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Acknowledgement of System Size

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ACKNOWLEDGEMENT OF SYSTEM SIZE

Parties and Project

Client Name:

Provider / Installer:

Recitals

WHEREAS, Client has engaged Provider to design and install a photovoltaic or energy generation system (the "System") at the Project Address to serve identified load and qualify for agreed incentives; and

WHEREAS, the parties have agreed that the System shall have a nameplate nominal capacity described below and that such capacity will be used as the basis for permitting, interconnection, and incentive applications unless otherwise modified by written Change Order; and

WHEREAS, the parties acknowledge that measured installed capacity may vary from design capacity within an agreed tolerance, and that material deviations outside that tolerance may require adjustments to compensation, incentives, or system documentation.

System Size and Technical Description

Nameplate DC Capacity (STC): kW     Nameplate AC Capacity: kW

Number of Modules:     Typical Module Rating:

Inverter(s) — Qty/Model/Rating:

Estimated Annual Production (site-specific estimate):

Design Losses Assumed (%): %     Acceptable Variance Between Designed and Installed Nameplate Capacity: %

Scope of Work

Acceptance of System Size

Client acknowledges that the System size stated herein is based on Provider's design and site assessment. Client further acknowledges that final installed nameplate capacity will be determined by as-built documentation and manufacturer nameplate ratings. If the actual installed nameplate capacity differs from the designed nameplate capacity by more than the Acceptable Variance specified above, the parties shall execute a written Change Order to address (i) any adjustments to compensation or incentives, (ii) revised permitting or interconnection submissions, and (iii) alterations to equipment lists or warranties.

Measurement, Testing, and Commissioning

Final measurement of installed capacity shall be performed by Provider upon completion of installation and prior to final payment. Measurements shall be based on manufacturer nameplate ratings, inverter commissioning reports, and standard industry procedures. Any discrepancy in measurement methodology shall be resolved by a mutually agreed independent verifier at the expense of the party found not in compliance with the agreed measurement protocol.

Payment Terms

Late fee: % per month on past due amounts, compounded monthly, and Provider may suspend work after ten (10) days' written notice of nonpayment.

Term and Termination

Term Commencement Date:     Anticipated Completion / Term End Date:

Either party may terminate this Acknowledgement upon written notice to the other if the other party materially breaches any material obligation and fails to cure such breach within days after receipt of written notice. Termination shall not relieve Client of obligations to pay for work performed and materials supplied through the effective date of termination, subject to applicable offsets and credits.

Confidentiality

Each party shall maintain in confidence and shall not disclose any Confidential Information of the other party disclosed in connection with this Acknowledgement. "Confidential Information" includes design specifications, system sizing calculations, pricing, and incentive documentation. Confidential Information does not include information that (i) is or becomes generally available to the public other than as a result of a breach of this clause; (ii) was already known to the receiving party at the time of disclosure; or (iii) is required to be disclosed by law, provided that the disclosing party is given prompt notice and an opportunity to oppose or limit such disclosure. The obligations of confidentiality survive termination for a period of three (3) years.

Warranty of Authority; Certifications

Each signatory below certifies that they are duly authorized to execute this Acknowledgement on behalf of the party they represent, and that the party has the legal capacity to enter into this agreement. Provider represents that system sizing information is based on commercially reasonable design practices and available site information.

Governing Law

This Acknowledgement shall be governed by and construed in accordance with the substantive laws of the governing jurisdiction agreed by the parties: , without regard to choice-of-law rules.

Entire Agreement

This Acknowledgement, together with any referenced design documents, proposals, and executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, proposals, and communications, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

Additional Provisions

Independent Contractor: Provider performs services as an independent contractor and is solely responsible for its employees, subcontractors, and compliance with applicable safety and permit requirements.

Remedies: The remedies provided in this Acknowledgement are cumulative and in addition to any other remedies available at law or in equity.

Acknowledgement

By signing below, the parties acknowledge that they have read, understood, and agree to be bound by the terms and conditions of this Acknowledgement of System Size and that the data provided above accurately reflects the current design intent for the System.

Client — Printed Name:

By:

Date:

Provider — Printed Name:

By:

Date:

Enter text✕

What the Acknowledgement of System Size Is

The Acknowledgement of System Size is a short written statement used to record and confirm an information system's declared capacity metrics, such as the number of active nodes, concurrent users, or processing throughput. Organizations use it in procurement, vendor onboarding, compliance reviews, and contract exhibits to establish baseline obligations and eligibility thresholds. The document typically identifies the system, lists the measured or guaranteed size metrics, names the reporting party, and includes a dated signature block for an authorized representative to attest to accuracy under the applicable contract or regulatory framework.

Why a Formal Acknowledgement Matters

A clear acknowledgement reduces ambiguity about capacity commitments, supports procurement eligibility, and creates an auditable record for contract compliance and disputes. It also helps downstream teams size integrations and plan licensing accurately.

Why a Formal Acknowledgement Matters

Who typically completes this acknowledgement

The completed acknowledgement should be retained with the contract record and shared with technical reviewers and compliance staff as needed.

  • IT Operations teams providing verified metrics for production systems
  • Vendor Account Managers certifying customer-facing product capacities
  • Procurement or Contracting Officers documenting eligibility for size-based awards

Who can sign and certify the statement

Authorized Signatory

A senior official with contract authority (for example, Director of Contracts or Chief Commercial Officer) who can legally bind the organization and confirm the accuracy of the declared system metrics.

Technical Owner

An IT executive or system owner (for example, CTO or Infrastructure Manager) who provides the underlying measurements and certifies that the stated capacity reflects production or guaranteed levels.

