Acknowledgment Receipt Template

An acknowledgment receipt is signed by the person who received something, to confirm that they received it. Which layout you need depends on what changed hands.

Payment acknowledgment receipt

Use this one when money is handed over and the person paying wants it in writing. Typical cases are a cash payment, a deposit, a cheque handed over in person, an advance before a job starts, or a repayment between individuals.

It records who paid (received from) and who took the payment (received by), with names and addresses, the date the money was received, the amount in words and in figures, what the payment was for, and the payment method with a transaction reference. The person who received the money signs it.

Items received acknowledgment

Use this one when something other than money is handed over and you want a signed record of exactly what. For example:

• equipment issued to an employee or volunteer, such as a laptop, phone, keys or an access card
• original documents submitted with an application
• goods returned to a supplier, or borrowed or rented items brought back
• samples or property left with someone for safekeeping or inspection

It records who handed the items over, who received them, the date, the purpose and the location of the handover, then lists each item with its ID, serial number or reference, the quantity and its condition. Both parties sign and print their names. There are no prices on it, and it does not show that anything was paid for.

If you are delivering ordered goods, the proof of delivery layout on the delivery receipt template page fits better: it compares quantity ordered with quantity delivered and has a line for the driver's signature.

1. Under Handed over by, enter the name or organization and a phone number or email. Under Received by, enter the person's name and their role or organization (for example, "IT department" handing over to a "field technician").
2. Fill in a Reference no. and the Date, then the Purpose of handover, such as "Laptop issued for remote work" or "Rental equipment returned", and the Location where it took place.
3. Use one row per item. In ID / serial or reference, add the asset tag, serial number or document reference so there is no doubt about which item it was, then the Qty.
4. Use Condition / notes to describe each item before anyone signs: "scratch on lid, charger included" is far more useful later than "good". Note anything missing or damaged on the line it applies to.
5. Both people sign and print their names. Each keeps a copy, or photograph the signed form if there is only one original.

When the items come back, fill in a second acknowledgment with the roles reversed. Comparing the condition notes on the two forms shows what changed while the items were out.

In the US, the IRS says documents supporting a business expense should identify the payee, the amount paid, proof of payment, the date, and a description of what was bought or received (IRS: What kind of records should I keep). A completed payment acknowledgment carries those details, which is useful to the person who paid you. The same IRS page lists receipt books among the documents that support a business's gross receipts, so keep your own copy of each one you issue. Outside the US, check your tax authority's record-keeping rules.