How to correctly write a receipt for receiving documents (sample)?

How to compose correctly

There is no categorical answer to the question of how to correctly draw up a receipt for receiving documents. Nevertheless, there are office work norms, business rules, and long-accepted customs.

The receipt can be created in the traditional way or in the form of an acceptance certificate, but the main details do not change:

name of the document (“Receipt” or “Acceptance Certificate”);
recipient's passport information (date of birth, place of residence, document number);
date and time, as well as place of receipt of the transfer object;
in some situations - the purpose of receiving documents and the time period provided for their return;
name, license plate (if any) of the received documents, date of creation, volume (number of sheets on which the transfer object is made);
if the fact of transfer of documents is noted, the transfer and acceptance certificate will certainly record information about the transferor;
if a copy is transferred, marks are made about its type (simple, certified by a notary, etc.);
signature of the subject who receives the documents, with a clear explanation.

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A note on the execution of the document and sending it to file

Artist's note

When certifying the compliance of a copy of a document with the original

Document approval

Document approval stamp

consists of the word AGREED, the position of the person with whom the document was agreed (including the name of the organization), personal signature, transcript of the signature (initials, surname) and the date of approval, for example:

AGREED

Head of Land Inspection Department

municipal district "Zyuzino"

Personal signature

A.G.Korzh

00.00.2010

is issued with a document approval visa (hereinafter referred to as the visa), which includes the signature and position of the person approving the document, a transcript of the signature (initials, surname) and the date of signing. For example:

Legal Advisor

Personal signature

N.I.Gromov

06.06.2010

A visa is necessary for specialists to check the feasibility or timeliness of drawing up the document. If there are any comments on the document, the visa is issued as follows:

Comments are attached

Personal

signature I.O. Gromov

01.07.2003

It is allowed, at the discretion of the organization, to view the document and its attachments page by page.

25. A seal impression certifies the authenticity of an official’s signature on documents certifying the rights of persons, recording facts related to financial assets, as well as on other documents that provide for the certification of an authentic signature.

Documents are certified with the seal of the organization.

Below the “Signature” attribute, a certification inscription is placed: “True”; position of the person who certified the copy; personal signature; decryption of the signature (initials, surname); certification date, for example:

Right

Head of Calving Personnel Personal signature

A.V. Gref

00.00.2010

It is allowed to certify a copy of the document with a seal determined at the discretion of the organization.

includes the initials and surname of the executor of the document and his telephone number. A mark about the performer is placed on the front or back side of the last sheet of the document in the lower left corner, for example: O.G. Rodionova

236 01 26

includes the following data: a reference to the date and number of the document evidencing its execution, or, in the absence of such a document, brief information about the execution; the words “Get to work”; the file number in which the document will be stored. A note on the execution of the document and its sending to the file is signed and dated by the executor of the document or the head of the structural unit in which the document was executed, for example:

In case No. 1-5. Sent fax dated 04/01/2010 No. 1297. Personal signature 04/02/2010

contains the next serial number and the date of receipt of the document (if necessary - hours and minutes).

In. No. 00001

Date 01/08/2003 14:32

It is allowed to mark the receipt of a document by the organization in the form of a stamp.

30. Identifier of the electronic copy of the document

is a mark (footer) placed in the lower left corner of each document page and containing the name of the file on computer media, the date and other search data installed in the organization.

For example:

DOCN\RASP\20042000.DOS

DOCN - directory, RASP - subdirectory, 20042000.DOC - file, or a less complex version:

LETTER27.DOS

(Letter is the type of document, 27 is the serial number of the letter).

This mark is required for the day:

· eliminating re-entry of a document into a PC;

· quickly search for a document by file name;

· identifying the person who entered the document into the PC.

When to use

There are many cases when you need to transfer certain documents into the wrong hands:

registration at the place of residence;
registration of purchase and sale of real estate;
work with the tax authority on various issues;
delegation of authority for representation in organizations to another person;
registration of a loan product at a bank, etc.

Sometimes the transfer of documents takes the form of an act of acceptance and transfer, but this option is more often used between organizations, although the content of both documents is very similar, they have almost the same legal force.

