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.
How to Write Acknowledgement Email
Here are some tips on how to write an acknowledgment email:
Start with A Greeting
Address the email to the person who sent you the message.
For example, if the sender’s name is John Smith, you would start your email with “Dear John.”
If you do not know the sender’s name, you can start your email with “To whom it may concern.”
Acknowledge the Message
State that you have received the message and thank the sender for it.
For example, you could say “I am writing to acknowledge your message of [date].” or “Thank you for your email of [date].”
Restate the Main Points of The Message
This will show the sender that you have read and understood their message.
For example, you could say “I understand that you are requesting information about [topic].” or “I see that you have attached a file named [filename].”
Provide Any Additional Information or Clarification that Is Necessary
If the sender has asked you a question, be sure to answer it in your acknowledgment email.
For example, if the sender asks you “What is the deadline for this information?” you could answer “The deadline for this information is [date].”
End with A Call to Action
If the sender has requested anything from you, be sure to let them know when you will be able to provide it.
For example, if the sender asks you to send them a document, you could say “I will send you the document as soon as possible.”
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. Sincerely, Ayo Oyedotun 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. Best regards, Ayo Oyedotun Head, Administration 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. Sincerely, Ayo A. Oyedotun Head of Human Resource Factbook Inc.
Simple Acknowledgement Email
Dear Ms. Sharon, Thank you for your application for the position of marketing officer at 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. Best Wishes, Ayo Oyedotun 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 email 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:
Dear Kentura, 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. Best regards, Ayo Oyedotun
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. Regards, Ayo Oyedotun Assistant, Business Development Marygold Inc.
Simple Acknowledgement Email Reply Sample
Subject: Re: [Subject of the Original Email] Dear [Sender's Name], Thank you for reaching out. I appreciate your prompt response and the information provided. It's great to know [mention specific point from the email]. I will review the details and get back to you if I have any further questions or require additional assistance. Your support is valued, and I'm looking forward to working together effectively. Best regards, [Your Name]
Acknowledgement Email Reply Sample
Subject: Re: [Subject of the Original Email] Dear [Sender's Name], I acknowledge receipt of your email and sincerely appreciate the [information/attachment] you've shared. Your prompt response is noted and will greatly assist in [mention purpose or outcome]. I will thoroughly review the provided materials and revert with any necessary actions or feedback. Please rest assured that your efforts are instrumental in moving this forward. Thank you for your collaboration, and I look forward to our continued communication. Best regards, [Your Name]
Acknowledge with Thanks Your Email
Subject: Acknowledgement of your email Dear [Sender Name], Thank you for your email of [date]. I appreciate you reaching out to me. I have received your email and I will be sure to review it as soon as possible. I will get back to you with a response as soon as I can. In the meantime, if you have any other questions, please do not hesitate to contact me. Thank you again for your email. Sincerely, [Your Name]
Conclusion
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.