Even though email is an offshoot of letter writing that came with the digital age, many people have not been able to master letter writing let alone emailing. This isn’t a problem anyway because the difference between an email and a letter is just like the difference between the automatic gear of a car and the manual gear. You need not learn how to drive a car using manual gear system before driving a car with automatic gear system. However, understanding the manual gear system enables you easily grasp the workings of the automatic gear.
So also, understanding letter writing makes professional emailing very easy. Therefore, in examining how to write acknowledgment email replies, we may take cues from the principles of letter writing.
Like you probably know, the major distinctions between letters and emails are:
1. Emails don’t need addresses above the email body. You can read tips and examples on writing and responding to professional emails here.
2. Emails require more elaborate sign-offs, unlike letters. You can read more about email closings here.
3. Emails are shorter and simpler than letters. You can read tips for writing effective professional emails here.
Tips and Samples for Writing Acknowledgement Email Replies
We are usually faced with the need to acknowledge various kinds of emails in business. Often times, professionals and businesspersons find it necessary to also add further information to the acknowledgment emails they send. As such, acknowledgment emails now serve a very tangential role in business and professional communication.
Tips for Writing Acknowledgement Email Replies
Here’s what you should bear in mind when writing acknowledgment emails:
- Try to reinforce agreements or revise the terms of the agreement if you are at the point of reaching an agreement.
- Promptly notify clients and partners that you have seen their email in order to enable them to continue any other necessary task.
- Let your client or partner know if there will be any change in agreement, for example, if their order will be delayed for a couple of days.
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Samples of Acknowledgement Email Replies
The acknowledgment email reply samples below are meant to serve as a guide for crafting acknowledgment emails for different situations.
1. Email Acknowledging a Business Order
A customer has ordered your product, but you need some more information before shipment or you need to guide the customer on what next to do.
Dear Ms. Kentura,
Thank you for your order of two containers of nitrocellulose thinner. Your goods will be ready in seven (7) working days and will be shipped in exactly eight (8) working days from now.
Before then, we would like to know if you want us to include our souvenirs for your customers as well as sample products from other units. You may choose the sample products you will like to receive from the catalog we sent earlier.
Our recycled nitrocellulose thinner is made to offer best results at very low cost. We are sure your customers will be very happy with this product.
Thanks again for your order. We look forward to receiving your firm instruction to include our souvenirs and other sample products.
Head of Operations
Maraino Porelli Limited
2. Email Acknowledging Registration for a Course
Someone has registered for your course. You want to thank the person for registering and explain some more details about the course.
Dear Mr. Beans,
Thank you for your recent registration for our 2013 Basic Leadership Course. This email confirms our receipt of your registration fee and bio-data form.
The course will run for three (3) weeks from Monday to Friday, starting from June 3, 2013, and the venue will be Alpha Cathedral. Each session will last two (2) hours, and we shall have just three (3) sessions every day. So, every registrant is expected to resume daily by 8:00 A.M. for the three (3) weeks of the training. Please visit our website – http://afrimash.com/- for further information.
We look forward to seeing you at Alpha Cathedral. Do not hesitate to mail me at any time should you have any question.
Anthony Robbins Institute
3. Email Acknowledging Job Application
Top organizations usually acknowledge the receipt of emails of job applications. This sample acknowledgment email is for managers and human resource persons who want to acknowledge the receipts of applications from job seekers.
Dear Ms. Sharon,
Thank you very much for applying for marketing officer position at Breinswaitte Resources Limited. I will be reviewing your application along with the others that we have received in the next couple of days. If you are selected for the next phase of the recruitment process, you will be contacted for an interview session.
We appreciate your interest in our company and wish you the very best in this selection process.
Ayo A. Oyedotun
Head of Human Resource
Here’s a simpler acknowledgment:
Dear Ms. Sharon,
Thank you for your application for the position of a marketing officer in Breinswaitte Resources Limited (BRL).
We have received a lot of applications for this position and will be short-listing the qualified candidates by September 20. If you have not heard from us by then, please be free to mail me to inquire about the status of your application.
Thank you for your interest in BRL.
Head, Human Capital Development
Breinswaitte Resources Limited
4. Simple Email Acknowledgement Reply
In very many situations, you will be asked to confirm the receipt of emails where you have little or no information to add. Usually, the sender simply wants to know that you have seen the email and expects a simple acknowledgment from you.
This kind of emails may end with, “Please acknowledge receipt of this message”, “Kindly acknowledge receipt of this email” or “Please acknowledge receipt of this email”.
Simple Email Acknowledgement for job applicants:
This is to confirm that I have received this email. Again, I will like to thank you for offering me an opportunity to be a part of your highly esteemed workforce.
Simple Email Acknowledgement of a Business Order
Dear Mr. Frank,
This is to confirm that I have seen your email. I look forward to receiving my consignment next week as you promised.
Assistant, Business Development
No matter the kind of acknowledgment email you are sending, remember all the rules of writing email replies. Ensure you check your CC and revise your email subject, if necessary before you hit send.
Deciding the right phrase to handle different situations can be very tasking. As a correspondent, you are directly involved in critical day-to-day interactions via email. This makes your ability to craft good email messages, using the perfect phrases and clauses, tangential to your business success.
There is a book by Meryl Runion that will help you to a great extent:
Perfect Phrases for Office Professionals: Hundreds of ready-to-use phrases for getting respect, recognition, and results in today’s workplace
Overall, this book will greatly improve your communication skills. It will also help you easily clarify assignments with your manager or projects with your clients as well as guide you in handling the inevitable complaints that sometimes follow sales of products or services.