ACKNOWLEDGEMENT LETTER

Acknowledgement Letter is a type of letter written to recognize someone’s efforts towards your
objective. That someone can be an individual, individuals or an organization.

Acknowledgement Letter Definition

 A written or printed communication addressed to a person, company, etc. for

recognition of another's authority, existence, right, validity, etc., usually sent by post in
an envelope.

In a way acknowledgement letters are sort of informal thank you letters. When we acknowledge
someone’s help or support, we are in fact showing our gratitude. A letter of acknowledgement
serves a dual purpose – one of a Receipt and second of Public Relation. When these letters are
short and restricted to just informing about receiving a package, a letter itself or a notice, it
acquires the role of a Letter of Receipt. When this letter is more than just the Acknowledgement
Letter of Receipt it becomes a means of public relations. This is more evident in the corporate
world where it is a professional courtesy to do so.
Executives when acknowledge receiving a product, services, order etc., it helps them in
generating a healthy business relationship. Acknowledge Letter is essentially, what most other
letters are meant for, i.e. to inform and communicate. This information can be regarding a
complaint, a follow up, debt, donation, gift, payment, project, resignation, retirement etc. But
mostly an acknowledge letter confirms the receiving of inquiry, request or an order. As such
they may be referred as Acknowledgement of Receipt Letter or Receipt Acknowledgement
Letter. Most receipt acknowledgement letters are sent by regular postal mail; fax, email and
certified mail.

How to Write an Acknowledgement Letter?

Acknowledgement letters are important as they allow others to know that you value their time
and opinion. They effectively communicate your input to necessitate further action. They
ascertain accomplishments and achievements. They confirm and clarify and build goodwill and
trust. Writing Acknowledgement Letter is important as mentioned above. And to know what to
write and how to write makes the importance of these letters two fold.

Acknowledgement Letter Basic Guidelines

 Outline – Before you sit down to write consider what all you need to write. If you want
to acknowledge for a product then keep the required documents near you. Check dates
of product order/request and product delivery. Create a list of points regarding your
satisfaction, dissatisfaction or any other information. Plan the placement of information
in a serial wise manner. Consider yourself as the recipient and see if you have enough
and relevant information. This way you are able to organise the information
appropriately.
 Drafting – Drafting an acknowledgement letter is the second step towards writing an
effective one. Drafting is a rough letter before you actually start the final one. Use the
information of the outline and divide into short paragraphs. Since it is a draft write
whatever comes in your mind irrespective of grammar, paragraph structure,
punctuation, spelling etc. sentence and. Then read it aloud to yourself. How does it
sound? First attempts are hardly the right one’s here. Go through the contents again and
refer them with the outline and your objective. The major objective of drafting is to have
a concise matter for the final letter and to make sure that your thoughts and ideas are
conveyed in a cohesive manner. The opening and conclusion are of the utmost
importance. The opening should lead to the body (subject) of the letter. It should
maintain a continuum and not break the transition. The conclusion sums up all in brief
with a positive impression.

 Be Sincere – Be sincere whilst writing or create such a feel inside to provide

genuineness to the letter. Think of what the reader will think when he reads it. It
shouldn’t come across to him that you are just faking or doing a formality. Experienced
people have the knack figuring out dishonest statement.

 Address it to a Person – Always make sure that you address your letter to a specific
person and not just the company or organization in general. Try to find out the person
who is to be acknowledged as he is the ones who deserves the credit. Addressing it to
just an organisation has a less impact. After all business relationships or others are built
on human emotion and personal interaction. If you are unable to know the required
addressee, write the name of assistant, a second contact person. This is important to
establish or maintain a line of communication indicating a healthy business
relationship. You can also request for the appropriate person’s name for future
correspondence or reference.

 Short and Specific – Letters of acknowledgement are meant to be short and specific, so
avoid irrelevant details. Be specific to the subject in mention. Do not repeat any
information which the reader already knows. Few simple words of acknowledgement
are better than a complicated, heavily phrased lengthy letter. Consider yourself as the
reader and would you like to read in length about the acknowledgement especially if it’s
official.

 Using Letterhead – As a rule an Official Acknowledgment letter should have a company

letter head on the Top Margin of the page, left, right or middle. If writing on a personal
level an official letterhead is not required. One can however, use a personal letter
depending upon his desire or need.

 Be Polite - As always, acknowledgement letters have no place for harshness. It is a basic

courtesy amongst almost all types of letters. Start on a positive note and maintain a
polite tone throughout your letter. If you are not satisfied or have grievances then also
start with the positive points. Use your critique or sarcasm in the latter part of the
letter. Build a positive tempo and use the same to resolve your negative issues. You have
to be courteous here because the reader may be dissatisfied or may become defensive.
Politeness becomes even more important when you are at the receiving end owing to
 any damage, inconvenience, miscommunication or problem caused by you. Apologise,
assure and ensure a swift action.

