Write stamp card rules: texts without disputes
Formulating stamp card rules is the task many shops skip, and then it ends in disputes at the register: Does gum count as a purchase, can a friend use the card, is it still valid after two years. This post gives you concrete wording for every rule you need, ready to copy for paper cards and digital stamp cards in Wallet. By the end, you'll know which rules are mandatory, which are optional, and how to write them so no one misunderstands.
Why rules must come before the first stamp
A rule that only appears at redemption feels like a trick. The customer has collected ten stamps and now hears the card has expired or cappuccino doesn't count. The result is a lost regular customer, regardless of whether the rule was justified.
That's why rules belong on the card before the first stamp goes on it. On paper, on the back; digitally, on the back of the Wallet pass or the page where the card is added. Short, readable, no legal jargon. Three to five lines are enough.
The four mandatory rules with sample texts
1. What earns a stamp
This is the most common source of disputes. State clearly what counts:
- One stamp per purchase.
- One stamp per purchase over €3.
- One stamp per hot beverage.
- One stamp per haircut or treatment.
- One stamp per wash, regardless of program.
The "per purchase" addition prevents three coffees on one receipt from earning three stamps. If you want to allow that, write it explicitly: One stamp per beverage, even multiple on one receipt.
2. How many stamps until reward and what it is
- 10 stamps: 1 free coffee of your choice.
- 8 stamps: 1 free pastry bag up to €4.
- 5 stamps: 6th haircut at half price.
- 6 stamps: 1 free wash, standard program.
Name the limit for free items, otherwise someone orders a large caramel latte with oat milk for their free coffee. How to find the right number is in How many stamps until reward.
3. Transferability
- The card is not transferable.
- The card is valid only for the person who created it.
- The card is personal to the holder. Stamps cannot be transferred to other cards.
With paper, this is hard to verify; digitally, the card is tied to the customer's Wallet. Include the rule anyway so it's clear that two half-full cards can't be combined into one full card.
4. Validity
- Valid 12 months from issue date.
- Valid until December 31 of the following year.
- The card remains valid as long as it's used at least once every 6 months.
- This card has no expiration date.
Twelve months is fair. If you want no expiration date, state it anyway—then the question is answered.
Optional rules that save headaches
| Topic | Sample text | When useful |
|---|---|---|
| Minimum purchase | One stamp per purchase over €5. | If small items like gum or water would otherwise earn stamps |
| Loss policy | Upon loss of the card, all collected stamps are forfeited. | Paper cards where no balance is tracked |
| Combination | Not combinable with other discounts or vouchers. | If you run promotions that would otherwise stack |
| No cash value | No cash redemption, no residual value. | Always—costs nothing and prevents disputes |
| Location | Valid only at our location on Main Street. | Multiple locations with separate registers |
| Redemption | Reward is redeemed on the next purchase. | If you don't want the full card redeemed immediately |
| Changes | We reserve the right to adjust the program with 4 weeks' notice. | If you want to change the reward later |
Use only the rules you actually need. Seven lines of fine print feel off-putting; three clear sentences feel fair.
A complete rule set ready to copy
For a café with a 10-stamp card, front side shows logo and reward, back side shows:
One stamp per purchase over €3. 10 stamps: 1 free hot beverage of your choice. Card is not transferable and valid 12 months from issue. No cash redemption, not combinable with other promotions. Upon loss, all stamps are forfeited.
For a barber with a 5-stamp card:
One stamp per haircut or color treatment. 5 stamps: 6th haircut at half price. Card is personal and valid 18 months from issue. Not combinable with other discounts.
For a car wash with a 6-stamp card:
One stamp per wash, regardless of program. 6 stamps: 1 free wash, standard program. Valid 12 months from issue, not transferable, no cash redemption.
How to write rules no one misunderstands
- Active and concrete. One stamp per purchase instead of stamps are awarded after purchase.
- Numbers instead of descriptions. Over €3 instead of a reasonable purchase amount.
- Positive where possible. Valid 12 months instead of expires after 12 months.
- No exception lists. If three products don't count, a minimum purchase is the better approach.
- Include your team. Read the rules with your staff and ask what situations are missing. The register knows what customers ask.
Rules digitally: fewer disputes because technology enforces them
With a digital stamp card in Apple Wallet or Google Wallet, the rules stay the same in content, but some enforce themselves. Scan cooldowns ensure only one stamp per visit without the register having to debate it. The card is tied to the Wallet, so it's not transferable. Loss isn't an issue—the balance stays with the customer. And the reward is redeemed in the dashboard with a tap and then visibly consumed.
How fraud differs digitally versus on paper is covered in Prevent stamp card fraud. If you use rules on paper and digitally in parallel, keep them identical so there's only one program.
Conclusion
Formulating stamp card rules means answering four questions upfront: What earns a stamp, how many until reward, is the card transferable, how long is it valid. Add the optional rules that fit your shop, in three to five clear sentences. You can use the sample texts above directly. If you implement your rules digitally, technology enforces some of them automatically. With stampa, you set up your stamp card as a Wallet card in minutes, free up to 100 active customers and no credit card required. Start free now.