There are so many reasons why online food stores have become one of the go-to marketplaces in the United States. According to Statista, the revenue in Online Food Delivery is projected to reach…continue reading
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What is an acknowledgment receipt?
When you send someone a document, parcel, package, or just about anything through courier, postal service, or even your own company messenger, an acknowledgement receipt will indicate successful delivery to your recipient. In other words, an acknowledgement receipt is a documentary proof of acknowledgement of receipt of the things that you sent.
Many types of people use acknowledgement receipts for different types of delivery transactions. Often, they already have a blank template where one can just fill in the details of the package being delivered and have the recipient sign it as confirmation notice. Most of the time, they also have a printable version of the acknowledgment receipt when similar things are sent like cash, check payment, sample products, loans, and other goods.
Other than business products and services, employers may also use an acknowledgement receipt for any employee-related documents like code of conduct handbooks, and company policies. While it’s not a legally binding document, it is useful to document that policies, guidelines, and expectations were handed over and were received by the employees.
To sum, an acknowledgement receipt is a document that confirms receipt of cash or goods. It is used for record-keeping and to track the movement of cash, documents, or goods from one person to another. It should also be noted that an acknowledgment receipt is not an official receipt. It is not a requirement from any government agencies, but simply as documentary proof of transport, transfer, and delivery of items.
Components of an Acknowledgment Receipt
Every business owner and employer should keep in mind that the purpose of an acknowledgement receipt is to provide proof that specific goods and items or requests that were sent via courier or company messenger were received. For this purpose, it is crucial to include the following components in an acknowledgment receipt template:
How to Create an Acknowledgment Receipt
Creating an acknowledgement receipt is fairly easy. Depending on your preference, it can be in any format. There are printable versions that are available for download online or you may opt to make one from scratch. Should you decide to create one on your own, just follow these five simple steps.
Step 1: Use a Company Letterhead
If your business does not have stationary or an official logo, you don’t have to hire a graphic designer for that. Either an electronic or paper letterhead can be used to create an acknowledgement receipt. It should be entered at the top of the document. If it doesn’t have a letterhead, entering your business name in a large font will suffice. Just make sure that you include writing your business’ company address, phone number, and website or social media accounts. Make sure that the font is legible and they are two to three points smaller than the business name.
Step 2: Write Acknowledgment Statement
The next step in creating an acknowledgement receipt is to craft your own acknowledgement statement. This should be clear and concise with one to two sentences only. The statement should also refer to the document and its version number, if applicable, or items by name, quantity, price, etc. Moreover, it’s crucial to state the recipient has received the documents. In the employee-relation context, some HR departments will also add statements that the recipient or the employee understood the contents of the document to avoid any liabilities.
Step 3: Include Space of Signature and Date
You must also include a space allotment for the recipient’s signature and date. It is important that the acknowledgement receipt is signed over the printed name of the recipient and dated. This will serve as proof of receipt and confirmation of the condition of the documents and items received.
Step 4: Explain the Next Action Steps
If further action is needed from the part of the recipient, like a signature from a third party, legal review, or other additional items, you, as the sender, must include instructions of the next steps that they need to do. It’s important that actions you deem necessary are laid out properly and clearly for the recipient to avoid inaction from their end.
Step 5: Provide contact information
As the last step, you must provide your contact details should the recipient have any questions or concerns regarding the documents, parcels, items that they received.
How to Use the Acknowledgement Receipt
While an acknowledgement receipt is fairly straightforward, it is important to clearly understand how it is used.
Typically, it is drafted by the person or entity making the delivery and is signed by the person receiving it. To complete the acknowledgement receipt, make sure to enter the name of the entity or the names of persons authorized to make the delivery. Description, amount or quantity, and other delivery details must be included (this could be money, goods, or documents, or all of the above). The purpose of the delivery may also be included as well as the name of the person and entity who will be at the receiving end of the delivery.
Once completed, the person making the delivery should print at least two copies of the acknowledgement receipt—one copy should be left with the recipient while the other copy is for the person making the delivery. Both copies must be signed and dated by the person or persons receiving the delivery. The person making the delivery must always keep their original copy of the acknowledgement receipt.
