Acknowledgement of receipt

Acknowledgement of receipt is a confirmation of receiving goods or services. The recipient of the goods usually puts his/her signature on a bill of lading or invoice. Confirmation of receipt is used when sending mainly important documents whose delivery confirmation is of significant importance to the sender, for example when it determines whether the act of postal notification was effectively implemented.

Based on data from the EPO article to the acknowledgement of receipt elements belong:

• submission number
• date of receipt
• receiving Office
• your reference
• applicant name
• number of applicants
• country
• title
• submitted by
• method of submission
• date and time
• receipt generated

Counterparts of acknowledgement of receipt

Bill of lading is the counterpart of acknowledgment of receipt in sea transport. It is the proof of receipt of the cargo which determines the document to be transferred to the ship. It is a document that gives you permission to get rid of the cargo and also its reception. The bill of lading is the legal connections among the carrier and the payee.

Acknowledgement of receipt sometimes can have more elaborate form, when recipient is asked for a letter in which he/she describes what was received. That form is known as Letter of acknowledgement.

Letter of acknowledgement should be sent if you want to express your gratitude for e.g. a souvenir or if the received goods are not the ones that were ordered. In most cases, however, acknowledgement of receipt is enough. Due to the fact that it is a formal letter it ought to have appropriate structure and content.

Documents requiring confirmation of receipt

The most common forms of documents and items requiring acknowledgment of receipt:

• confirmation of the receipt of the correcting invoice
• confirmation of receipt of invoice for delivered goods
• confirmation of receipt of a postal letter, a letter of value, a parcel post
• confirmation of receipt of other important documents, e.g. calls and court notices, etc.
• confirmation of receipt of the shipment - consignment with acknowledgment of receipt
• confirmation of the receipt of the correcting invoice

Confirmation of the receipt of the correcting invoice In order to reduce the tax base resulting from the correcting invoice, the seller must have a confirmation of receipt of such invoice by the buyer. It is important that the seller has information from which it is clear that the buyer received it. Tax authorities accept any type of confirmation, which allows you to determine without any doubt if and when the correcting invoice reached the buyer. The following forms of acceptance of the correcting invoice by the buyer can be distinguished by the tax authorities:

• confirmation by the addressee of the acceptance of a registered item (with return certificate of receipt)
• a written separate confirmation of receipt of a correcting invoice
• a copy of the signed correction invoice has been sent back

Consignment with acknowledgment of receipt Shipment with confirmation of receipt - an additional service offered by mail for registered letters or other registered shipments. The sender of a letter ordering delivery of a letter with a return confirmation of receipt receives after receiving the letter a special additional form, so-called return confirmation of receipt, on which there is proof of delivery in the form of the recipient's signature. On the confirmation intended for the sender, the recipient acknowledges receipt of the letter regardless of the receipt on which he signs the delivery.

Acknowledgement of receipt can be used as an evidence that receiver actually received goods or services. Therefore, it is important to check what is being confirmed. The use of the proper way of documenting allows for effective keeping of records related to the receipt and issuance of goods, and the size of their states.

Examples of Acknowledgement of receipt

• A receipt of payment is an acknowledgement of receipt. This could be a cash register receipt, an invoice, or a credit card statement.
• A rental agreement is an acknowledgement of receipt. This document typically states the terms and conditions of a rental agreement between two parties.
• A signed delivery note is an acknowledgement of receipt. This document typically states the quantity, quality, and type of goods that are being delivered.
• A signed bill of lading is an acknowledgement of receipt. This document typically states the goods that are to be shipped from one party to another.
• A signed purchase order is an acknowledgement of receipt. This document typically states the quantity and quality of goods that are to be purchased.

Advantages of Acknowledgement of receipt

Acknowledgement of receipt is an important document for both the sender and the recipient. It serves as proof of the delivery of goods or services, and it can be used for legal and financial purposes. Here are some of the advantages of acknowledgement of receipt:

• It provides proof that the goods or services have been received. This helps to prevent disputes between the sender and the recipient.
• It can be used as evidence in a court of law in case of any disputes or misunderstandings.
• It serves as a receipt, which can be used for accounting and financial purposes.
• It ensures that the goods or services were delivered in good condition.
• It also helps to track the shipment and ensure that it is delivered on time.
• It helps to protect the rights of both parties, as it clearly states the terms and conditions that were agreed upon.

Limitations of Acknowledgement of receipt

An acknowledgement of receipt can be limited in the following ways:

• It does not guarantee that the goods or services were delivered in the agreed upon condition, so it is not proof of acceptance of the goods or services.
• It cannot be used as a contract or legal document.
• It does not guarantee that payment was made in full or on time.
• It does not provide any warranty or guarantee of the goods or services.
• It does not provide legal protection if the goods or services are not as described.

Other approaches related to Acknowledgement of receipt

Acknowledge of receipt can be done in many different ways. Here are some of them:

• Electronic signature - Electronic signature is a digital form of signing documents and contracts. It is often used in online-based businesses and transactions, as it is a secure and efficient way of verifying the identity of the recipient.
• Written acknowledgment - Written acknowledgment is a written document or letter stating that the goods or services have been received. This type of acknowledgment is often used in legal documents, such as contracts and agreements.
• Barcode scan - Barcode scan is a method of scanning a barcode on a product to confirm its receipt. This is a quick and easy way to track the delivery of goods and services.
• Email confirmation - Email confirmation is a way to confirm the receipt of goods or services by sending an email to the recipient. It is a fast and efficient way of verifying the delivery.

In summary, Acknowledgement of receipt can be done in various ways such as electronic signature, written acknowledgment, barcode scan and email confirmation. Each of these approaches has its own advantages and drawbacks, and it is important to choose the one that is most suitable for the situation.

Acknowledgement of receipt — recommended articles

Dispatch note — Waybill — Sea waybill — Ocean bill of lading — Bill of lading — Master bill of lading — Consular Invoice — Dock receipt — Shipping note — Freight

References

• Aikens R., Lord R., Bools M. (2015). Bills of Lading. Crc Press.
• Duffy J. F. (2000). On Improving the Legal Process of Claim Interpretation: Administrative Alternatives. Wash, UJL & Pol'y 2, 109.
• European Patent Office (2013). Acknowledgement of receipt. Application number, PCT/EP2013/060663.
• Unit M. A. H. C., Person C., van der Walt J. (2007). Acknowledgement of receipt. Cell, 82(558), 7391.

Footnotes

Author: Daria Ziętara