Lesson 4: Business Email Examples for Acknowledging Emails Professionally

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    I am convinced that life is 10% what happens to me and 90% how I react to it…We are in charge of our attitudes.

    Charles Swindoll

    I am usually surprised by the number of people asking questions about how to acknowledge that they received an email. That is why I decided to create a topic for that alone.

    You cannot escape having to acknowledge various kinds of emails in your professional job. Many times, you will need to add further information when acknowledging the emails. As such, what you write when acknowledging an email now plays a very tangential role in the effectiveness of your emails.

    Below are quick tips for acknowledging emails sent to you:

    1. Try to reinforce agreements or revise the terms of the agreement if you are at the point of reaching an agreement.
    2. Promptly notify clients and partners that you have seen their email so that you can enable them continue any other necessary task.
    3. Let your customer or partner know if there will be any change in the agreement, for example, if their order will be delayed for a couple of days.

    Here are samples of emails to acknowledge your clients, customers or partners:

    The examples below show the different ways you can acknowledge the emails you receive. You will see that we have quite some methods to respond depending on what we intend to achieve.

    Sample 1 – Email Acknowledging a Business Order

    A customer has ordered for 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 catalogue 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

    Sample 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 – 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

    Sample – 3 – Email Acknowledging Job Application

    Top organisations usually acknowledge the receipt of emails of job applications. This sample acknowledgement email is for managers and human resource persons who want to acknowledge the receipt of applications from job seekers.

    Dear 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.

    Sample 4 – Here’s a simpler acknowledgement:

    Dear Sharon,

    Thank you for your application for the position of a marketing officer in Breinswaitte Resources Limited (BRL).

    We have received many applications for this post 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

    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 acknowledgement from you.

    This kind of emails may end with,

    • Please acknowledge receipt of this message
    • Kindly acknowledge receipt of this email
    • Please acknowledge receipt of this email

    Sample 5 – 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

    Sample 6 – 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.

    Sample 7 – Simple Email Acknowledging a Reminder Email

     Dear Mr. Eugenia,

    Thank you for your many reminders. I will reply you by noon tomorrow when I get feedback from my bank.

    Regards,

    Ayo Oyedotun

    Business Development Manager,

    Marygold Inc.

     

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