Receipt for receipt of documents for registration of property rights

Receipt for receipt of documents

I, Rusinov Artem Aleksandrovich, born in 1980, passport series 5555 No. 777777, registered at the address: Moscow, st. Lenina, 1, apt. 2 received from Mutnykh Sergei Alexandrovich, born in 1980, passport series 4444 No. 666666, registered at the address: Moscow, st. Soviet. 2, apt. 1, the following documents:

Apartment purchase and sale agreement (notarized copy) dated February 4, 2020 on 2 sheets.
Technical passport for the apartment (original) dated December 27, 2015, registration number 773P-7778-777, on 4 sheets.
Certificate of family composition (original) dated March 8, 2020 on page 1
Certificate of ownership (original) dated February 4, 2016 on 2 sheets
Receipt for payment of state duty (original) dated March 08, 2020 on page 1

A total of __ documents on ________ sheets were accepted.

The documents were handed over by: ____________ / ______________ “___” ________ 20__. The documents were accepted by: ____________ / ______________ “___” ________ 20__.

Do I need to notarize?

The legislation of the Russian Federation does not oblige the receipt of receipt to be notarized, therefore, in a particular situation, the parties themselves decide whether they need it.

It only needs to be noted that the presence of a notary’s mark gives the receipt a more significant appearance, so it should not be completely rejected, especially if the document is not transferred to a government agency, but to an individual.

The only inconvenience here will be a loss of time and extra financial expenses.

How to correctly record an entry in a work book about obtaining a higher education

The receipt always occurs on behalf of the person who accepts the documents - it is his personal data that is indicated in the receipt form.

The image of the emblem is placed in the middle of the top field of the document form above the details of the organization - the author of the document, at a distance of 10 mm from the top edge of the sheet.

On modern documents, the control mark can be considered using the example of an official letter (Appendix 31). There were no control marks on documents from the early twentieth century.

A document drawn up jointly by two or more organizations is marked with document registration numbers assigned to each of the organizations. Registration numbers are separated from each other by a slash and are placed in the order in which the authors are indicated in the title or preamble of the document.

In the second case, along with the package, a receipt is sent containing a list of transferred documents with details and individual characteristics.

N 2-FKZ “On the State Emblem of the Russian Federation”, legislative and other regulatory legal acts of the constituent entities of the Russian Federation and regulatory legal acts of local governments.

You can use the receipt regardless of whether the receiving person is an employee of the institution or an average citizen of the Russian Federation. At the end of the receipt, the date is indicated and the signatures of all parties are affixed; if there is a seal, an imprint is affixed. If desired, the city in which it was issued is mentioned.

Along with a trademark (service mark), the commercial designation of a legal entity may be indicated on document forms. Above the name of the organization that authored the document, the full or abbreviated name of the parent organization (if any) is indicated.

https://youtu.be/ZKUobxMfPB0

On documents that require special accounting, the number of copies produced is indicated below the name of the performer.

Now we will show how you can draw up a demand (that’s what the document is called in the contract; in form it resembles an application) and a correct note of its receipt (it is highlighted in orange).

If there is a disagreement between the parties who drew up the receipt, it will become the evidence that will confirm the fact of the transfer of documents.

This will give it greater significance and legal force. However, this process will require additional time and material costs. Let me briefly say that you either need to make a sticker on the first page, and place all the details and the name of the document on it, or duplicate the name and details of the document on the back of the last page.

Is it necessary to invite witnesses?

Some persons use the support of witnesses when transferring their own documents. This role can be played by strangers (who have reached the age of eighteen and are legally capable), whose passport information is also recorded in the receipt.

With their own signatures, the witnesses confirm the fact that specific documents were transferred in the quantity and quality that are recorded in the receipt.

In other words, in a way, witnesses perform the role of a notary.

We seek confirmation of receipt of the document

In computer programs, even localized ones (in Russian), paper formats and margin sizes that do not correspond to domestic standards can be set as “default” settings. Therefore, when starting to work in MS Word, you need to set the standard paper size accepted in our country - A4 - as used for all created documents.

The question arises: where to get the serial number? We answer. Any organization maintains a log of incoming documents. There is no unified form for such a magazine, so each company develops it independently. We recommend the following form. All incoming correspondence (envelopes, packages, documents without envelopes, etc.) must be received by an employee who knows the structure of the company well. The efficiency of resolving a particular issue sometimes depends on this.

