Template (Word and PDF) with a Filled Sample

The fields every tuition fee receipt needs

Whether you use a printed receipt book, type the receipt in Word or send a PDF on WhatsApp, the content is the same. These are the fields in our template and the reason each one is there.

If you write receipts by hand, use a pen and leave no gap before the amount. To correct a mistake, strike it through once, write the right value beside it and initial it. Overwriting a figure makes any receipt look doubtful, even an honest one.

A filled sample tuition fee receipt

Here is the same format filled in for an invented student, so you can see how each line reads. The names and numbers are samples only.

In this sample the yearly fee is Rs 24,000, paid in ten monthly instalments of Rs 2,400. After the third instalment seven remain, so the balance due is Rs 16,800. Printing the balance on every receipt means a parent never gets a surprise in March, and you never have to dig through old copies to settle an argument.

Writing the amount in words the Indian way

• Rs 2,400: Rupees Two Thousand Four Hundred only
• Rs 15,750: Rupees Fifteen Thousand Seven Hundred Fifty only
• Rs 1,25,000: Rupees One Lakh Twenty-Five Thousand only
• Always end with only, so nothing can be squeezed in after the words.

Download the fee receipt format in Word or PDF

The Word version is for typing. Put your institute's name, address and phone in once, save that file as your master copy, and fill a fresh copy for each payment. The PDF version is for printing a stack of blank receipts and filling them by hand. Both have two copies of the same receipt on each A4 page, marked Student copy and Institute copy, with the fields listed above.

1. Fill both halves with exactly the same details.
2. Sign both copies, and stamp them if you use a stamp.
3. Cut along the middle and give the Student copy to the parent or student.
4. File the Institute copy in receipt-number order. If you type receipts, save each file with its number, for example 2026-27-0142, since a slash cannot be used in a file name.
5. If you print blank receipts in advance, write the receipt numbers on them before you start, so no number is skipped or used twice.

How to number fee receipts

A numbering system has two jobs: every receipt gets a different number, and the numbers run in order with no gaps. The simplest pattern is the financial year followed by a running number, starting again from 0001 at the start of each financial year in April.

If you spoil a receipt, do not tear it out and throw it away. Write CANCELLED across both copies and keep them in the book, so anyone checking later can see why that number has no payment against it.

If you are registered under GST, the rule for invoice numbers is stricter. CGST Rule 46 asks for a consecutive serial number of no more than 16 characters, unique for the financial year, using letters, numbers, hyphens and slashes. A pattern like KTR/2026-27/0001 is exactly 16 characters, so it fits.

What to keep in your own records

The receipt you hand over is the parent's proof. Your proof is your own fee register, on paper or in a spreadsheet, with one line for every receipt. Keep these columns:

• Receipt no. and date
• Student, parent and batch
• Fee for (month or instalment)
• Amount and payment mode
• UPI, bank or cheque reference
• Received by
• Balance due after this payment

Once a month, tick every UPI and bank entry in the register against your bank statement, and count the cash in hand against the cash receipts. A gap found within the month is easy to fix; a gap found at the end of the year rarely is. Keep the Institute copies with the register, and if the register is growing beyond what a notebook can handle, our guide to a tuition management system covers the next step.

Coaching centres should also check their state's rules. The Ministry of Education's model guidelines for coaching centres, sent to states and union territories on 16 January 2024, say tuition fees should be fair and reasonable, that receipts for the fee charged must be made available, and that a centre should keep the records and registers its state government prescribes. A number of states have since brought out their own coaching rules or Acts, so what binds you depends on where you teach.

Receipts for instalments and part payments

• One payment, one receipt. If a parent pays twice in a month, issue two receipts with two numbers.
• Name the instalment, such as Instalment 3 of 10 or Term 2 of 3, and show the balance due after it.
• For a part payment, write what was paid and what is still owed for that period: Part payment towards October 2026 fee, Rs 1,000 of Rs 2,400; Rs 1,400 still due for October.
• For an advance covering several months, list the months, such as October to December 2026 (3 months), so nobody argues later about what is covered.
• Never edit an old receipt to add a later payment. Issue a new receipt and let the balance due line tell the story.
• For a discount or concession, write the full fee and the concession on the fee plan and on the first receipt, for example Fee Rs 24,000 less sibling concession Rs 2,400.
• If you charge a late fee, announce it in advance and show it on its own line, not mixed into the tuition amount.

Refunds

When you return money to a student who leaves, write a refund note that quotes the original receipt number, the amount returned, the mode and the date, and have the parent sign your copy. The Ministry of Education's model guidelines say that a student who paid for a course in full and leaves in the middle should get a pro-rata refund for the remaining period within 10 days, and that the fee a student enrolled at should not be raised during the course. Whether these bind you depends on your state's rules, but printing your refund policy on the fee plan prevents most disputes either way.

Cash, UPI, bank transfer or cheque: what to write

A UPI screenshot sent by a parent is a useful reminder, but screenshots can be edited. The entry in your own account is what counts, so check it before the receipt goes out.

