It is true that properly acknowledging business emails will improve your success rate, doing business in the 21st century. Countless number of emails in the business world is sent to receive information, place a demand, make a complaint or execute a plan. To acknowledge these varieties of emails professionally, you have to acknowledge them based on the sender’s demand.
There are peculiar ways of acknowledging the emails you receive professionally. Note these ten tips to acknowledge receiving an email as a business owner or individual.
1 – Appreciate the Sender
Appreciation is an associate of acknowledgement. As a recipient, you can win your sender by simply sending a ‘thank you’ reply to acknowledge receiving the email. For instance, your customer sent a complaint email. The first step to winning such a customer is not a reaction but appreciation. You can send an email like this:
Example I – Acknowledging an Email Professionally
‘Thanks, we received your email.’
Emails that appreciate a sender will definitely create an impression that the receiver is not a snob.
2 – Be Straightforward
Be direct when you want to acknowledge an email professionally. Make your statements clear and be specific. Acknowledge receiving the email as an individual or a representative of a company.
3 – Work on the Focal Point
The focal point of the email you received should be adequately worked upon to show you actually acknowledge receiving the email. You can recreate the focal points to suit the additional information that you want to attach as a reply to your sender.
4 – Send a Time-bound Message
A business can reveal its level of effectiveness and efficiency through its response to customers emails.
In a case where a customer sends a complaint email, you can acknowledge the email by sending a time limit on when the issues raised will be addressed. You will find an example later in this post.
If you receive an email that you cannot promptly attend to, acknowledge the email and tell the sender the time the issue will be addressed.
5 – Polite Presentation
The saying ‘there are two sides to a coin’ confirms the fact that conditions of things can be either positive or negative.
Your response to an email should be based on the information the email presents. The information could be either positive or negative. Acknowledging receiving an email should not reflect emotions of anger and frustration. Present your acknowledgment of the email politely to show you regard the views of your sender.
6 – Give the Necessary Suggestions
There are times a recipient acknowledges an email because the issues are not such that can be settled through an email. In cases of this nature, give necessary suggestions on how to solve the issues raised by the sender. The sender may be required to come to the company or meet someone. Such suggestions should be clearly stated.
Example II – Acknowledging an Email Professionally
We regret that you have been having issues with the money transfer we send to your bank account. You may have to visit your bank to resolve this issue. Ask your account officer to write to us via our customer support email, and he or she should quote your affiliate id to enable us to verify your identity.
If this doesn’t solve this issue, please let us know so that we can take further steps. Thank you.
7 – Answer the Questions
There are emails that are replete with questions. You can acknowledge receiving such emails by giving answers to those questions without exempting any. If you can’t promptly answer those questions, just give a time limit that the answers will be sent.
Sometimes, there are questions that require urgent answers. For questions of this nature, answers should be given without delay.
8 – Involve the Sender
There are some emails that require you to involve the sender. This is because the sender has contributed to you in a positive way and you wish to acknowledge the receipt of their positive contribution. Involving them by giving them opportunities to ask questions in subsequent emails or make some requests is a way of involving the sender.
You can also involve the sender by informing them that they can send their comments on the activities they contributed to through the email you received.
Example III – Acknowledging an Email Professionally
Thank you for a swift response. I am glad you found the web app very useful. You will definitely discover more functionality over the next few days.
Feel free to contact me for a feature request, suggestion or complaint at any time. I will be very pleased to help out in any way.
9 – Highlight the Uniqueness of Your Sender
You may receive an email that shows the sender’s abilities, for example, an email that deals with a job application with the sender’s resume attached to it. Your acknowledgement of such email should indicate the sender’s professional achievements to point out the fact that the resume of the sender was checked and the company respects the sender’s achievements.
Example III – Acknowledging an Email Professionally
We are glad that you are interested in working with our company. We are delighted that you have completed your MBA at such a young age.
Your resume has been passed to our human resource department. You may contact us if you do not receive a message from them within the next five working days.
We wish you the best in your application.
10 – Detailed Information
Detailed information must be provided in acknowledgement information to avoid confusion. You should acknowledge the sender’s email by providing some detailed information such as dates that the necessary procedures will be carried out.
For example, an acknowledgement for a job interview should give detailed information about the date of the interview, the time and the venue.
After a company has sent emails to their customers requesting their customers’ level of satisfaction with their goods and services, a customer can send an acknowledgement email to appreciate the services of the company. The customer should provide adequate information such as specific products that make the services of the company deserve the appreciation email.
Acknowledging Email Etiquette
Etiquette on how to acknowledge an email is essential if you communicate via email. Sooner or later, you'll have to send an email acknowledging an appointment, an interview, a meeting, etc.
Often, people make the mistake of adding too much information in their acknowledgement email. When writing an acknowledgement email, you only need to include details about the appointment in the email.
On mastering how to acknowledge an email, there are few things you need to take note of:
- Restate and reconfirm the terms of agreement and engagement. This may seem like belabouring the obvious, but it's essential when writing acknowledgement emails.
- Assure them that you've seen their emails to enable them to proceed with other aspects of the task that may depend on you confirming your appointment.
- If there are going to be any changes to the arrangement, an acknowledgement email is a perfect place to include this new detail. This could be anything from a change in date, time, place, etc. If this happens you need to also make sure the other party acknowledges this change.
These are the essentials when it comes to acknowledging emails.
How to Ask for Acknowledgment of an Email
When asking for an acknowledgement of an email, there are some guidelines you need to follow:
- You need to maintain a formal tone. Email is one of the most formal methods of digital communications, hence, the need to maintain professionalism in all your emails.
- Respectfully request an acknowledgement from the recipient upon receiving your email.
- If a task is pending upon the recipient acknowledging your email, tell them what you need the acknowledgement email for.
- End your email in a polite expectant note.
To ask for acknowledgement of an email, you can simply add
"Kindly acknowledge this email upon receipt."
To the end of your email.
Sample Reminding a Recipient to Acknowledge a Previous Email.
I am writing this email to request an acknowledgement email to our previous conversation concern your appointment.
A reply to this email would acknowledge your email and give us the go-ahead to start the necessary preparations concerning your appointment.
Thank you for your time,
How to Acknowledge Email for Interview
Acknowledging a job interview is important for several reasons. When a hiring manager invites you for an interview, receiving an acknowledgement email confirms your availability and interest in the position. If they don't receive a confirmation email usually within 24 hours, they may assume you're no longer interested in the position.
An acknowledgement email is a great way to ask questions that you're uncertain about concerning the interview. This includes but isn't limited to the location of the interview (if it's not online), the date and time or to ask the hiring manager if they need any more documents or detail from you.
Interview Acknowledgement Template
SUBJECT: Interview Confirmation – Jim Levi
You should include your name in the subject title as this makes it easier for the recipient of your email to identify you.
Dear Mr Hendricks,
Thank you for inviting me to interview for the position of Sales Manager.
I am looking forward to meeting you on the 18th of May at 10 AM in your Pennsylvania office.
If there's anything you need me to provide before or during the interview, please let me know.
I appreciate the opportunity.
In conclusion, bear in mind that the importance of professionally acknowledging emails cannot be overemphasized. Doing this all the time will help you stand out from the pack of competitors and keep your customers coming back.