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What Is a Statement of Acknowledgement?
Merriam Webster Dictionary defines acknowledgment as a statement or affirmation of one’s acts or of truth in order to give it legal validity, or a thing done or given in recognition of something received.
For a number of reasons, many organizations and companies employ the idea of a letter of acknowledgment. Employees are routinely given benefit manuals, and they are required to sign a statement indicating that they have received a copy that the company provided. Many healthcare providers and lenders are also obligated by law to give clients or patients with specific warnings and legal information and have adopted the practice of asking the client or patient to sign a statement of acknowledgement.
What Is the Purpose of a Statement of Acknowledgement?
The aim of a statement of acknowledgement is to provide assurance to the sender of a letter or package that it was received by the intended recipient. Although the word comes from the postal service, today, it is used to recognize the receipt of legal papers, informational handbooks, and a variety of other materials that must be documented. Another main purpose of a statement of acknowledgement is to certify the recipient receiving the necessary papers or documents that they are being sent to as well as to validate someone acting in their place to collect important files.
How to Write a Statement of Acknowledgement
You may think there is no clear format for an acknowledgement statement, as long as you get your word out, it’s good, right? Technically, that sense holds some truth to it, the same with an Acknowledgement Receipt acting a similar role. But in order to create a more formal and well-thought-out statement, you can utilize this article for the steps. Mentioned in the following is the guide of what should be included in a certain part. Check out our available templates and examples of acknowledgement statements. Otherwise, continue reading for the steps in writing a statement of acknowledgement.
Step 1: Add an Identification Letterhead
No formal document will leave out any recognition of which company you are associated with. Even if you are unaffiliated with anyone or working freelance, your statement must still have a letterhead that is unlike others out there. Use a letterhead that is either electronic or printed. If your company does not have letterhead or stationary, simply writing your company name at the top of the page would suffice. Below it, write your company’s address, Phone and Email Contact, and website. You should establish your company at the forefront in order to identify your association and have it easily be identified to whoever is on the other end.
Step 2: Write Acknowledgement Statement
Declare that you or the assigned receiver has received the document by referring to it by name and, if appropriate, by file number that is associated with it. Some HR departments will include remarks in their acknowledgements stating that the receiver understands the document’s contents especially if it requires care or if the item is confidential or fragile. The statement should be simple and straightforward, this is not a Narrative Report and you don’t need to include figures of speech of any kind that will deter away from simply stating what the document is intended for.
Step 3: Elaborate on Further Steps
Include instructions if more action is required, such as a third-party signature, legal review, or any other items you think essential. If there is additional information that needs to be known by the receiver in place, then you as the non-receiver should include it. Such as if you are on Sick Leave and won’t be returning to work for a couple of days but would want to receive the item as soon as possible, then you may add in the acknowledgement statement additional instructions to where the document will be sent to your home address or placed upon your return.
Step 4: Provide the Signature and Date
The acknowledgment statement cannot be complete without the credible information of the recipient. For the next step, the document must have the recipient’s signature, printed name, and date of signing. All to recognize that the receiver did get the document or item on the state date and acknowledge that they are in possession of the said document. Just as any legal documents such as Sworn Statements, without the proper signature, name, and date, it may not count as an actual document that can testify the word of the receiver for having the document or item.
Step 5: Provide Contact Information
Contact Lists are essential in providing information as a method to be reached out to in case there are additional inquiries or questions that the other party such as a delivery company or mailing company have related concerns regarding the document or items that have been received. At the bottom of the statement of acknowledgment, it is more than common to include a number or email address along with the recipient’s name and signature. Even the substitute receiver should include their own contact information in order for other questions to be directed to them or so that they could answer directly to it.
Important Guidelines on Writing Statement of Acknowledgements
A Lost or missing item and document is a hassle to retrieve and file for a search of it, in the same manner, that it is time-consuming to go to authorities to file for another set of them. And since documents are very important to have especially identification cards and the like, then you would need to know who was the last person who received your item and document if you otherwise did not know beforehand. Feel free to check our available statement of acknowledgement samples which you can choose whichever you prefer or which suits your preference more.
Is an acknowledgement and witness signature the same thing?
A witness signature, like an acknowledgement, requires the signer to appear in front of a Notary and be recognized as needed by state law. In most states, however, an acknowledgement does not need the Notary to witness the signing. So most cases, upon writing a statement of acknowledgment, you won’t be needing the presence of a lawyer or higher authority to legalize the Statement. As long as the statement has the signature and names, it’s enough to certify their involvement.
Is an acknowledgment legally binding?
Any Agreement between two parties, whether written or oral, can be legally enforced. The following occurs when both parties recognize and agree to the contract terms: Their signature serves as a confirmation of their agreement to the terms of the contract. Upon the completion of signatures, both parties are bound by the agreements they both had agreed upon. And if there are changes they wish to make, then they would need another discussion to update the contents.
What is an acknowledgement and why is it required?
A person who acknowledges something recognizes or permits that the certain item is connected to them in some manner. The purpose of an acknowledgement Statement is to certify that the receiver did receive the item or document that they were to receive and the requirement of it is to keep track of the people who collected certain items.
Can an acknowledgement letter be sent through email?
In the digital age now, a lot of documents are sent and forwarded through the use of email or instant messaging systems. If the other party agrees to the correspondence, then make sure the important information and the signatures, names, and dates are still attached to the electronic document. Though as safekeeping, your company can print out the emailed documents and make a printed copy. This will act as additional records and proof for your company and the other party as well.
Documents are important to file and store in any company department, it acts as a tool to safeguard information not just for the company but also for the employees as well. In order to maintain that professionalism and appropriate tasking for each, statements are necessary for those given the task to receive certain items and documents that are important not just for personal gain but for the company as well. Through this article, you are able to formulate your own statement of acknowledgement that you can use for your company or even for your personal use, either way, the importance has been stated and you are enlightened of its purpose.