Acknowledgement Letter

 The acknowledgement letter is a reply to the letter that had been sent to you. For instance, when you receive a product from someone, you write them an acknowledgement letter that you have received the product. This letter is a formal letter and thus it needs to be written in clear and understandable words.

In business, the acknowledgement letters play a crucial role. When a business receives an important official document, then it is essential for the company to write an acceptance letter to the sender that you have received the document. The acknowledgement letter can be written for many purposes professionally as well as personally. The letter should be sent out as soon as possible after you receive the product, include payment or the documents, as the case may be. It should be short, concise and should include the relevant details. Below mentioned is the sample and email format that will help you write the acknowledgement letter.

Tips to write an Acknowledgement Letter

    It should be short and crisp.
    The letter must be written in simple language.
    The letter should include all the necessary details.
    The letter before forwarding must be rechecked to avoid any spelling or grammatical errors and must be corrected, if necessary.


Template

Use our free Acknowledgement Letter to help you get started. If you need any additional help or more examples, check out the samples below.

From,

___________

___________

Date__________(Date on which the letter is written)

To,

__________

__________

Subject: Acknowledgement of receipt of a payment

Dear Ms./Mr. ________________(Name of the recipient)

We acknowledge your payment received on DD/MM/YYYY for the amount of _______ through cheque number XXXXXX for the last month’s deal.

With the payment of __________ we would like to notify that there is no outstanding balance remaining for the payment. We appreciate the timely payments from your side and also that you have never defaulted any payments. This is why we are giving you a discount of 10% for the next three purchase as a token of appreciation. The discount will be valid for 6 months now.

We would like to thank you for being a part of _________ since long and being a valued customer. If there is any question that you have and want us to answer, then please contact us on **********.

Thanking You,

Yours sincerely,

____________

(Name of the sender)

(Designation)
Sample Letter
The following is a sample of an Acknowledgement Letter.

From,

Mathews Philip,

Purchase Manager,

Wildcraft,

K. R. Puram,

Banglore.

DD/MM/YYYY

To,

Abigail Mathew,

Puthenpurackal House,

Tiruvalla,

Kerala.

Subject: Acknowledgement Letter for purchase order

Dear Mr. Abigail Mathew,

We are happy to receive a purchase order of the following items that you placed with us on DD/MM/YYYY. We thank you considerably for shopping with us and assure you hassle-free services. The details of your purchase order are mentioned below:

Product Name: JBL headphones

Product Code: SKU23567

Brand: JBL

Price: Rs. 1399

Product Name: Bluetooth Speaker

Product Code: SKU77890

Brand: Cion

Price: Rs. 2399

Total price: 3,798

Your product will be shipped within 3-5 working days and shall reach you on or before DD/MM/YYYY. You can cancel the order before it is shipped. To cancel, modify or change delivery address, contact us at **********.

We give you a discount of 15% on the next purchase, and the discount code is CDU267KV. The discount is valid till DD/MM/YYYY.

Thanking You,

Yours Truly,

Mathews Philip,

Purchase Manager.


Email Format

The following is an Email Format that must be followed while writing an Acknowledgement Letter.

To: name@email.com

From: name@email.com

SUBJECT: Acknowledgement Letter for purchase order

Dear Mr./ Ms./ Mrs. ___________(Name of the recipient),

We are happy to receive a purchase order of the following items that you placed with us on DD/MM/YYYY. We thank you considerably for shopping with us and assure you hassle-free services. The details of your purchase order are mentioned below:

Product Name: JBL headphones

Product Code: SKU23567

Brand: JBL

Price: Rs. 1399

Product Name: Bluetooth Speaker

Product Code: SKU77890

Brand: Cion

Price: Rs. 2399

Total price: 3,798

Your product will be shipped within 3-5 working days and shall reach you on or before DD/MM/YYYY. You can cancel the order before it is shipped. To cancel, modify or change delivery address, contact us at **********.

We give you a discount of 15% on the next purchase, and the discount code is CDU267KV. The discount is valid till DD/MM/YYYY.

Thanking You,

Best Regards,

(Name of the sender)

(Designation/Company)

Acknowledgement Letter

 What Is an Acknowledgment Letter?

Acknowledgment letters are also called as letters of receipt. They are formal and short letters, mainly serving the legal purposes. In business, such letter plays an important role as it indicates that you value the opinion and time of the concerned party. Writing such formal business letters can help you to build good will and trust.

Whenever your company receives any kind of business document from whomsoever, it becomes important on your part to send a letter of acknowledgment in return. It plays the role of receipt and so you should send it as soon as possible after receiving any particular document. Write to the point and truth in the letter without exaggerating and make use of polite tone.

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How to Write an Acknowledgment Letter?

Create outline

Create outline by writing your needs related to acknowledgment letter. For instance, if you are writing a letter to acknowledge a product then keep the related documents with you. Create point list that signifies information related to your satisfaction, dissatisfaction etc.

