An acknowledgment letter also referred to as a letter of receipt or a formal written notice of recognition, is a document used by businesses to formally acknowledge the receipt of something, for example, an invoice that can be used for record-keeping, a courtesy, or to raise an issue with whatever service was received.
The acknowledgment letter is usually written as a polite response to the correspondence and association between you and the recipient. The letter mentions the Name of the person or an organization and the type of service that they received. Acknowledgment letters could be of different types, such as when sending or receiving a document, for projects, for business, for a resignation letter, etc.
Acknowledgment letters are usually based on situations for which we acknowledge a person for receiving certain details, documents, or at times even when we have received the products or services. These letters are usually short, mainly serving legal purposes to confirm the receipt of certain documents or goods.
Acknowledgment letters play an important role in business practice as they indicate the date when certain goods or documents were received. This is important as they serve as proof that one party has fulfilled its obligations as agreed. Therefore, these letters are important as they can help you build trust and cooperation with your business partners and clients.
What should be included in an acknowledgment letter?
A standard acknowledgment letter should contain the following:
A letterhead: If you are writing the letter on behalf of a company, it is important to include the company letterhead. However, if you are writing on a personal level, this isn’t required. Include both your company and recipient’s Name and address and the date of writing/sending the acknowledgment letter.
Subject: The subject of the letter should talk about what was acknowledged. You can replace this with the “reference” to a previous case or invoice number.
Body: You can start the body of the letter with a “Dear…” the first line will state the obvious. The commonly used phrases include:
- The company is acknowledging the receipt of the following…:
- I am writing to confirm the receipt of:
- I am writing about our … conversation to confirm the…
- We received your return shipment of:
- We wish to thank you for sending us (good, quotation, documents, etc.)
Closing: in your closing line, including how the firm wishes to continue doing business with the recipient or any statement that promotes goodwill. You can also include your contact information should they feel like contacting you again. Signature with the company’s seal.
Sample Acknowledgment Letters
Below are several samples of acknowledgment letters which you may find useful:
Sample: Acknowledgment for Donation
August 14 20XX
Mr. Michael Kolinski
Tina Welfare Foundation, Inc.
Ms. Nelly Woods,
62725 Rail Road
Re: Acknowledgment Letter of Donation
Dear Ms. Woods,
On behalf of Tina Welfare Foundation Inc., We want to acknowledge your donation of $65,000. We appreciate your concern towards our objective of ensuring the welfare of Mara’s Rhinos. Concerned citizens like you help us in bringing back the pride of our national and endangered wildlife.
Various studies conducted on the Mara Rhino population show that up until a century ago, an estimated 150,000 Rhinos lived in Mara. Today there are fewer than 1,000. Every year the Tina Welfare Foundation Inc continues its mission of preserving the environment of the Mara Rhinos, creating awareness about the dangers of poaching and smuggling, and funding more research to help breed rhinos.
Your contribution to our course will go a long way in helping us fulfill our objectives. Thank you again for your donation.
Tina Welfare Foundation Inc
Sample: Acknowledgment for Thesis Receipt
This thesis would not be feasible without the help and support of my colleagues, professors, and classmates. I would also like to take this opportunity to extend my sincere gratitude to all those who have accompanied me throughout my academic journey.
I would like to thank my dean Dir. David McCray, together with professor Michael Mufasa who gave me the opportunity to do the project on this topic (topic name).
A special thanks to the Research fund of Europe Millenia foundation for helping that funding of the research work.
I would also like to thank the non-teaching staff of the college, particularly in the library and the laboratory.
Finally, I would like to thank my family and friends for their encouragement during my research period.
Sample: Acknowledgment letter for Bank Receipt
August 14 20XX
Ms. Nelly Woods,
62725 Rail Road
Mr. Peter Smith
Bank of Preston
I would like to acknowledge the receipt of the bank receipt for my visa card ordered from your bank on August 1, 2020. I was informed in the letter that I will have to visit any of your branches to collect the full statement. I will do so on Thursday of next week.
For the past year and a half, I have been a client at your bank, and during this period, I never had any issues with your bank; I hope I will get the same kind of corporation in the future.
Thank you again. I have attached the acknowledgment receipt signed by me in confirmation of the bank statement.
Sample: Acknowledgment Letter for Receipt of Resume
June 16, 20XX
23543 Valley Road,
RE: Receipt of Resume for Executive Director Position
The Board and Management team of ABC Ltd would like to honor you by writing this letter.
We wish to acknowledge the receipt of your resume for the position of Executive Director. I am certain that you recall sending your resume as part of the credentials for the subject position.
Other than acknowledging the receipt of your resume, we would also like to take this opportunity to inform you that we are highly impressed with your academic achievements, experience, and extra-curricular activities.
We will be pleased to give you updates concerning the recruitment procedure for the position.
Sample: Payment Acknowledgment Receipt
August 26, 20XX
Trojesee Traders Ltd
678 New Jersey
Re: Acknowledgement of receipt of the payment
Dear Mr. Davis,
Greetings from ABC Ltd!
This is to acknowledge a deposit of $79,340 into our bank account as the initial payment of the purchase of our printing and machinery equipment. We appreciate you forwarding this payment.
The shipment of your product will begin on August 27, 2020, and will be delivered to you in 3-5 working days. You’re expected to pay the remaining balance of $450, upon delivery of your product.
If you have any questions regarding your purchase or any further clarification, kindly reach us through our toll-free number, 100. We anticipate to serve you more in the future.
Signature with company’s seal
Sample: Business Document Acknowledgment Letter
January 19, 20XX
[Name of recipient]
We acknowledge the receipt of the business document R35. We are currently probing the document for any issues to be addressed. The signed documents will be returned to you within the next 2 business days.
We highly appreciate your trust in our company. We look forward to more business with you.
When writing the acknowledgment letter, one of the key things to always keep in mind is that the letter should be brief and very specific. It is vital to include the names, dates, events, transaction amounts, and places as accurately as possible. If possible, you can also include a copy of the notice, invoice, bill, memo, or invitation, which you are acknowledging for further reference.
Lastly, make sure to review and revise the letter before sending the letter. Make sure that your primary objective is properly conveyed, and the letter is concise. Put yourself in the reader’s shoes as you go through the letter. Ask yourself, as the recipient, whether you can understand the letter and if the information contained in the letter is as it should be. Look for apparent errors, check for spelling, sentence structure, and grammar mistakes. Remember that the most important thing to achieve is the overall cohesiveness of the letter. Look for accuracy, clarity, and a sense of completeness.