A message to send with the receipt

If you send receipts on WhatsApp, a two-line message with the PDF saves a phone call. Copy, fill the brackets and send.

English

Hello [Parent name], we have received Rs [amount] on [date] by [cash / UPI / bank transfer / cheque] towards [Student name]'s fee for [month or instalment]. Receipt no. [number] is attached. Balance due for [year or course]: Rs [amount]. Thank you, [Institute name]

हिंदी

नमस्ते [अभिभावक का नाम] जी, [छात्र का नाम] की [महीना या किस्त] की फीस के ₹[राशि] [तारीख] को [नकद / UPI / बैंक ट्रांसफर / चेक] से प्राप्त हुए। रसीद नंबर [नंबर] साथ भेजी है। बाकी फीस: ₹[राशि]। धन्यवाद, [संस्थान का नाम]

For fee reminders, holiday notices and admission replies, see our WhatsApp messages for tuition classes.

GST on tuition fees: when your receipt has to be a tax invoice

If you are a home tutor or a small centre below the GST threshold and not registered, a plain fee receipt is all you issue. GST starts to matter as you grow, and the rules for coaching are clear.

• Rate: education services are taxed at 18%, split as 9% central tax and 9% state tax. Commercial training and coaching services have their own service code, 999293.
• No education exemption for coaching: the exemption is for an educational institution, which the law limits to pre-school and school education up to higher secondary or equivalent, education that is part of a curriculum for a qualification recognised by law, and approved vocational courses. CBIC's explainer on education services says private coaching centres, even if they call themselves educational institutions, are not treated as such and cannot claim that exemption.
• Registration threshold: a business supplying services must register once its all-India aggregate turnover crosses Rs 20 lakh, or Rs 10 lakh in Manipur, Mizoram, Nagaland and Tripura. Below that, registration is optional.
• Not registered: do not add GST to your fees or print a GSTIN. Without registration you cannot collect tax from your students.
• Registered: a fee receipt is no longer enough. You issue a tax invoice with the particulars in CGST Rule 46, including your name, address and GSTIN, a serial number of up to 16 characters unique for the financial year, the date, the service code and description, the taxable value, the rate and amount of each tax, and your signature. If the parent is not registered and the fee on that invoice is Rs 50,000 or more, the invoice must also carry their name, address and state.
• Fees collected in advance: for an advance, the law provides a separate document, a receipt voucher under CGST Rule 50, with its own list of details. Ask your chartered accountant how to handle fees collected before the classes are taught.

In short: if you are not registered, issue a plain fee receipt with no GST on it. Once you register, talk to a chartered accountant and switch to tax invoices; you can still give the parent a simple receipt as well.

Tuition fee receipt for income tax: what parents can and cannot claim

Parents sometimes ask for a receipt for income tax. Here is what the law actually says. Section 80C of the Income-tax Act, 1961 allows an individual a deduction for tuition fees, excluding any development fees, donation or similar payment, paid to any university, college, school or other educational institution situated within India, for the full-time education of any two of their children. From tax year 2026-27 the Income Tax Department refers to the old Section 80C deductions as Schedule XV read with section 123 of the Income-tax Act, 2025, and Schedule XV uses almost the same words for tuition fees.

Private tuition and coaching classes usually run alongside a child's school or college rather than being the child's full-time education at such an institution, so these fees generally do not qualify. The Income Tax Department's guidance for AY 2026-27 also lists this deduction only under the old tax regime, while the new regime is the default. Whether a particular payment qualifies is for the parent and their tax adviser to decide, not for you.

• Give the parent your normal receipt with true details: your institute, tuition or coaching fee, the period and the amount.
• Never write school fee, full-time education or another institution's name to help a claim. A receipt must describe what you actually provided.
• If a parent asks, give a yearly statement listing every receipt number, date and amount for the financial year. It is a summary of real receipts, not a new receipt.

Doing this on Sikhami

If you would rather not keep a paper fee register, Sikhami's free institute tools include a fee book. You set fee plans in instalments for a batch, then record each payment you collect offline, whether cash, UPI, bank transfer or cheque. The fee book shows every student's balance due and the accounts that are overdue, and it issues numbered receipts with the receipt no., date, received from, batch, towards, mode, amount and balance due, ready to print or save as a PDF. Team roles let an accountant work on fees alongside you. Sikhami only records these payments: batch fees are not paid through Sikhami, so parents keep paying you the way they do now. The same institute account also keeps attendance per batch and your courses; see Sikhami for institutes.

Checklist before you hand over a receipt

1. The receipt number is the next one in the series.
2. The date is the day the money reached you.
3. Student, parent and batch are spelled correctly.
4. The month or instalment is written out.
5. The amount in words matches the amount in figures.
6. For UPI, bank transfer or cheque, the reference is written and you have checked it against your account.
7. The balance due is updated.
8. Both copies are signed, and the Institute copy is filed or entered in your register.