GiftStubThe gift voucher format: what goes on it
There is no single official gift voucher format, so the best one is the one your customers understand at a glance. A good voucher has these parts, and the Voucher preset above has a place for each:
- The heading. “Gift Voucher” in large type, so nobody mistakes it for a receipt or a flyer.
- Your business name, and a logo if you have one, so the voucher is easy to place months later.
- The value or the service. Either an amount such as ₹2,000 or £25, or a named service such as “Hair spa and styling”.
- A unique number, printed on the voucher and again on the stub that you keep.
- To and From lines for the giver to fill in by hand.
- Terms in one short line, such as “Not exchangeable for cash. Present this voucher when you redeem it.”
- Contact details: an address, phone number or website, so the holder knows where to go.
- An expiry date, only if you want one. It is switched off by default.
How to make numbered gift vouchers in 5 steps
- Pick the Voucher preset. Choose Voucher in the tool. The heading is Gift Voucher, the value is ₹2,000 and the terms line is ready to edit. This page opens on A4 with the prefix GV-.
- Write the voucher. Type your business name, the value or service, a short terms line and your contact details. Add a logo if you have one.
- Set the numbers. Enter a prefix such as GV-, the first number and how many vouchers you need, up to 500 in one PDF. Zero padding keeps GV-0007 the same width as GV-0107.
- Download and test print. Download the PDF, print one page on plain paper at 100% (Actual size) and check that the cut marks line up.
- Print, cut and log. Print the full run, cut on the marks, tear off a stub each time you sell a voucher, and add the numbers to the issue log.
Gift voucher or gift certificate?
They are the same thing. “Gift voucher” is the usual phrase in India and the UK, and “gift certificate” is common in the United States. This page prints the words Gift Voucher in the heading and on the sheet header. If you want the US wording, use the gift certificate template with stub; the layout is identical.
Rupee and pound amounts
You can type ₹ in the value field and GiftStub accepts it, but the PDF is built with the standard built-in PDF fonts, and they have no rupee symbol. So ₹ is printed as “Rs.”: ₹2,000 appears on paper as Rs.2,000, and typing ₹ 2,000 with a space gives Rs. 2,000. The preview on this page shows exactly what will print. The pound sign (£) and the euro sign (€) are in those fonts and print as they are. The PDF can print English letters only, so type any greeting in English, or in Hindi words spelled with English letters.
Choosing voucher values
Each PDF run prints one value on every voucher, so the simplest plan is one run per value. Two or three values cover most customers: for example ₹500, ₹1,000 and ₹2,000, or £10, £25 and £50. Put the value in the prefix (V500-, V1000-) so you can tell the runs apart at the counter and in the log. If a voucher names a service instead of an amount, remember that you have promised that service: if your prices rise before it is used, you provide it as written.
Writing the terms
The terms line has room for about two short lines of small print, so keep to what matters: whether the voucher can be exchanged for cash (the preset says it cannot), what it can be used for, whether the holder must hand it over when redeeming, what happens to a balance if only part is used, and an expiry date if you set one. Rules on vouchers and their expiry differ by country, so set clear terms, and check local consumer rules if you're unsure.
Numbering and tracking your vouchers
Choose a prefix, a start number and a quantity. With the prefix GV-, start 1 and four-digit padding, the run reads GV-0001, GV-0002 and so on. The number on each voucher and the number on its stub come from the same counter, so they cannot drift apart. When you print another batch, start where the last one ended.
Below the tool is an issue and redeem log. Click Add … to the log after printing, add the buyer's name when you sell a voucher, and click Mark redeemed when it comes back. The log is stored only in this browser, so export the CSV regularly. The guide to tracking gift certificates explains a simple monthly routine, and it works the same way for vouchers. If you are not sure how to record voucher sales in your books, ask your accountant.
Printing on A4 at home or at a print shop
Each A4 page holds three vouchers stacked in portrait orientation, with cut marks in the margins. A whole piece (voucher plus stub) measures 185 × 88 mm. The stub is 54 mm wide, and the voucher measures 131 × 88 mm once the stub is torn off.
- At home: print one page on plain paper first. In the print dialog choose A4 and a scale of 100% or Actual size, never Fit to page. For the real run, use thicker card if your printer accepts it, and check the printer's manual for the heaviest paper it takes.
- At a print shop: take the PDF on a pen drive or email it. Ask for A4, single-sided, at 100% scale on the card you want, and ask for both the colour and the black-and-white price. The Minimal design uses black ink only.
- Cutting: a paper trimmer is quickest. Neighbouring vouchers share a cut line, so one cut separates two. Fold the dashed line back and forth a few times so the stub tears off cleanly.
Keeping stubs and preventing double redemption
- When you sell a voucher, fill in the stub (Issued to, Date, Amount), tear it off and file it in number order. Log the number as issued.
- When a voucher comes back, look up its number in the log or in the stub box before you accept it. If it is already marked redeemed, do not accept it.
- Mark it redeemed straight away, write the date on the stub, and keep or cancel the voucher so it cannot be used twice.
- If only part of a voucher is used, write the balance on the stub and in the log, or replace it with a new numbered voucher for the balance.
- Once a month, count the vouchers issued and redeemed, and list the ones still outstanding.
A number does not make a voucher impossible to copy. It makes a copy of a voucher that is already marked redeemed easy to catch.
Other voucher pages
For beauty businesses, see the salon gift voucher format and the salon gift certificate template. For the festival season, the Diwali gift voucher preset has its own wording and colour.
Related free tools
- Free invoice generator: bill clients for your services and keep a copy.
- Numbered raffle ticket generator: the same numbered-stub printing, for fundraisers and events.
- Printable punch card maker: bring customers back with numbered loyalty cards.
Frequently asked questions
What should a gift voucher template include?
The heading Gift Voucher, your business name, the value or service, a unique number, To and From lines, a short terms line and your contact details. A tear-off stub with the same number lets you keep a record of every voucher you sell. An expiry date is optional.
Can I use pounds instead of rupees?
Yes. Type £ in the value field, for example £25, and it prints as £. The rupee sign ₹ is printed as Rs. because the standard PDF fonts have no rupee symbol. The euro sign prints as it is.
Is the voucher A4 or US Letter?
This page opens on A4, the usual paper size in India and the UK. If you need US Letter, change Paper under Paper, design and logo. The preview and the PDF follow your choice.
How many vouchers can I make at once?
Up to 500 in one PDF, which is 167 sheets at 3 per page. For more, make a second run that starts at the next number, for example 501.
Does a gift voucher need an expiry date?
No. The expiry date is off by default, and you can switch it on if you want one. Rules on vouchers and their expiry differ by country, so set clear terms, and check local consumer rules if you're unsure.
Can I email a gift voucher instead of printing it?
Yes. Type the number you are selling into Number on the image and click Certificate image to save a PNG of that one voucher, without the stub. Log the number as issued so it cannot be sold twice.
More templates and guides
Last updated · Written by the Rooh Sites team. General information, not legal or tax advice.