Acceptance of the goods or services
Normally whenever goods are delivered and a delivery note signed, the signature signifies that the goods/services have been accepted and hence, the performance of the contract completed. There are a number of points that are important.
You will have accepted the goods if you
- tell the supplier that you are accepting them
- modify them in any way
- hold on to them for a reasonable period of time without telling the supplier that you are rejecting them.
Acceptance does not occur until you have had a chance to examine the goods, however, the law may view individual cases of ‘signing on acceptance’ in different ways. If you are unsure, check with your Head of Procurement.
Commissioning and acceptance testing
Within the contract there may be a requirement, for example, to commission the goods and complete acceptance tests prior to formally accepting them. Here, the signing of a delivery note is simply acknowledging that the goods/services have been received. Formal acceptance will not be until the actions, stipulated in the contract documentation, have been successfully completed.
If you receive a consignment of goods, either by a single delivery or partial deliveries, if any of the items are faulty and the others are acceptable, you can hold on to the goods that are alright , but reject the bad ones.
No time to check delivery
Where it is not reasonable to check the delivered goods/services the delivery note should be marked, 'Goods received but not checked'. This will acknowledge their receipt but not their acceptance. It is important that they are checked as soon as possible as a delay in advising of problems or your intention to reject the goods may reduce your grounds should a dispute arise over a rejection of the goods. A protracted delay could also imply acceptance.
Note: where deliveries are made to a central receipt and distribution point (eg a central Post Room) and staff simply sign for the packages, they should always sign the courier's delivery documentation 'Goods received but not checked'.
this the example:
What's in it?
Whilst for obvious reasons we can't show you the actual item before you purchase it, we can do the next best thing. We show you the explanatory notes that go with each contract and, in the case of books and forms, a brief summary. These will give you a good idea of the content of the document before you buy it.
We have prepared a suite of four Forms:
Purchase Order (Goods) (A197),
Purchase Order (Services) (A198),
Acceptance of Order (Goods) (A199),
Confirmation of Order (Services) (A200).
Our Purchase Order & Acceptance of Order Forms Collection (A201) includes all of these.
Each of these forms is a stand-alone template, the Purchase Orders being for use when ordering goods or services, the Acceptance Forms being for use by a Supplier when confirming a sale of goods or supply of services.
Each form is a single A4 page and set up in easy to adapt Word format. A worked example showing how the form may be filled in is also included.
Very many businesses have no proper system for ordering goods and services and our form is intended to remedy the problem so that a proper record is kept of all orders. This can be useful in a variety of ways, not least to ensure that the key terms are complied with by your supplier. The order form is prepared with a space for signature by both purchaser and supplier, so you should, ideally, issue two signed copies, one to be kept by each party.
Similarly, a supplier of goods and services should confirm in writing the key terms of the order that he is accepting – a clear description of what is to be supplied, the delivery date, price and payment terms etc. and, again, get the customer to sign, indicating his agreement. But even if the form is only signed by the company that issues it, it is a useful record.
Our forms cater for these issues.
Once you have downloaded our form you can have it prepared with your firm’s name and logo and with any changes needed for your particular business.
Please note that our forms refer to Standard Terms & Conditions of the company issuing the Form. If your company does not have Standard Terms and Conditions this wording can be deleted, but we strongly recommend that you obtain these. ContractStore terms which may be relevant include: A120 Conditions of Sale, and A129 Standard Terms & Conditions for the Purchase of Goods & Equipment.
Note: No multiple use licence is required for these forms – you are free to use them as much as you like.
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