Step-by-step: Filling and certifying the document

Follow these steps to collect, verify, and submit a complete acknowledgement with supporting evidence.

  • 01
    Collect metrics: Gather production telemetry or test outputs supporting the declared value.
  • 02
    Verify values: Have the technical owner confirm numbers and measurement method.
  • 03
    Complete form: Populate fields exactly per the fillable-fields instructions above.
  • 04
    Sign and retain: Authorized representative signs; store with contract records.

Configuring an online workflow for acknowledgements

Set up a digital workflow to reduce manual steps, capture audit data, and centralize retention.

Field Configuration
Measurement Attachment Require file upload for telemetry or test logs.
Reviewer Role Assign a technical reviewer to approve metrics before signature.
Signer Authentication Use email + optional SMS code for signer verification.
Audit Trail Enable timestamp, IP, and action logging for each step.

Where to send and how the acknowledgement is processed

Routing the completed acknowledgement consistently ensures contract teams and auditors can find the record quickly.

  • Submit to Contracts: Upload the signed acknowledgement to the contract folder.
  • Notify Stakeholders: Email technical and procurement teams with the signed copy.
  • Attach Evidence: Link telemetry files or load test reports to the record.
  • Store Backup: Retain a signed copy in the central records repository.

Digital signing and e-submission requirements

Choose a platform that supports required integrations, file formats (PDF, DOCX), and retention export to preserve evidentiary quality.

  • Intent and Consent: Record the signer's affirmative action and consent to e-records.
  • Authentication: Use at least email verification; consider MFA for higher assurance.
  • Audit Trail: Capture timestamps, IP addresses, and activity logs.

Typical timelines and processing expectations

Timelines vary by contract; the following are common benchmarks used in procurement and compliance workflows.

Request Response Window:

Often 14 calendar days from request to submission.

Technical Review:

Allow 3–5 business days for verification of attached evidence.

Contract Acceptance:

Contracting party typically reviews within 5–10 business days.

Retention Enrollment:

Record stored in the contract repository immediately after signing.

Amendment Timing:

Submit corrections promptly; delayed updates may affect eligibility.

Key milestones from request to archival

A typical acknowledgement lifecycle includes request, submission, verification, and archival milestones.

01

Request Issued

Client or contracting officer issues the acknowledgement request.

02

Data Collected

Technical owner gathers telemetry and measurement outputs.

03

Certification Signed

Authorized representative signs the acknowledgement.

04

Archive and Notify

Signed document stored and stakeholders are notified.

Security and compliance facts to record with the acknowledgement

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
Audit Trail: Timestamped event history
HIPAA Support: BAA available
Regulatory Standards: ESIGN, UETA compliant
Certifications: SOC 2 Type II, ISO 27001

Primary risks and potential consequences

Contract Breach: Termination or damages possible
Payment Withholding: Invoices may be paused
Debarment Risk: Eligibility for future awards affected
Civil Liability: Potential misrepresentation claims
Audit Findings: Corrective actions required
Operational Impact: Resizing or remediation costs

Common mistakes to avoid when preparing the acknowledgement

  • Submitting an unsigned or incorrectly dated acknowledgement; missing signature blocks often delay contract acceptance and create administrative exceptions during audits.
  • Reporting provisional or test metrics without stating the measurement method; undocumented or unclear measurement methods lead to disputes about whether the declared size reflects production conditions.
  • Using informal or inconsistent system names; mismatches between the acknowledgement and the contract system identifier can cause enforceability confusion and record retrieval issues.
  • Failing to attach supporting evidence such as telemetry or load-test reports; unsupported declarations are more likely to be questioned during compliance reviews or procurement validation.

Practical tips for accurate and efficient completion

Follow standardized templates and preserve supporting evidence to reduce review cycles and improve auditability.

Standardize measurement procedures
Use consistent measurement methods and document them in the acknowledgement. Include test configurations, time windows, and tool versions so reviewers can reproduce or validate results later.
Require technical sign-off
Have a designated technical owner verify values before legal or commercial signing. A two-step sign-off reduces the risk of errors that could trigger contract disputes.
Include supporting artifacts
Attach telemetry extracts, load-test reports, or monitoring screenshots with timestamps. These artifacts substantiate the declared values and shorten verification time in audits.
Use auditable e-signatures
Capture intent and attribution through an eSignature solution that records timestamps, IP addresses, and signer emails. Properly retained e-signatures strengthen enforceability under ESIGN and UETA.

Real-world examples of using acknowledgements in contracts

Two organizations share how formal acknowledgements supported their contracting and operational processes.

Optica Ventures — Brian Fitzgibbons

Optica standardized capacity statements across investments to reduce onboarding friction and ensure consistent vendor commitments.

  • The interface needed to be easy for customers.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." This reliability helped Optica close onboarding gaps faster and reduced back-and-forth over baseline metrics.

Martin Properties — Tim Martin

A real-estate operator used signed acknowledgements to confirm system limits for tenant portals and utilities integrations.

  • Documented measurement allowed quick vendor validation.
  • "I can process and execute all of these documents online with 100% compliance and built-in security." Using a consistent form reduced delays and provided a single authoritative record for renewals and audits.

Comparison: typical eSignature vendor pricing and capabilities

Basic pricing and capability indicators for commonly used eSignature providers. Use vendor sites for plan-level details and to confirm current promotions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no card Varies by promotion Varies by promotion Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about acknowledgements and e-signing

Answers to common questions about completing, signing, and storing an Acknowledgement of System Size.


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