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School Fee Challan Format: Free Excel Template with Three Copies
A school fee challan (also called a fee voucher or fee slip) tells parents what to pay, by when, and what happens if they pay late. Below is the standard format used by Pakistani schools, and a free Excel file with bank, school and student copies, totals that work themselves out, and a fee register that shows who has paid.
Download the free fee challan format (Excel)
No sign-up needed. It opens in Excel and Google Sheets.
What a school fee challan should contain
| Part | What to write |
|---|---|
| School details | School name, campus, address, phone, and the bank and account number if fees are paid at a bank |
| Challan details | Challan number, fee month, issue date and due date |
| Student details | Student name, father’s name, class and section, roll or admission number |
| Fee heads | Tuition fee, computer or lab fee, exam fee, transport and any other charges, each on its own line |
| Arrears | Unpaid balance from earlier months, shown separately |
| Discount | Sibling, staff-child or merit discount, shown as a deduction |
| Payable amounts | Amount payable by the due date, the late fine, and the amount payable after the due date |
| Receipt | Space for the bank or school stamp, the date received and a signature |
Sample fee challan
| Fee head | Amount (Rs) |
|---|---|
| Tuition fee | 4,000 |
| Computer lab fee | 500 |
| Arrears (October) | 1,000 |
| Total | 5,500 |
| Less: sibling discount | 500 |
| Payable by 10 November | 5,000 |
| Late fine after due date | 200 |
| Payable after 10 November | 5,200 |
The amounts are an example only. Use your own fee heads and rates.
Why a challan has three copies
- Bank copy: kept by the bank or the fee counter as proof the money was received.
- School copy: comes back to the accounts office so the payment can be recorded against the student.
- Student copy: stays with the parent as their receipt, useful when there is a dispute later.
In the Excel file you fill only the bank copy. The school and student copies update on their own, so you print one A4 sheet in landscape and cut it into three.
What is in the free Excel file
- Fee Challan (3 copies): the printable challan with fee heads, arrears, discount, late fine and payable amounts calculated for you.
- Fee Register: one row per challan with total, discount, fine, paid and balance. The status column shows Due, Partial or Paid.
- Defaulters: total outstanding fees and the number of challans not fully paid.
- How to use: the steps in short.
Tips that reduce fee defaulters
- Same due date every month. Parents remember the 10th more easily than a date that moves.
- Show arrears on the challan. A balance hidden in a register is a balance that is never paid.
- State the late fine clearly. Print the amount payable after the due date, not only the rule.
- Remind politely, early. A short message two days before the due date works better than a call after a month. See our fee reminder messages for parents.
- Keep one register. The challan, the payment and the balance should live in one place.
When Excel challans stop working
A spreadsheet is fine for a small school. It becomes slow when you print hundreds of challans each month, carry part payments and arrears forward, give standing sibling discounts and need a defaulter list on the 11th. At that point fee challan software makes the whole class’s challans in one step, records full or part payments at the counter, shows defaulters and total dues, and opens a ready WhatsApp reminder for each unpaid challan.
Print a whole class’s challans in one step
Send us your fee heads and one class’s student list. We will show those challans made and printed in Ezitech’s school fee software and send a written quote.
Related guides
Frequently asked questions
What is a school fee challan?
A slip that tells parents the fee for a month, the due date and the late fine, usually in three copies for the bank, the school and the student.
Is a fee challan the same as a fee voucher?
Yes. Schools in Pakistan use fee challan, fee voucher and fee slip for the same document.
Is this fee challan format free?
Yes. Download the Excel file from this page; no sign-up is needed. It works in Excel and Google Sheets.
How do I print three copies on one page?
Fill the bank copy, then print the first sheet on A4 in landscape. The school and student copies fill themselves, so you cut one page into three.
Should arrears be shown on the challan?
Yes. Show unpaid balances from earlier months on a separate line so parents can see what they owe and why.