Draft rough letter

Use the information that you have created while defining the outline of a letter to draft the rough copy of it. Drafting is important because it is the rough copy of a letter and you can write anything that comes in your mind related to acknowledgment. Read your drafted content aloud so that you can make out mistakes, if any.

Address it to the concerned person

Find out the person who is to be acknowledged. This can make it easy for you to address the letter to the concerned person. The letter will not have a great impact if you address it directly in the name of a company or an organization.

Keep it simple and short

Understand one thing that acknowledgment letter always have to be simple and short, so it is advisable to avoid adding irrelevant details. Don’t add repetitive information. Make use of simple words rather than, adding complicated phrases.

Proof-read your letter

While proof-reading your letter it is important to scrutinize grammatical errors, spelling errors, sentence formation etc. The paragraphs you write should have a sense of completeness. The tone in which you write the letter should be consistent.  

Acknowledgment Letter Writing – Small Guide

In business communication, an acknowledgment letter is used to acknowledge a fact or a situation or any kind of action. It is a simple way of saying thanks and showing your spontaneous reaction. In business, it works as a strength to improve relationships between:

    Company and employee
    Two different companies
    Two different individuals

In order to show your gratitude, ensure that you do not exaggerate. Remember that it is an acknowledgment letter and so simple acknowledgment or thanks is enough.

While starting such letter writing, do not forget to include the date and subject line. This proves to be helpful in future correspondence. The way you approach in the letter should be courteous and polite.

Time is an important factor which you need to consider while writing such letter. This letter holds value, only when you send it at the right time. It is a prompt response from your side and so time plays a very important role.

Important Key Phrases to Use in an Acknowledgment Letter

Letter of acknowledgment is the proof, that you received a particular document or any kind of request. When it comes to handling the certain legal process, such letters play an important role. In these types of letters, you need to make use of certain key phrases like:

    I am acknowledging receipt of the following documents
    If I can assist you…, do not hesitate to call
    I hereby acknowledge the receipt of the following documents
    I am writing to inform you that
    Thank you for sending me (documents, quotation etc.)
    I am writing to confirm our telephone conversation
    We received your return shipment of (any product)

Important Acknowledgment Letter Writing Rules

Letter of acknowledgment is used by an individual or a company to communicate in a formal way. An acknowledgment letter is different from writing any kind of personal letter. There are certain rules that in you need to follow while writing such business letter. These rules are…

    First analyze, why you want to write such a letter? If you know the purpose of letter writing, then framing content can become easy.
    In the upper left side corner, you should remember to put the date. Add recipient’s name, below the date and don’t forget to include complete name of the company with the address.
    It is important to include proper salutation like dear, sir, Ma’am etc.
    Letter body should be such that, a receiver can find it easy to understand your acknowledgment. Use the font that is easily readable.
    Choosing right closing of the letter is important. You can end with “Sincerely” and then can put your name under it. Don’t forget to check spelling and grammar error. When printed letter is ready, don’t forget to sign it.

Acknowledgment in an Email Format

Email is the branch of a letter! Yes, you heard it correct! With the digital age, many things are changing and to some extent emails have taken the pace of letters. There is not much difference between email and letter. For instance, both are like driving a car with different gear system.

If you know basics about acknowledgment letter writing, then it can become easy for you to draft acknowledgment email. Some of the differences between letters and emails are like:

    Like the letter, in an email, you don’t have to add address above the email body.
    Email sign-offs need to be extravagant in comparison with letters.
    Emails are basically shorter and simple.

In business, you may have to acknowledge various kind of emails. Here are few tips that can help you to write correct acknowledgment email replies:

    It is important to notify your client or partner that you have seen an email so that they can further continue the required task if any.
    Notify your client or partner, if you want to make changes in any kind of document or agreement.
    Let your client or partner know, if there are any delays in the order.

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Format of Acknowledgment Letter Writing

Letter Header

    Your Name
    Your Address

Recipient’s Name

    Specific official or person
    Recipient’s Address

Date

Letter Body

    Reference or Subject
    Dear Contact Person

First Paragraph  

Show some gesture of acknowledgment by adding required details related to service, product, etc.

Second Paragraph

    Relevant points
    Clarify your objective
    Confirming receipt of the product or service
    Thanking the addressee
    Intimation for any further communication

Letter Close

Thanking you, yours sincerely etc.

Acknowledgement Of Receipt

Acknowledgement Of Receipt

Acknowledgement Of Receipt


[Date]

[NAME, COMPANY AND ADDRESS, ex.
Tom Atkinson
COMPANY Inc.
14 Edith Street,
Hackney West,
ZIP POST CODE]

Dear [NAME, ex. Tom Atkinson],

I hereby acknowledge the receipt of the following
documents from the firm of [Firm name] :

1.
2.
3.
4.


____________________________
[Signature of Recipient]