Parking receipt template
Parking receipt for a monthly parking space: the monthly fee, a pro-rated first month and the contract fee, with the space number and the month it covers.
Templates by industry
- Monthly parking fee
- Pro-rated fee for the first month
- Contract handling fee
How to write a receipt for a parking space
Example workflow
Fill in the monthly fee
Start with "Monthly parking fee": the space number, the month it covers and the fee you agreed.
Add the first month and one-off fees
Add a pro-rated first month and other charges down to "Contract handling fee", only in the month they arise.
Hand it over
Give the driver the receipt when the money arrives, keep a copy, and file it by space number and month.
Homeowners with a spare space and owners of small car parks write this receipt every month for drivers who rent a space. Many drivers pass it to an employer or keep it for their own claims, so it has to say plainly which space, which car, which month and how much. The sample shows the first month of a new contract, the busiest receipt of all: a full month, the pro-rated days before it and a one-off contract fee.
Fields to prepare
- Deliverables and line items
- Monthly parking fee, Pro-rated fee for the first month, Contract handling fee: bill the month’s fee on its own line, a first month that starts mid-month as a pro-rated line with the days it counts, and a one-off contract fee separately.
- Monthly parking fee
- If you have raised the fee, show the new monthly amount from the month it applies, and mention the change on that first receipt.
- Pro-rated fee for the first month
- Agree whether the first month is counted in calendar days or as a fixed 30-day month, and use the same method for the last month of the contract.
- Contract handling fee
- If the fee is one-off and not refundable under your terms, say so, so it is not mistaken for a deposit.
- Space and vehicle
- Give the address of the car park, the number of the space and the registration of the vehicle allowed to park there, so the receipt cannot be read as covering another space.
- Month and payment
- Write the month the fee covers (not only the date it was paid), how it was paid, and whether it is paid in advance for the coming month.
- Scope to agree
- Give the space number, the month the fee covers and the vehicle registration, and show a pro-rated first month on its own line with the days it counts.
Before sending
- Does “Monthly parking fee” match the line on the invoice this payment settles?
- Has the money for “Pro-rated fee for the first month” actually arrived, in full or in part?
- Is “Contract handling fee” shown at the amount received, with any balance still owed noted?
Show 3 more
- Give each receipt its own number, and keep one sequence for all the spaces you rent out.
- Check that the month on the receipt is the month the driver paid for, especially when a fee is paid in advance.
- Work out a pro-rated first month from the days the space is used, and show the days and the monthly fee on that line.
Worked example: a new parking contract
The figures are an example, in dollars. A driver rents a space from the middle of one month, so the first receipt covers the next full month, the rest of this month pro-rated and the contract fee.
- Lines: the full month’s fee, the pro-rated days of the first month and the one-off contract fee.
- Payment: the driver paid $170.00 when the contract was signed.
- Balance: nothing is outstanding, so the balance is $0.00; next month’s receipt has only the monthly line.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monthly parking fee | 1 × $80.00 | $80.00 |
| Pro-rated fee for the first month | 1 × $40.00 | $40.00 |
| Contract handling fee | 1 × $50.00 | $50.00 |
| Invoice total | $170.00 | |
| Received | $170.00 | |
| Still owed | $0.00 | |
The three lines add up to $170.00. The driver paid $170.00, which leaves $0.00. From the second month on, the receipt shows the monthly fee alone.
- Write the space number on every receipt, even when you rent out only one: a receipt without it could be read as covering another space.
- If a driver pays late, put a late fee on a line of its own only when your agreement provides for one.
- When the contract ends, the last receipt can say "final month", so neither side expects another payment.
Common mistakes on a parking receipt
- Writing the payment date but not the month the fee covers.
- Leaving out the space number or the vehicle registration.
- Charging a full month for a first month in which the space was used for only half, without showing the days.
- Mixing a refundable deposit into the fee, so the driver cannot tell what comes back.
- Reusing a receipt number from another space.
What the document must show
These details make a receipt easier to approve and to file.
- Your business name and address, and your tax number if you are registered
- Receipt number and issue date (the date the payment arrived)
- Who paid
- How they paid: bank transfer, card or cash
- What the payment is for, and the number of the invoice it settles
- The amount received, with any tax it includes shown separately
- For a part payment, the balance still owed
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Parking receipt template: what should it include?
Start with the lines the template carries (Monthly parking fee, Pro-rated fee for the first month, Contract handling fee) and change them to what the driver paid this month. Then add your name, the driver, the space number, the month and a receipt number you have not used before.
Do I need a receipt every month?
Write one each time money changes hands. If a driver pays several months at once, one receipt can list each month on its own line.
How do I work out a pro-rated first month?
Divide the monthly fee by the days in that month and multiply by the days the space is used, or use the method your agreement states. Show the days on the line, for example "15 of 30 days".
Can I add a deposit or a key card on the same receipt?
Yes, as lines of their own, named for what they are. A deposit you will return should say so, so the driver does not take it for a fee.
The driver pays by bank transfer. Do they still need a receipt?
The transfer is itself a record, but many drivers still ask for a receipt for an employer or a claim. Write the transfer date and the month it covers.
Can I send the receipt by email?
Yes. Save it as a PDF from the print dialog and send it. Name the file by space number and month, so both of you can find it later.
Read next
Reading for the Parking receipt template: What a receipt must show (and receipt vs invoice) and Unpaid invoice: follow-ups, part payments and statements. To add tax or check a total, use the VAT and GST calculator.