How To Write An Acknowledgement Letter

A Letter of acknowledgement, also known as a letter of receipt, is a formal letter written to confirm that you have received something. It can be a receipt of goods, products, services, money or documents, etc.

Acknowledgment letters are very important in business practice as they indicate when certain goods or documents were received. This can serve as proof that one party has fulfilled its obligations as agreed.

There are different types of acknowledgement letters, such as:

  • Acknowledge an order or subscription
  • Acknowledge payment of an overdue balance
  • Acknowledge the receipt of a report, letter or other
  • Acknowledge the receipt of a resume
  • Acknowledge the receipt of a suggestion from an employee
  • Acknowledge the return of an item for exchange, refund or credit

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Examples of situations where acknowledgement letters are used

  • When a student submits an academic report or assignment to the school for evaluation, the school usually issues an acknowledgement letter to acknowledge that they have received the document.
  • When a person or organisation receives a donation they can write an acknowledgement letter to show their gratitude.
  • A business can issue an acknowledgement letter for complaints or queries received to assure their customers that they have received the issue and are taking action.

Things to remember when writing an acknowledgement letter

  • it has to be brief and to be very specific.
  • mention people’s names, events, transaction amounts, dates and places as accurately as possible.
  • avoid using informal language.
  • thoroughly proofread for grammatical and spelling errors.

Elements of a letter of acknowledgement:

An acknowledgement letter should have at least the following elements:

  • letterhead
  • address
  • subject
  • body
  • closing

A letterhead

The letterhead is optional if you’re writing on a personal level. It is only required if you are writing on behalf of a company or organisation because it contributes towards the legitimacy of the letter.

Address

If you are writing on a personal capacity, you can start with your address, since there is no need for a letterhead. But if you are writing on behalf of a company, you should mention the name and address of your company soon after the letterhead. After your address comes the date and the recipient address.

Subject

Use the subject line to mention what is being acknowledged.


Body

The body of the letter can start with a formal salutation “Dear ……….”.

After the salutation comes the first paragraph. The first line of the first paragraph should state the obvious reason for the acknowledgement. Phrases that are commonly used for the first line include:

  • On behalf of [Company name], I acknowledging the receipt of…
  • I hereby acknowledge the receipt of…
  • I, on behalf of firm, am writing to confirm the receipt of…
  • We, [Company name], wish to thank recipient for sending us…
  • I am writing in reference to the telephone conversation between [Recipient] and [person] to confirm the…
  • We will make sure that the person responsible receives these materials immediately upon returning to the office.

The second line should describe the details what was received or what will be done next. If any of the received goods are damaged, this is where to mention it. The rest of the letter can include more explanations, in one or two paragraphs, of what you are acknowledging.

Closing

At the closing of the letter, you can offer your help if needed, such as:

  • “If I may be of further assistance, please do not hesitate to contact me on ….”

Then add some warm wishes from the firm or person writing the letter. It can be any statement that promotes goodwill or a simple thank you. Then end with a personal signature on behalf of the company.

Acknowledgement letter examples

To further illustrate what I am talking about I have put sample letters as examples below.

Sample acknowledgment letter for receipt of Project Report

[Organisation Letterhead – if applicable] [Address] [Date] [Recipient name] [Recipient Position] [Company Name] [Company Address]

Subject: Acknowledgment for receipt of Project Report

Dear [Recipient],

I would like to acknowledge the receipt of [Document Name] Project Report on [Date Of Receipt]. We are currently reviewing your Report. The review process usually takes 14 business days and during this time we will update you if we require any further details from you.

If there is any query that you want to address then you can reach us on [Contact Details].

Sincerely

Signature

[Name] [Position]

Sample acknowledgement letter for receipt of payment

[Organisation Letterhead – if applicable] [Address] [Date] [Recipient name] [Recipient Position] [Company Name] [Company Address] [Contact Number] [Customer ID]

Subject: Acknowledgement of receipt of the Payment

Dear [Recipient]

Greetings from [Company Name]

We would like to acknowledge a deposit of [Amount] into our bank account as the final payment on the purchase of [Product Name]. Thank you so much for paying the balance.

The shipment of your product will begin on the coming working day and will be delivered to you within the next 7 days.

If you have any further query regarding your purchase or any other information, our toll free number is 1000000001 please call us. We look forward to serve you in the future.

Thanking your

Yours Sincerely,

XYZ Company,

Signature with company’s Seal

Name & Designation

Sample acknowledgement letter for receipt of a Resume

[Organisation Letterhead – if applicable] [Address] [Date] [Recipient name] [Recipient Address]

Sub: Receipt of Resume for the Position of Executive Director

Dear [Recipient]

On behalf of the board and management of [Company Name], it is with pleasure that I write this letter to you.

I would like to acknowledge the receipt of your resume that you sent as part of the documents required for the position of Executive Director.

Apart from that, I would also like to take this opportunity to tell you that we are impressed with your academic, extra-curricular activities and experience.

We will continually you update you concerning the recruitment proceeding for the position.

Thanking you in advance for your understanding

Thanking you & Regards,

Yours Sincerely,

[Organization Name]

Signature

[Name] [Position]

Juliet Muturuki

Quantity Surveyor and Freelance Writer.

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