Writing an acknowledgement letter is an important part of the job for a secretary or a businessman. Here’s an article followed by a sample template.
Most people do not appreciate the importance of a letter of acknowledgement. So, let me start this article by stating the importance of writing an acknowledgement letter. An acknowledgement letter is a formal letter for business communication. It is sent by one person to another acknowledging and thanking another person for putting in time, effort, money or trust. Apart from this, it can also be used to acknowledge any receipt of cash or goods or services owed to you. It is basically a tool aimed at maintaining good relations with the people you deal with. Sending this letter shows an acknowledgement that you really value the association and would like to maintain a long-term business relationship with them.
A letter of acknowledge is a formal letter and hence like any business writing it should be kept short and to the point. It is a good idea to send a letter of acknowledgement on the letterhead of the company. One should not ramble about how much the association matters to them. It is like a small ‘thank you’. Here are the basic contents in an acknowledgement letter.
- Date and Address of the Addressee
- A line to specify the subject of the letter
- Content: First paragraph should be that you have received whatever it was that they have sent you in good condition. Second paragraph should say that you value your association with that company and would like to deal with them in the future
- ‘Thanking You/ Yours Sincerely’ and your name
Always try sending a letter within two days of the action prompting you to write such a letter. A prompt response is well appreciated, while a late response is as good as no response.
The thing with this letter is that they can be sent for various reasons. Hence it is very hard to create a sample letter for all purposes, as the content will vary based on what you wish to acknowledge. These are mainly sent for the following reasons. So, you can change your content based on the situation.
- A job appointment
- Delivery of goods or services
- A payment
- A receipt of a complaint by a customer
- A social service
- A college admission
- A request for a quotation
Given below is a sample for receipt of goods from company A. You can alter the content based on your individual need.
Name of Addressee –
Subject: Acknowledgement for the receipt of Goods
I, (your name), (designation) of (name of your company), would like to thank you for the timely delivery of goods on such a short notice. We understand and appreciate the effort you have put in regarding the same. We are happy to have a company of your reputation as our associates and look forward to working with you in the future.
This letter is very important as business today is about maintaining good relations with your associates. The more frequent and positive your interactions with remain, the better your chances of progressing become.