What if the wrong quantity is recorded?

Document the discrepancy immediately in the exceptions section, photograph evidence, notify the supplier and carrier, and file a formal short-shipment claim according to contract timelines to preserve recovery rights.

Can a confirmation be e-signed?

Yes. Electronic signatures meet ESIGN and UETA standards when intent and attribution are captured. For consumer-facing or healthcare records, provide required ESIGN disclosures and meet authentication requirements.

Is notarization required for acceptance?

Not typically. Most goods confirmations do not require notarization. If contractual language or state law requires notarization, follow notary or RON procedures and retain proof of notarization.

How do I correct a signed confirmation?

Issue an amended confirmation referencing the original, clearly mark corrections, secure signatures from the same authorized parties, and attach the original for audit clarity.

Which signer is authorized to accept goods?

Use named receiving agents with procurement or warehouse authorization. Company policy should list roles and spending thresholds that determine who may accept and sign.

How long should confirmations be stored?

Retain confirmations for the life of the contract plus applicable retention periods; follow IRS rules for tax-related records and HIPAA rules for any PHI-containing documents.

Electronic Signature
Templates
Miscellaneous
Confirmation of Goods Received

Confirmation of Goods Received

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CONFIRMATION OF GOODS RECEIVED

This Confirmation of Goods Received (the "Confirmation") is made between Supplier Name: and Recipient Name: . Effective Date:

WHEREAS

WHEREAS, Supplier delivered goods described herein pursuant to Purchase Order Number: ; and

WHEREAS, Recipient has inspected the goods upon delivery at Delivery Location: on Delivery Date: ; and

WHEREAS, the parties wish to record receipt, condition, and any discrepancies to facilitate invoicing and payment.

SCOPE OF GOODS RECEIVED

Description of Goods Delivered

ITEMIZED RECEIPT

Enter item details for each line received. If more space is needed, attach an addendum signed by both parties.

Item 1 — Description: Unit: PO Qty: Rec'd Qty:

Condition: Lot/Serial:

Item 2 — Description: Unit: PO Qty: Rec'd Qty:

Condition: Lot/Serial:

Additional items documented on attached sheet: Yes

DELIVERY & CARRIER DETAILS

Delivery Location Carrier / Shipper Shipment Reference / Tracking

PAYMENT TERMS

Invoice Number: Total Amount: $

Payment Due: Net days from invoice date. Late Fee: applied to overdue balances.

TERM AND TERMINATION

This Confirmation governs the delivery and acceptance of the goods identified above and is effective as of the Effective Date above and remains in effect until all obligations arising from the delivery are satisfied, or until Termination Date: .

Either party may terminate obligations under this Confirmation for material breach that remains uncured after written notice delivered and a cure period of days.

INSPECTION, ACCEPTANCE & DEFECTS

Recipient shall inspect goods within days of delivery. Acceptance occurs when Recipient either signs this Confirmation indicating acceptance or fails to provide a written rejection specifying defects within the inspection period.

Acceptance status: Accepted as delivered Accepted subject to noted discrepancies

If discrepancies or damage noted, describe below

CONFIDENTIALITY

Each party shall maintain in confidence any non-public commercial or technical information disclosed in connection with the goods, including pricing, specifications, and quality information ("Confidential Information"). Confidential Information shall not be used except to perform obligations under this Confirmation and shall not be disclosed to third parties except as required by law or with the disclosing party's prior written consent. The obligations in this paragraph remain in effect for three (3) years following the Effective Date.

GOVERNING LAW

This Confirmation shall be governed by and construed in accordance with the laws of the jurisdiction of: , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Confirmation, together with the referenced purchase order and any accepted attachments, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior negotiations, representations or agreements, whether written or oral, relating to the delivery and acceptance of the goods.

ADDITIONAL PROVISIONS

Remedies set forth herein are cumulative and in addition to any remedies available at law or in equity. Neither party may assign this Confirmation without the prior written consent of the other, except to an affiliate or in connection with a sale of substantially all assets.

Notices required under this Confirmation shall be in writing and delivered to the addresses provided below or to such other address as a party may designate by written notice.

CONTACTS FOR NOTICES

Supplier Contact Name & Title Supplier Contact Address Recipient Contact Name & Title Recipient Contact Address

Supplier (Seller):

Printed Name:

By:

Date:

Recipient (Buyer):

Printed Name:

By:

Date:

What a Confirmation of Goods Received Is and Why it Matters

A Confirmation of Goods Received is a written record that documents delivery, condition, quantity, and acceptance of goods by a buyer or receiving agent. It creates an auditable trail tying items to a purchase order, invoice, or shipment, and it helps trigger payment, warranty periods, inventory updates, and dispute resolution. The confirmation typically lists the supplier, delivery date, purchase order number, item descriptions, quantities accepted, any exceptions, and the signature and contact details of the person who inspected and accepted the shipment.

Why you should use a formal Confirmation of Goods Received

A clear confirmation reduces payment delays, limits dispute exposure, documents inspection results, and preserves evidence for warranty and insurance claims under commercial contract rules and purchasing policies.

Typical users and departments that complete confirmations

Different teams complete confirmations depending on organizational role; accuracy and timeliness are the priorities.

Receiving / warehouse staff: frontline inspectors who record quantities, damages, and condition at delivery (Real Estate and Construction workflows common).
Accounts payable / procurement: use confirmations to match invoices to received goods and trigger payment while preventing duplicate payments.
Suppliers and logistics partners: often receive signed confirmations as proof of delivery, acceptance, and release of liability for transit loss.

Use the right signer and routing for your workflow to ensure acceptance, accounting, and inventory systems update correctly.