It is recommended to accompany the transfer of documents from one person to another by drawing up an appropriate receipt. This document can be used both in relations between ordinary citizens and when transferring any papers to government and commercial structures - the tax office, registration services, extra-budgetary funds, bank lending institutions, etc.

In addition, the extract indicates the registration number and date of registration of the original document, and not the date of production of the extract and its number.

The obligation to certify a receipt for receiving documents from a notary is not stipulated in the legislation of the Russian Federation, therefore, in each case, the parties independently decide whether they need to do this.

The answer to this question depends on the purpose and place of obtaining the documents. If we are talking about requesting them from government agencies, you don’t have to think about the correctness of the receipt - a representative of the organization will most likely dictate everything that needs to be written, or provide a sample.

The company receives quite a lot of incoming documents - letters, parcels, packages, subscription publications, advertising leaflets, etc. However, not all of this is subject to registration. Only documents that require accounting and are subject to execution must be registered. Accordingly, it is inappropriate to register something that is sent for information and does not require a response or execution.

In all disputes and disagreements between the transferring and receiving parties, the receipt will be evidence of acceptance and transfer of official papers.

If you wish, you can have a copy of any document certified by a notary even if there is no requirement in the law. For example, if you want to increase confidence in the copy and eliminate the slightest doubt about its reliability.

If a document is drawn up on two or more sheets, the second and subsequent sheets are numbered. Page numbers are placed in the middle of the top field in Arabic numerals without the word “page” (p. or s.). Dots and dashes are not included. If a document is made on two sides of a sheet, then odd numbers are placed on the front side, and even numbers on the back.

With their own signatures, the witnesses confirm the fact that specific documents were transferred in the quantity and quality that are recorded in the receipt.

How should the receipt of the document be marked on the document itself to clearly indicate this fact? How do they try to evade this by providing only part of the necessary information?

If the Contractor does not provide the Customer with Services under this Agreement in full within the period specified in clause 3.2.3 of the Agreement, the Contractor, upon the written request of the Customer, is obliged to fully return the cost of services under this Agreement received from Customer in accordance with clause 2.1. Agreement." In the receipt, describe in detail the individual features of the document being transferred, such as the name, originating number, presence of a signature, whether the document is laced.

Technical passport for the apartment (original) dated February 20, 2007, registration number 678-567-765, on 4 sheets.

At the same time, it is still not worth neglecting to draw up a receipt if for some reason you need to transfer your documents to someone - the fact is that if the papers specified in the receipt are damaged or lost, they must be restored, just like paying various fines and government duties, the direct culprit will have to pay.

Storage and return rules

The receipt is created by the person receiving it and given to the person whose documents it received for safekeeping. Until they are requested back, or another previously accepted condition is met, the receipt must be kept by the transferring party. After which it is transferred back to the receiving party or liquidated in the presence of the parties to the agreement.

Watch the video. Receipt as a legal fact:

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Why do you need to certify copies?

GOST R 7.0.8-2013 “System of standards for information, library and publishing.
Record keeping and archiving. Terms and definitions" (approved by order of Rosstandart dated October 17, 2013 No. 1185-st) divides all copies taken from documents into regular and certified. In this case, a copy is recognized as a copy of a document that completely reproduces the information of the original. And a certified copy is a copy that contains details that ensure its legal significance. Receive requests from the Federal Tax Service for free and send the requested documents via the Internet

As you can see, certification of a copy is necessary to give it legal significance. In other words, only such copies are used in official document circulation, including for submission to state and municipal authorities or for transfer to other organizations, individual entrepreneurs and individuals.

In particular, it is certified copies of documents that can confirm expenses for tax purposes (letter of the Ministry of Finance dated October 25, 2019 No. 03-03-06/1/82236). You will also have to certify copies of paper documents submitted to the tax office in response to the corresponding requirement (Clause 2 of Article of the Tax Code of the Russian Federation).

Please note: you can simplify and speed up the process of sending documents to the inspection using special services, for example, the “Connector Kontur.Extern” web service. It makes it possible to prepare and send tens of thousands of electronic documents to tax authorities at a time, while approximately 9 thousand documents are processed per hour. Through the “Connector” you can transfer to the Federal Tax Service any electronic documents created in approved formats (for example, invoices, TORG-12 invoices, etc.), as well as scanned images of any documents created on paper: acts, contracts, payments and etc.

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