 Timely Acknowledgement – ‘A stitch in time saves the nine’ is one phrase which is
quite apt when it comes to letters of acknowledgement. It is highly advisable to send the
acknowledgment letter within few days of receiving the source for acknowledgement. A
delayed letter shows a fake gesture and it may be remembered for untimely delivery.
But another phrase – ‘Better late Than Never’ also comes into play here. If the delay was
inevitable apologize for it in the most sincere manner. Sometimes it is the
acknowledgment that matters even if it is untimely but don’t consider it as an
acceptable rule because you may not know what the other person thinks of your
gesture.

 Proofreading - Check your grammar, spellings, sentence formation and structure. Use
active voice instead of a passive voice as the former has a commanding appeal, required
especially if you have to flaunt your company’s repute, yours or otherwise. Check the
accuracy, clarity and a sense of completeness of your paragraphs. Keep your tone
consistent, avoids abstract terms which are generally not understood by all like slang,
clichés or phrases. Remove any confusing items. If typed on PC use professional fonts
like Times New Roman or Arial and maintain the same. Also keep in mind the legibility
of words; neither too small nor too big. Appropriate dates, signature and
complimentary closure should not be forgotten.

Format of Acknowledgement Letter Writing

Similar to other letter formats, a standard letter of acknowledgment has similar one, with slight
changes. This is a standard format; one can use one’s own choice of layout depending on one’s
need.

YourName
Your Address
Recipient's Name
(specific official or person)
Recipient's Address

Date

Reference or Subject
Dear Contact Person
First Paragraph - Gesture of acknowledgment with other details of service,
product, relevant issue etc.
Second Paragraph - Relevant specific points, clarifying your objective, confirming receipt of the
product or service, thanking the addressee for delivering the requested items or information, listing
of each item received along with the date. How was your experience? Intimation for any further
communication and so on.

Subscription - Thanking you, yours sincerely etc.

Signature
First Name Last Name

ENCL (optional) stands for ‘Enclosure’ and can include any accompanying
material

List of Acknowledgement Letter Examples

Acknowledgement for the receipt of Goods

Respected Adam Sandler,

Subject: Acknowledgement for the receipt of Goods
I John Coop, Branch Manager, Takeit Informatics Pvt. Ltd., 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.
Thanking you.
John Coop

Personal Acknowledgment Letter

Dear Manoj Prabhakar,

Subject: Thanks for your Study Notes

I must thank you for your help, really man i couldn’t have done without your help. This is
something which I happen to do rarely; true and helpful friends are hard to come by. They
say ‘A friend in Need is a Friend Indeed’ and it is totally true.
A month ago when I was preparing for my college exams, little did I know that the Science
notes that you had would help me like anything. I was going about the examinations as I
usually do. Had it not been the conversation in which you told me about the notes that you
had, I wouldn’t have secured the top rank in my class. It is really amazing, almost like a
miracle. I guess you are ‘My Lucky Charm’ and friends like you should never be forgotten.
With that note, I bid you adieu with a ‘Wish that everyone has a Friend like you’.

Thanks mate.

Jatin Khandelkar.

Donation Acknowledgement Letter

Mathew Perry
Executive Director
Save the Reef Foundation
1300 S. Dixie Hwy.
Coral Gables, Florida 33146
United States
(805) 434-3500
August 05, 2012
Linda Hamilton
1500 SW 27th Street
Miramar, Florida 33027
United States
(949) 496-0606
Re: $1500 Amount received as Donation
Dear Linda Hamilton:
On behalf of ‘Save the Reef Foundation’ I would like to thank you for your generous
donation of $1500 that you sent today. I appreciate your genuine concern towards our
initiative. Concerned citizens like you show ‘A true and selfless commitment towards our
mission’.
Each year ‘Save the Reef Foundation’ continues to advance its mission of preserving the
reef environment which is house to the ‘Endangered Manatees’. The success of the mission
can be seen with the increase in the number of Manatees. The coral mass has increased
with the conservation of the manatee’s residence. It goes without saying that ‘One effort
contributes to multiple benefits’.
Thanks again for your generous support towards our efforts.
Best wishes.
Signature
Mathew Perry
Payment Acknowledgement Letter

Woodstreet, Old Lane

North Carolina 369008
1-800-777-9898, (659) 978-6649

July 18, 2011

Davey Smith
403, Trueman Travel Street
New City
NC 3564788
Cell - (659) 846 – 9466
Subject: Overdue Balance Payment Acknowledgement for Account #10899765