How to complete and approve a Confirmation of Goods Received

Follow a consistent sequence to inspect, document, sign, and route confirmations so downstream teams can act without delay.

01

Inspect Goods: Verify items, quantities, and visible condition against packing list.
02

Record Exceptions: Note damages, shortages, or overages in the exceptions section.
03

Sign and Date: Signer adds name, title, signature, and MM/DD/YYYY date.
04

Route to AP: Send confirmation and attachments to accounts payable for invoice matching.

Core components that make a professional confirmation complete

A robust confirmation includes structured fields and supporting evidence so third parties can verify acceptance, inspect history, and process payment or claims quickly.

Header

Company name, supplier name, document title, and reference numbers (PO, invoice, shipment ID) that link the confirmation to contract records and accounting systems.

Delivery Details

Delivery date, carrier, shipment number, and destination that establish when and where goods were received and aid traceability for logistics audits and claims.

Itemized List

Structured table of SKUs, descriptions, quantities shipped vs received, and unit measures to support inventory reconciliation and three-way matching.

Condition Report

Space for specific notes on damage, defects, or packaging issues, with photos or attachments where available to document the condition at receipt.

Acceptance Statement

Clear language indicating whether goods are accepted, accepted with conditions, or rejected, which determines payment and remedial actions.

Signatory Block

Name, title, signature, and date plus contact information for the receiving agent; includes optional witness or notarization fields if required.

Required information and fields to include in the confirmation

Supplier ID: Vendor identifier

Purchase order: PO number

Item details: SKU and description

Quantity: Units accepted

Received date: MM/DD/YYYY format

Receiver signature: Signer name + signature

Typical routing and handling flow for a confirmation

Confirmations are short, linear processes: inspect, document, sign, and deliver copies to procurement and accounting for processing.

Create Document: Pre-fill with PO and shipment details before inspection.
Inspect & Record: Receiving agent completes item and condition fields on site.
Sign: Receive signature on paper or electronic signature field.
Distribute: Send signed copy to AP, vendor, and archive system.

Recommended digital workflow settings for confirmations

Configure digital workflows to capture evidence, authenticate signers, and route documents automatically to avoid manual handoffs.

Field	Configuration
Requester Email	Auto-populate from PO and notify on completion
Signature Authentication	Email link or SMS code; stronger auth for high-value shipments
Date Stamp Format	MM/DD/YYYY with timestamp for audit trail
Auto-archive	Save signed PDFs to document management system

Technical considerations for eCompletion and eSubmission

Ensure your platform supports trusted file types, audit trails, and the signer authentication level your policy requires.

File types: PDF, DOCX supported
Integrations: Works with ERP and cloud storage
Security: TLS and AES-256 encryption

Comparison of common eSignature vendors for signing confirmations

Vendor selection affects cost, authentication, and integration options; the table below compares starting prices, trial availability, bulk-send capability, audit trail, HIPAA compliance, and envelope limits.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common timing expectations when issuing confirmations

Set explicit timelines in purchasing terms to avoid late confirmations, payment disputes, and inventory reconciliation delays.

Immediate Acknowledgment:

Confirm delivery in writing upon receipt or within 24–48 hours to lock acceptance status.

Dispute Window:

Specify a short dispute period, commonly 7 days, for reporting shortages or visible damage.

Payment Trigger:

State whether payment follows receipt or invoice matching (for example, Net 30 after confirmed delivery).

Claims Deadline:

Define deadlines for claims against carriers or suppliers, often tied to warranty terms.

Recordkeeping:

Require upload of signed confirmations to central archive within 7 days for auditability.

Common mistakes that lead to disputes or payment delays

Omitting the PO number or using an incorrect PO, which prevents three-way matching and stalls accounts payable processing.
Failing to note exceptions or damages at delivery, which weakens claims to carriers and suppliers and complicates warranty enforcement.
Using inconsistent units or ambiguous item descriptions that cause inventory mismatches and incorrect billing.
Allowing unsigned confirmations or initials without a clear signer name and title, which creates authorization and traceability issues.

Risks and potential consequences of incorrect confirmations

Payment Delays: Invoices may be held until correct confirmation is provided

Warranty Loss: Improper documentation can jeopardize warranty claims

Inventory Errors: Discrepancies may trigger stockouts or overstocking

Carrier Claims: Missing damage records reduce recovery chances

Contract Disputes: Ambiguous acceptance language leads to litigation risk

Regulatory Exposure: Sensitive goods without proper handling records risk compliance issues

Frequently asked questions about confirmations and fixes

Answers to common problems when preparing or processing a Confirmation of Goods Received, focusing on accuracy, signatures, and routing.

Need help? Contact support

What if the wrong quantity is recorded?
Document the discrepancy immediately in the exceptions section, photograph evidence, notify the supplier and carrier, and file a formal short-shipment claim according to contract timelines to preserve recovery rights.
Can a confirmation be e-signed?
Yes. Electronic signatures meet ESIGN and UETA standards when intent and attribution are captured. For consumer-facing or healthcare records, provide required ESIGN disclosures and meet authentication requirements.
Is notarization required for acceptance?
Not typically. Most goods confirmations do not require notarization. If contractual language or state law requires notarization, follow notary or RON procedures and retain proof of notarization.
How do I correct a signed confirmation?
Issue an amended confirmation referencing the original, clearly mark corrections, secure signatures from the same authorized parties, and attach the original for audit clarity.
Which signer is authorized to accept goods?
Use named receiving agents with procurement or warehouse authorization. Company policy should list roles and spending thresholds that determine who may accept and sign.
How long should confirmations be stored?
Retain confirmations for the life of the contract plus applicable retention periods; follow IRS rules for tax-related records and HIPAA rules for any PHI-containing documents.

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