Acknowledgement means verification or admission. An acknowledgement receipt is a document you use to verify that a buyer or an employee has received specific documents, services or products from you. In other words, the receipt is a legally binding proof that confirms and validates the completion of a transaction.
What is acknowledgement receipt?
An acknowledgement receipt template is a document that acknowledges the receipt of cash or goods. One of the purposes of an acknowledgement receipt format is to document the movement of documents, cash or goods from one entity to another.
However, this receipt isn’t an official receipt that the Bureau of Internal Revenue requires for people engaged in business.
How does it differ from an invoice?
To many, there is a confusion between the meaning of an invoice and a receipt. Although both of these are widely used in business transactions, these documents have a couple of notable differences:
This is a document that the sellers issue to buyers to request for the payment of services or goods. As a seller, you would issue this before the buyer provides payment.
Invoices contain important information about the transaction including names, addresses, the price of the services or products. You also include information about discounts along with the place of delivery and date of the sale.
- Acknowledgement Receipt
This is a simple document issued by a buyer after receiving their services or goods. The receipt itself is proof that the buyer received the services or products in the agreed quantities and conditions as indicated on the invoice. It serves as your assurance that the goods have safely arrived at the destination.
Acknowledgement Receipt Format
What to include?
An acknowledgement receipt must only contain accurate and factual information about the transaction. Make sure to include the following:
Place this at the top-center part of the template.
This indicates the day that the buyer received the goods.
- Your business’ name and address
Also, include your business’ logo should on the template.
- Received by
This is where the person who will receive the goods should affix their signature.
- Statement of Acknowledgement
This is a brief description certifying that the buyer received the goods in the specified quantities and in good condition.
The person who receives the goods must affix their signature to make it official.
All business transactions that occur between you and a buyer demand the highest degree of transparency. This means that when the buyer orders their goods, you should deliver the goods as agreed upon together with an invoice.
Upon reaching the agreed-upon destination, the buyer needs a confirmation that they received the goods by signing an acknowledgement receipt template. This receipt assures you that the products have reached their intended destination.
How do I write an acknowledgement receipt?
An acknowledgement receipt is a document that one person signs to verify that they have received a document, payment or item. Employers also have various uses for this document in the workplace.
Although an acknowledgement receipt letter is not considered an official document, it is nevertheless useful for documenting that guidelines, expectations, and policies reached the employees. Whether you’re an employer or a business owner, here are the steps to create the receipt:
- Use your business letterhead
When writing the receipt, use a paper or electronic letterhead. If your business doesn’t have stationary with a letterhead, just enter the name of your business at the top. Also, provide your business’ address, contact details, and website underneath the business name using a clear font.
- Write the statement of acknowledgement
Refer to the document by name and version number, if applicable then state that the recipient has received the item or document.
When the Human Resources Department creates this document, they also add statements to their that the recipient understands the contents of the document they received. This statement must be both brief and concise.
- Date and signature
Include the recipient’s printed name, signature, and the date when they signed the receipt.
- Explain the next step
If there is a need for further action, include instructions on how to go about this like if the recipient needs to get a signature from a third party, if you need to perform a legal review or for any other items you deem necessary.
- Add contact details
For additional concerns or questions, provide your contact information too.
- Other tips
Here are a few helpful practices to consider to ensure an effective and official receipt:
The receipt should include the names of the issuing party (yourself) and the person receiving the item or document. It should have a clear description of the name of the document or item, the date of issuance, and the purpose.
Don’t forget the signature
Make sure that the buyer or employee signs the receipt right after receiving the item or document.
Use official language
Always write this document using professional language.
Include all relevant details
This applies to office situations. The receipt should clearly specify the consequences for non-compliance with the policies. This ensures that the employees agree to both receiving the document and following the contents within.
Review your template, check the spelling and grammar, and make sure that the receipt is very thorough and complete.
Acknowledgement Receipt Letters
Using the receipt
In general, the acknowledgement process involves a letter drafted by the one making the delivery (you), and the person who will receive the delivery will sign the document. To complete the cycle, you should input the name of the person who will make the delivery, as well as the description and quantity of the items delivered.
This item could be goods, money, or both. Aside from these, you should also include the purpose and date of the delivery along with the name of the recipient. Upon completion of the acknowledgement receipt format, you should print at least 2 copies – one for you and the other for the person who will receive the goods.
The person who will receive the delivery must enter their name and the date of receipt. That is unless you have already included this information in the receipt. Make sure the recipient affixes their signature on all the copies of the receipt. As for you, make sure that you keep the original copy of the receipt in your files.