Etiquette and Tips for Emailing an Electronic Receipt
Key points
- Make the subject and file name show what the receipt is
- Keep the message short and state amount and date
- Keep a record of what you sent
A PDF receipt sent by email reaches the other person the same day. A few points will help you stay polite and organized.
Subject and file name
- Subject: make the content clear, such as "[Receipt] Name (date)".
- File name: include the date, such as "receipt_20261019.pdf", to keep things tidy. Create a Receipt PDF adds the date to the saved file name automatically.
Sample message
> Dear Mr./Ms. ___,
> Thank you for your payment today. I have attached the receipt as a PDF.
> Amount: ¥12,000 (tax included)
> Please let me know if anything needs correcting.
Check before sending
- Payer, amount and date are correct.
- The attachment is there.
- The address is right.
About size
A receipt PDF is usually a few hundred KB. If it is large, you can shrink it with Compress PDF.
After sending
- Keep the email instead of deleting it.
- If the other person asks for paper, print it and hand it over. Depending on the amount, a stamp may be needed in that case.
For people who receive it
Receipts received electronically are, as a rule, now to be stored in electronic form (the Electronic Books Preservation Act). If the recipient is a company, they may need to store it that way. Check the National Tax Agency's guidance for details.
Use "Create a Receipt PDF" (free)Tools that go well with this
- Compress PDF: Shrink a PDF to fit under a size you choose, for upload limits.
- Merge PDFs: Combine several PDF files into one, in the order you choose.
- Add Page Numbers to PDF: Add page numbers to a PDF, choosing position and style.
More guides for this tool
- How to Make a Receipt PDF (Works on a Phone)
- What to Put on a Receipt: Six Essential Items
- Do Receipts Need an Invoice Registration Number?
- Is a Revenue Stamp Unnecessary for Electronic Receipts?
- What to Do When a Receipt Has a Mistake or Is Lost
- Receipt, Till Receipt, Invoice and Proof of Payment: What's the Difference?