---
title: "Send a document for acknowledgement"
description: "For PDFs parents only need to read and acknowledge — handbooks, policies, info sheets. They type their name to confirm they read it."
type: guide
updated: 2026-10-11
canonical_url: https://help.nestlicare.com/owners/documents/send-a-document-for-acknowledgement
roles: ["center_admin", "super_admin"]
platforms: [web]
---
Some documents only need to be **read and acknowledged**: a parent handbook, a sick-day policy, an allergy-awareness sheet, kitchen rules. The parent reads your PDF, types their name to confirm they've read it, and you have a record.

For documents where the parent fills in blanks (enrollment forms, photo release, tuition agreement), use [Build a fillable form template](/owners/documents/build-a-fillable-form-template) instead.

<VideoEmbed
  src="documents-explained"
  title="Documents and forms, explained: send, sign, review and file (narrated, 2.5 minutes)"
  captions={false}
/>

## Make the template

1. Go to **Documents → Document Requests**, click **New template**, and choose **Acknowledgement**.
2. Upload the PDF.
3. Give it a **Title** parents will recognize ("Brown Bees Parent Handbook", "Sick Day Policy") and pick a **Category**.
4. Click **Save template**. It's now on the **Templates** tab, ready to send as often as you like.

## Send it to a family

1. On the **Templates** tab, click **Send** on the template's card.
2. Pick the **Family**, and the **Child (optional)** if it's about one child.
3. Add a **Due date (optional)** if you want one.
4. Click **Assign**.

The parents in that family get an email, and the document waits in the Documents section of their app. Send it once per family.

## What the parent sees

- The document shows up in their documents as something to do.
- They open the PDF and read it.
- They type their full name, tick the box confirming they've read it, and submit.
- We record the date, time and their typed name as the acknowledgement.

## Track who has acknowledged

Open **Documents → Document Requests**:

- **Outstanding**: sent, not acknowledged yet.
- **Awaiting your review**: the parent acknowledged it. Open it and click **Approve** to file it, just like a fillable form. See [Review and approve a form](/owners/documents/review-and-approve-a-form).
- **Completed**: approved.

## When to use which

| Use Acknowledgement when... | Use Fillable Form when... |
|---|---|
| The PDF is purely informational (handbook, policy) | The PDF has blanks parents fill in |
| You only need proof the parent read it | You need structured data (allergies, schedule, dosage) |
| The form's wording does not have any blanks | Parents need to provide info to enroll or update records |

## Tips

- **One document, one action.** Don't combine "read this" with "fill these fields" in a single PDF and use Acknowledgement. Parents can't fill in blanks on an acknowledgement. Use a fillable form.
- **Updated your handbook?** Make a new template from the new PDF and send it again. The old acknowledgements stay on record for the old version.

## Troubleshooting

**I sent the wrong document.** On its card under **Outstanding**, click the trash icon (**Remove from parents' to-do list**). You can **Restore** it later if you need to.

**I uploaded the wrong PDF to the template.** Make a new template with the right PDF, then **Delete** the old one from its card's **⋮** menu.

**A parent can't find it.** Ask them to open the Documents section of their app. If it isn't there, check that you sent it to the right family.