Date Stamp Maker — Free Templates for RECEIVED, FILED & Dated Records

Free, browser-based, no sign-up. RECEIVED ON, FILED, PROCESSED, dated record stamps — customise the format, download a clean PNG.

The date stamp niche

Date stamps live in mail rooms, accounts-payable desks, document archives, and records management — and almost nowhere else. They're not flashy. They're the boring infrastructure of any organisation that handles paper documents at scale: an envelope arrives, you stamp it with the date received; a record goes into the archive, you stamp it with the date filed; an invoice comes in, you stamp it with the date processed.

Most "free date stamp" results online are either static PNG clipart (one stamp, one fixed format, no customisation) or general-purpose date plugins for camera apps. The dedicated date stamp template category here is built around the specific layouts these workflows actually use — date field in the middle, descriptive text around it, neutral colours that read clearly on documents.

↑ Browse date stamp templates   Open the blank Stamp Maker

Browse date stamp templates

Click any template to open it in the Stamp Maker editor.

"RECEIVED ON" stamps

For mail rooms, reception desks, and any process that needs to track when a document or package arrived. Standard layout: the words "RECEIVED ON" on top, a date field below. Often in blue ink so it doesn't compete visually with red workflow stamps.

"FILED" / "FILED ON" stamps

For document archives, records management, and end-of-process filing. Marks when a document went into the archive. Useful when documents need a paper trail of their journey through an organisation.

"PROCESSED" stamps

For accounts-payable, claims processing, and any back-office workflow where "processed" means a step is complete. Often paired with a date so the processing date is recorded.

"DATE" / generic dated stamps

Simple rectangular templates with the word "DATE" and an empty field. Used when the action being marked isn't standardised — you write what kind of action it was alongside the stamp, or pair the stamp with another mark like APPROVED or PAID for full context.

"EXPIRES ON" stamps

For dated documents with expiry dates — permits, licences, internal authorisations, temporary passes.

"DUE ON" stamps

For tracking deadlines on invoices, internal documents, or task assignments.

Custom date-stamp formats

Need a different label entirely? "VALID FROM", "VALID UNTIL", "RENEWED ON", "REVIEWED ON" — open any template and change the text. The layout (label + date field) stays the same; only the words change.

Date formats — pick the one your office uses

Different countries and organisations write dates differently. The editor accepts any format you type into the date field. The most common ones:

• DD/MM/YYYY (12/06/2026) — most of Europe, India, Middle East, much of the world
• MM/DD/YYYY (06/12/2026) — United States and some affiliates
• YYYY-MM-DD (2026-06-12) — ISO 8601 standard; common in IT, government records, international filing
• DD-MM-YYYY (12-06-2026) — UK, India, Australia in some contexts
• Written full date (12 June 2026) — formal letters, contracts, legal documents
• Short written (12 Jun 2026) — concise but unambiguous

Pick whatever your office already uses on other paperwork. Consistency across stamps and documents reduces confusion later when someone is trying to read the records.

Fixed date in the file, or blank date for handwriting

Two ways to handle the date itself:

Fixed date in the file

Type the date directly in the editor before downloading. The PNG carries that exact date. Use this when:

• You're stamping a batch of documents on the same day
• You're stamping a single document and want everything captured digitally
• You want the date to be machine-readable (a fixed date stays consistent if the PNG is OCR'd)

Blank date field

Leave the date area empty in the editor. Download the stamp with just the surrounding text ("RECEIVED ON ____"). Then write the date by hand after printing. Use this when:

• You're stamping documents on different days
• You want a physical stamp pattern that's reusable
• The date is small or might change (handwriting is more flexible)

Both work. Pick based on your workflow.

Physical date stamps — a quick honest note

If you need a physical date stamp — one that actually marks paper with ink — you'll quickly run into a limitation of the digital design approach.

Physical date stamps usually have an adjustable date wheel. The mechanical stamp has rotating wheels for day, month, and year so the operator can change the date as they go. These are typically self-inking stamps from suppliers like Trodat, Colop, or Shiny — they cost $15–30 and ship with the date mechanism built in.

ToolBody designs the surrounding text and layout, not the mechanical wheel itself. Two practical approaches:

1. Order a stock self-inking date stamp and customise the surrounding text panels (most suppliers let you add a "RECEIVED ON" label above the date wheel).
2. Use ToolBody for the digital version of the stamp on digital documents, and order a separate physical adjustable stamp for paper documents.

If you only need a fixed-date physical stamp (rare, but used for things like "VALID FROM JAN 2026" that doesn't change for a year), then send the SVG to a rubber-stamp manufacturer and they'll produce it as a normal stamp.

How to use a date stamp template

Step 1 — Pick a template

Open the Stamp Maker and start from a blank canvas. The editor opens with the layout, text, and date field in place.

Step 2 — Customise

Change the surrounding text if needed ("RECEIVED ON" → "ARRIVED" or "LOGGED IN"). Type the date in the date field, or leave it blank. Adjust the colour to match your office convention.

Step 3 — Download

• PNG with transparent background — for digital documents
• SVG — for physical fixed-date stamp production
• PDF — for direct PDF insertion

Where date stamps fit in your workflow

A few use-case patterns that come up across organisations:

• Mail rooms stamp incoming envelopes with the received-on date so any later question about timing can be answered quickly.
• Accounts-payable teams stamp incoming invoices with the date received and again with the date processed — two date stamps on the same document, marking different stages.
• Document archives stamp files with the date filed, often paired with a file reference number.
• HR offices stamp expiry dates on temporary contracts, work permits, and ID documents that need renewal tracking.
• Property management uses date stamps on lease renewals, inspection records, and service-call confirmations.

All of these use the same handful of date-stamp templates — RECEIVED ON, FILED, PROCESSED, DATE — with different surrounding workflows.

Works with the rest of ToolBody

• Pair with workflow stamps. Date stamps often work alongside office stamps — RECEIVED date + APPROVED workflow stamp, for example.
• Pair with company seals on official letters. Use the company seal templates for the formal identity, then add a date stamp for when the letter was issued.
• Add date stamps to invoices. Open the Invoice Maker to generate the invoice itself, then add a "DUE ON" or "PAID" date stamp before downloading the PDF.
• Need a round date stamp? Some date stamps work better in round formats — see round stamp templates.
• Start from blank. Open the Stamp Maker directly.

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