Best Practices in Acknowledgment Receipts
Most businesses and institutions use acknowledgement receipts for various reasons. Employers use it when they provide handbooks or benefit manuals to their employees and require them to sign a document acknowledging receipt of the documents. In the legal context, healthcare providers and lenders are required by the law to provide warnings and legal information to their clients and this practice of acknowledgement receipt protects them from legal sanctions and ramifications.
If you’re new to this practice, here are some helpful tips when creating acknowledgement receipts.
Be specific. You must include all the names of the party making the delivery as well as information of the person or entity receiving it. In your acknowledgment receipt, it should have all these necessary details such as the description of the delivery, the name of each item inside the package, and the purpose of the delivery must also be clearly stated.
Make a duplicate. Every acknowledgement receipt should have a duplicate copy. The delivery party can keep the original copy for record-keeping while the other copy will be provided to the recipient of the parcel.
Be timely. Right after handing over the delivery to the recipient, make sure that the acknowledgement receipt is signed immediately. It would also be prudent to check the date the documents were signed. The date of receipt should reflect the date it was received or the day after if it was already past office hours, but not anytime later than that.
Be professional. In your acknowledgement receipt, see to it that you are using formal language and also, show that you are equally grateful to the recipient.
Provide all necessary instructions. If you require further actions from the recipient other than the date and signature, ensure that you include clear instructions for them. You can specify how the recipient can abide by the contents of the parcel or use them. You may also specify the consequences for noncompliance while keeping in mind that you do not write more than what’s necessary.
Review and proofread. Like any other document, you must proofread your acknowledgement receipt. Check for spelling and grammar errors thoroughly to keep it professional-looking and to ensure that you’re using a readable font.
Acknowledgement Receipts vs Acknowledgement Letter
Both Acknowledgement receipts and acknowledgement letters do the same thing—recognize that a delivery was made and has been received. The main notable difference between the two is that an acknowledgement receipt is drafted by the one making the delivery. On the other hand, an acknowledgement letter is a letter that the one receiving the delivery sends immediately after its receipt.
Like acknowledgement receipts, the acknowledgement letter can be written for various reasons and sent through as an email or a printed copy. A letter of acknowledgement in itself can also be considered as acknowledgement receipt.
Some types and examples of these are:
- Acknowledgement Receipt of Payment
- Acknowledgement Receipt of Documents
- Acknowledgement Receipt of Purchase Order
- Acknowledgement Receipt the Change in Date (of a meeting)
- Acknowledgement Receipt of Completion of a Project
- Acknowledgement Receipt of the Return of an Item
- Acknowledgement Receipt of the Payment of Overdue Balance
Is it still a valid acknowledgement receipt if it was sent through email?
It depends. You may ask the recipients to send a statement of receipt through email. The statement of receipt can be printed so you may have a hard copy for record-keeping or save a digital copy of it.
Are acknowledgement receipts legal-binding documents?
No, it isn’t. They cannot be used to legally bind an individual person or entity. However, it can serve as evidence for any disputes that may arise.
Is an acknowledgement receipt the same as an invoice?
Although both of them are essential documents in business transactions, the answer is no, they are not the same. An invoice is issued by the seller to request payment from the buyer. On the other hand, an acknowledgement receipt is issued by the recipient of the delivered items, goods, and services in agreed condition and quantity as indicated in the invoice or request.
Is an acknowledgement receipt the same as an official receipt?
No, they are not the same. An official receipt is a legally binding document as an exchange of something of value that has been made for something else, while the sole purpose of the acknowledgement receipt is only to recognize that something—a parcel, document, or item-was delivered and received.
Acknowledgement receipts are documentary proof of delivery of an item, parcel, or document to the recipient. It is essentially a paper or electronic trail that something was sent, delivered, and received from one party to another. It is filled out as soon as the delivery is received and not a day later for proper documentation to maintain credibility and avoid any confusion. Unlike letters, acknowledgement receipts are created and drafted by the sender, and the recipient signs and dates it after receiving and ensuring that they have received the delivery in the condition stated.