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Formal Acceptance Record

Record an authorised acceptance decision for specified project deliverables against stated criteria.

How to use this template

This Word template contains prepared headings, tables, project fields and completion notes. Add your information, review the completed document and remove the notes before issue.

Prepare project brief

The form prepares a separate brief; it does not fill the Word or Excel file.

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Learning

How to use this template

When you need it

Use this record when an authorized recipient must decide whether identified deliverables satisfy agreed acceptance requirements, particularly where completion evidence, conditions, exclusions, or remaining responsibilities need to be preserved explicitly.

What it helps you decide

It ties the acceptance decision to defined outputs and evidence, avoiding ambiguity between receipt, technical review, approval, and contractual acceptance when different participants have assessed different aspects of the same deliverable.

How to complete it

  1. Identify Deliverables and decision basis using the actual deliverable references, agreed acceptance criteria, and the authority under which the proposed decision will be made.
  2. Assess Evidence against acceptance criteria, recording what was checked and any limitations rather than treating submission or receipt as proof of successful acceptance.
  3. Complete Acceptance decision and conditions through the responsible role, then document Remaining responsibilities and attachments so outstanding actions and decision evidence remain traceable.

Who prepares and reviews it

The delivery owner normally assembles the record with quality and technical contributors. The appointed recipient or acceptance authority makes the decision, while commercial reviewers clarify any contractual effects or conditions outside technical review authority.

A mistake to avoid

Treating a document-control receipt stamp as formal acceptance can imply a technical or contractual decision that the receiving role never had authority to make.

Illustrative example

Illustrative example: an owner reviews an as-built drawing package. The record compares the submitted revisions with agreed acceptance requirements and identifies missing cable-route updates. The authorized recipient records a conditional decision limited to the reviewed content and assigns the remaining update responsibility with supporting references.

Explore the wider topic

Document contents

  • Deliverables and decision basis
  • Evidence against acceptance criteria
  • Acceptance decision and conditions
  • Remaining responsibilities and attachments

Required inputs

  • Project name, location, company, document number and revision
  • Actual project scope, source records and responsible roles

Practical tools.
Professional judgment.

Confirm the adopted edition, local amendments, National Annex where relevant, and contract requirements.

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