How to Create an Acknowledgment Receipt (With Templates)

Whenever there is an exchange between two people, a receipt of acknowledgment records the interaction. An acknowledgment of receipt is a formal document that verifies this receipt. Understanding how to write an acknowledgment receipt document can help you remain professional and organized when taking part in a transaction of goods, services, or money.

In this article, we discuss how to create an acknowledgment receipt document using six simple steps, uncover several tips to consider when writing a professional document, understand when to use this document, and highlight several templates and an example of an acknowledgment of receipt.

How to create an acknowledgment receipt

When learning how to create an acknowledgment receipt, there are several steps you can consider. First, it's essential that you understand the purpose of an acknowledgment receipt. An acknowledgment receipt is a signed document to verify that a person or organization has received goods, services, or payment. While it's not a legal document, an acknowledgment receipt helps to document a specific transaction. Organizations commonly use them when providing employee handbooks or other orientation materials to confirm receipt of the information, and the document is then put into the employee's personnel file.

Here are the basic steps to create an acknowledgment receipt:

1. Use a company letterhead

It's best if you can use a company letterhead for the receipt. A letterhead includes all pertinent information about who is issuing the receipt, such as the organization's name, address, and contact information. If a company letterhead isn't available, you can begin the receipt by including this information at the top. Also, it's a good idea to have the company logo to make the acknowledgment receipt formal and professional.

Related: How to Write a Letter: Format and Example

2. Give the receipt a title

Next, give the acknowledgment receipt a title. For example, if you're creating a document for an employee to confirm they received an employee handbook, you can title it "Acknowledgment of Receipt of Employee Handbook." The title can identify what the person is signing for and make it easier to track the document when filing.

3. Write the statement of acknowledgment

The next area to include in the document is the statement of acknowledgment. This is a brief description of what the person acknowledges and is best when it's clear and concise. Include any specified quantities, condition of the items, or other critical information. For example, if the acknowledgment receipt is for an employee confirming they received a company laptop, you can add the make, model, and serial number. You can refer to the document by name and a version number if applicable. Some human resources departments also add a statement to the receipt that the recipient understands the document.

4. Create a place for signatures and the date of the transaction

At the bottom of the document, you want to create a place for the names and signatures of both the receiver and the company representative. It's also critical that there is space for the date of the transaction. Be sure to add places for a printed name so you can understand an illegible signature later on when reviewing the document.

5. Explain any next steps

Explain any following actions after signing the document, such as a legal review or providing additional information or items. This allows the recipient to know what to expect so they can take any actions needed. For example, you may require the recipient to get a third party to sign the document.

6. Provide contact information for further questions

The last step to creating an acknowledgment receipt is to provide contact information. This is helpful if the recipient has questions later so they can speak to the most appropriate person. They may also have concerns, and providing specific contact information within the organization can help create a sense of ease.

Tips to consider when writing an acknowledgment of receipt

There are several best practices when writing an acknowledgment of receipt, including these tips:

Be specific and detailed

When writing an acknowledgment of receipt, it's a good idea to be specific and detailed. This includes all the company's information at the top and a detailed list or explanation of the goods or services received by the individual signing. When you create a detailed document, you minimize the chance of misunderstanding and misinterpretation later. For example, detail the quantities, types of equipment, serial numbers, monetary values, official document names, and any identifying information in the receipt.

Related: How to Be More Detail-Oriented (With Definition and Resume Tips)

Be formal

Treat an acknowledgment of receipt as a formal document. Use professional language and remain formal in the tone and context of the document's contents. While the document may not be legally binding, it's a legitimate letter of receipt.

Related: Writing a Business Letter: Format and Example

Be diligent

Two ways you can remain diligent are to proofread the document and to make a copy. Before issuing the receipt for a signature, ensure you proofread the document. Check for grammatical errors, spelling mistakes, and inaccurate details. Then, once you and the receiver have signed the document, provide a hard copy to them and keep the original signed version for your records.

When to use an acknowledgment of receipt document

There are several circumstances when using an acknowledgment of receipt document can help you remain organized and professional. Some examples include:

• When issuing employee documents, uniforms, or equipment, as it provides a written record to verify receipt.

