How to Get a Receipt for Apartment Stay

Obtaining a receipt for your apartment visit is essential due to various reasons, like travel claims, taxes, expense accounts, or personal use. Whether you are visiting a hotel-type service apartment in Singapore or a long-term stay, you need to be aware of requesting and obtaining a valid receipt. In this article, we will outline how to obtain a receipt for an apartment visit, what has to be put in it, and how to resolve any issues associated with it.

Grasping the Function of a Receipt

A receipt is a written document that proves a payment was made. It is evidence that you have paid for accommodations. If you are an employee, traveller, or business owner, a receipt keeps financial records clear. Most government offices and businesses require receipts for reimbursements. In the case of long-term tenants, receipts serve as proof of monthly rent paid and prevent disputes.

When Do You Request a Receipt?

The ideal time to request a receipt is when paying. In online reservations, the receipt will be automatically generated. In cash payments or direct reservations, you might have to request it by hand. It is advisable to ask for a receipt:

·        At each payment (daily, weekly, monthly)

·        After confirmation of the booking

·        After checking out

·        After departing the apartment

Types of Apartment Stays

1. Serviced Apartments

These are organised properties where short and long-term stays are available. They tend to function like hotels. You can reserve them online or via an agent. Receipts tend to be sent automatically by email.

2. Long-Term Rentals

These are standard rental contracts where tenants rent for months or years. Rent is paid directly to landlords or agencies. Receipts might not be provided unless one asks.

3. Short-Term Rentals

When you book through platforms, you will probably get a digital receipt after payment. Some hosts will also provide a printed one if asked.

What to Include in the Receipt?

A good apartment receipt should contain the following details:

·        Name of the guest or tenant

·        Name and address of the owner or apartment

·        Length of stay (check-in and check-out date)

·        Amount paid and date

·        Payment method (bank transfer, card, cash)

·        Receipt or invoice number

·        Printed signature of the landlord or property manager (if applicable)

Ensure that everything here is accurate. If anything is lacking, request a reissued receipt.

How to Ask for a Receipt

1. When Booking Online

When you have booked an online service apartment, automatic payment receipts are generally mailed by way of email. Ensure your email ID is entered correctly. If not received by you, log in to the booking account and download it from the booking history page.

2. Via Email or Message

If you have booked offline or with a manager directly, ask for a receipt through email or WhatsApp. You can use a simple message such as:

"Hi, I have made my payment for my stay at the apartment between [start date] and [end date]. Could you please provide the official receipt for the same?"

3. At the Property Office

You can also approach the front desk or the office of the apartment. Politely request a printed or electronic receipt. Take your ID or booking details as proof.

Sample Email for Receipt Request

Here is a sample format that you may use to ask for a receipt:

Subject: Request for Receipt of Apartment Stay

Dear [Manager/Host Name],

I occupied your apartment from [start date] to [end date] and paid [amount] on [date]. I would appreciate it if you would kindly provide the official receipt for my reference.

Please indicate the period, amount paid, and your signature.

Thank you,

[Your Name]

[Phone Number]

Receipt for Company Reimbursement

If you are staying for business purposes and require a receipt for your company, ensure that the receipt includes:

·        Your name in full

·        Reference number or purpose of stay (if required)

·        Tax or GST number (if required)

·        Company name (optional, if required by employer)

You can state these details while booking or while asking for the receipt.

In Case of Missing Receipt

There are times when you don't receive a receipt or when the provider takes time. If so, do the following:

·        Follow up through Email or Phone: Politely remind them to provide the receipt.

·        Retain Payment Proof: Save payment screenshots, booking emails, or bank transfer proofs.

·        Go to the Office: If at all possible, go visit the office or manager in person.

·        Utilise Platform Support: If you booked via Airbnb, Booking.com, or Agoda, reach out to their support teams.

Most platforms will offer transaction history that can serve as a receipt.

Digital vs Printed Receipts

Receipts can be delivered in various forms. Both are acceptable, but verify your organisation's requirement.

·        Digital Receipts: E-mailed, PDF, or SMS. Simple to print and store.

·        Printed Receipts: Signed paper copies that are handy in paperwork.

If you receive a digital receipt, you can print it for filing or submitting purposes.

Rent Receipts and Tax or Visa

In certain nations, rent receipts can also assist in income tax returns. Ensure your receipt has your complete name, flat address, PAN or tax ID (if applicable), and period of stay. For visa or travel purposes, receipts serve as proof of accommodation.

Receipt for Shared Apartments

If you are staying with friends or colleagues and there is a single payment, ask for a group receipt or have the payer note down guests' names. This prevents confusion down the line if several individuals need verification.

Receipt Templates and Tools

If your manager or landlord does not have a receipt template, they can employ plain templates from Microsoft Word, Excel, or Google Docs. There are also online tools such as Invoice Generator or Zoho Invoice that assist in making receipts. You can tactfully advise them to do so if they are not certain how to give one.

Check Before Final Payment

Before you proceed with the final payment or checkout, check if the receipt is ready. It saves time and prevents follow-up messages. If the manager is not present, leave your email ID and request them to send it later.

Language and Currency Considerations

If you are a foreign traveller, ensure the receipt is in English or your desired language. Ensure the currency listed also matches your mode of payment. Some landlords might give receipts in local currency by default.

Is Receipt a Legal Requirement?

In most countries, service providers are obligated by law to issue receipts when payment is made. These include hotels and service apartments. In the event that you are refused, you can approach the housing authority or tourism board in the local area.

Conclusion

Obtaining a receipt for your stay at a PAJASA service apartment in Singapore is a mere formality, but an essential one. It validates your payment and aids in tax, visa, or company reimbursement procedures. Always ask for a receipt once a payment is made and ensure it contains all the important information. Whether staying for a short or extended period, a valid receipt provides satisfaction and proper documentation. Ensure use of polite language, email samples, and proof of payments to keep things running smoothly. In case of a delayed receipt, do not hesitate to follow up. With the proper steps, you can ensure your apartment stay is recorded properly.