Dear Davey Smith,

This is to acknowledge your online deposit into our bank account of $1000 as the final
payment. Thank you very much for remitting this overdue balance. All the restrictions
levied on your account have been now removed.
Please note that in order to maintain a line of credit; ensure your monthly payments by the
date mentioned on each billing. It is also advised that you to take a careful note of our
continuing policy of charging a 5% penalty on overdue accounts. To avoid additional
penalties, please adhere to the payment schedule in your contract.
If you have any further queries regarding your account, conditions of credit, or any other
information, please call us on the number shown above. We value our association with you.
We look forward to serving you again in the future.
Yours Sincerely,
Amanda Peet

Relationship Manager

Complaint Acknowledgement Letter

Blink Retail
Old Road, New Street,
Komvaed 1065,
Indonesia
Tel. No. – 6234825, 5623563
Samintra@custcare.com
17th November 2014
Mr. Port Blat
#8876, Lake View,
Bali, Indonesia
Dear Mr. Port Blat
We are writing to acknowledge your complaint made to our Customer Care Executive on
17th November 2014, regarding the Defective piece of Black T Shirt, Code Number 012
ordered by you on 16th November 2014. Your Complaint Number is W312RT, please use
this complaint number while referring to the complaint with us.
We are currently looking into this matter and you will hear from us again no later than 19th
November 2014. We assure you that the problem will be resolved within the 72 hours
frame time.
We apologize for the inconvenience caused to you and we assure you that you have the
options of:
1) ‘Full Refund to your Bank along with Gift Coupon’ (as a Goodwill Gesture) within 7
working Days from the date of Issue Resolved
Or
2) ‘Refund as Purchase Points’
Or
3) ‘Replacement’, upon our satisfactory examination of the product.
Thank you for contacting us and for your patience while we explore this matter.
If you have any questions concerning this letter, or if you would like to discuss the
complaint further, please contact Customer Care at 1899033 or email us at
response@custcare.com
Yours sincerely
Doug Drinj
Customer Care Executive
Blink Retail

Retirement Acknowledgement Letter

Shiny Sterlings
29/31, Warsaw,
Poland 12456
Tel. 504200, 86632
Email – shinlings@ling.com
1st December 2014
Mr. Phil Collins
1/50, Warsaw,
Poland 12456

Subject: Retirement Acknowledgement Letter

Dear Mr. Phil Collins

I would like to acknowledge the receipt of you retirement letter which was received by me
on 30th November 2014. As per your earlier letter and our records you have completed 20
years of your work as Head Trainer at Shiny Sterlings and you wish to be relieved of your
duties. Even though the management believes that it would be great if you continue
working for some more time with us, they have respected your wish to take the retirement.
It was a pleasure working with you in this organization. Your hard work and dedication got
you many awards and recognition in past 20 years. You have been a great asset to the
organization and we are definitely going to miss your presence around us.
Kindly keep in touch even after you leave the organization.
And congratulations on a job well done and a retirement well deserved.
Thanking you.
Vicky Zemanova
Head HR department
Shiny Sterlings

Resume Acknowledgement Letter

Devin Stale Co.

169 Calea Floreasca,
Bucharest, Romania
Phone: 2152000, 238777
8th February 2015
Picolo Pashta
Librescu Blvd., District 1,
Bucharest, Romania
Dear Picolo Pashta
This is to acknowledge the receipt of your resume and application, dated 7th February 2015
for the post of Operations Head at Devin Stale Co. We appreciate and thank you for showing
interest in our Company.
The deadline for applications is 15th February 2015 and after reviewing all the applications
only five most deserving candidates will be selected for the interview. You will be informed
once the list of the selected candidates for the interview has been finalised.
Thank you again for the time you have given to Devin Stale Co.

We wish you success in your future career.

Sincerely,
Ricoh Margay
Head (HR Department)
Devin Stale Co.

Order Acknowledgement Letter

Snapkart
49527 Petach-Tikva,
Tel Aviv, Israel 25354
8th April 2015
Khalif Peston
Gurion Airport,
Jerusalem District,
Israel 4355
Dear Khalif Peston
We are writing to acknowledge the order you placed with us on 8th April, 2015 whose Order
No. is RIK8756YU.
Details of the Order are as follows:
1. Macro Carter Pen (blue) – 8 Pieces
2. Playmate Eraser (medium size) – 6 Pieces
Your order is being processed and will be shipped out to you within 2 working days.
You will receive a second confirmation letter updating you on your item's status during
transit.
If you wish to track your Order you can do the same at our website – Snapkart.com under –
‘Track My Order’ section. Just fill in your Order Number in the Column and you will see the
status of your order.
Please note down your Order Number for future reference as well.
We aim to continuously provide a fast and efficient service and if you require any
assistance please contact our customer service support centre at 667729990 quoting your
order number and we will assist you.
Thank you for shopping at Snapkart.
Sharif Inamdar
Customer Care Executive
Snapkart

BRIBON, CATHERINE P.
ORLANDO, MANUEL
BSE 3C (PEHMA)