• When completing a business transaction, such as requesting a quotation or receipt of sample products for trial.

• When working with a customer to verify receipt of the terms and conditions of a sale or business procedures.

Related: Employee Handbook: Definition, Importance and Sections

Acknowledgment of receipt templates

Here are several templates of acknowledgment receipts for different scenarios:

Acknowledgment of receipt of an employee handbook template

When issuing an employee handbook to a new staff member, here is a template to follow:

[Company letterhead logo]
[Company name]
[Company address]
[Company phone number]
[Company website]

Acknowledgment of Receipt of Employee Handbook

I, [employee's first and last name], understand the requirements and expectations outlined by the employee handbook at [company name].

I, [employee's first and last name], acknowledge receipt of a printed copy of the handbook and agree to abide by the policies and guidelines outlined within as a condition of my employment with [company name].

I understand that if I have questions regarding [company name's] policies, I will consult with my immediate supervisor or Human Resources personnel.

Employee Signature:

Employee Printed Name:

Date:

Acknowledgment Received By:

Acknowledgment Printed Name:

Acknowledgment of receipt of company-issued equipment template

When issuing equipment, such as a laptop, cellphone, or tablet to an employee, here is a template to follow:

[Company letterhead logo]
[Company name]
[Company address]
[Company phone number]
[Company website]

Acknowledgment of Receipt of Equipment

I, [employee's first and last name], acknowledge receipt of the following company-issued equipment as a condition of my employment with [company name]. All equipment must be returned to [company name] at the end of my employment term or when requested by company management. All equipment must be respected and maintained in proper working order, and any damage or problems must be reported immediately to my immediate supervisor.

I understand that if I have questions regarding [company name's] policies regarding company-issued equipment, I will consult with my immediate supervisor or Human Resources personnel.

Equipment Issued
Quantity:
Type of equipment:
Make:
Model:
Serial number:
Condition: New / Used

Employee Signature:

Employee Printed Name:

Date:

Acknowledgment Received By:

Acknowledgment Printed Name:

Acknowledgment of receipt of a privacy notice template

When issuing a privacy notice to a customer of the organization, here is a template to follow:

[Company letterhead logo]
[Company name]
[Company address]
[Company phone number]
[Company website]

Acknowledgment of Receipt of Privacy Notice

I hereby acknowledge receipt of this organization's Privacy Notice, which describes how my personal information is collected and may be used or disclosed to third-party companies.

As stated in the Privacy Notice, I can revoke these privileges by contacting [company name] in writing within 30 days.

Customer Signature:

Customer Printed Name:

Date:

Acknowledgment Received By:

Acknowledgment Printed Name:

Acknowledgment of receipt of company-issued equipment sample

Using the template above, here is an example of using an acknowledgment of receipt for company-issued equipment:

True North Manufacturing Ltd.
Fort McMurray, AB T9H 2Z3
(780) 978-2121
www.truenorthmfg.ca

Acknowledgement of Receipt of Equipment

I, Marco Jensen, acknowledge receipt of the following company-issued equipment as a condition of my employment with True North Manufacturing Ltd. All equipment must be returned to True North Manufacturing Ltd. at the end of my employment term or when requested by company management. All equipment must be respected and maintained in proper working order, and any damage or problems must be reported immediately to my immediate supervisor.

I understand that if I have questions regarding True North Manufacturing Ltd's policies regarding company-issued equipment, I will consult with my immediate supervisor or Human Resources personnel.

Equipment Issued
Quantity: 1
Type of equipment: Laptop
Make: Dell
Model: Latitude 5420
Serial number: AUR0481-DLD87503
Condition: New

Employee Signature: Marco Jensen

Employee Printed Name: Marco Jensen

Date: September 30, 2021

Acknowledgment Received By: Annika Sunal

Acknowledgment Printed Name: Annika Sunal

Related: Examples of Acknowledging Receipt (With Four Steps)

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Please note that none of the companies, institutions or organizations mentioned in this article are affiliated with Indeed.