Acknowledgment letters are also known for recognition of the importance, acceptance of truth, or expression of gratitude. When you acknowledge something, you show that you have noticed it, confirmed it, or appreciate it. This article discusses details about acknowledgment letters and how you can write them. A sample and templates are also provided.
What is an Acknowledgment Letter?
An acknowledgment letter refers to a formal written notice to recognize a situation, fact, or event that has occurred. It is a letter that is written in humble response to a certain state of things. It establishes a strong relationship between the writer and the recipient. The letter mentions an organization or a person and the help they offered.
Where is it used?
There are several uses of an acknowledgment letter. For example, a student can write an acknowledgment letter for a thesis or project they submitted to show appreciation for everyone that contributed to its success. The letter shows appreciation for the support they received while working on the project. Generally, the letter of acknowledgment thanks people for the assistance they offered towards a certain project’s success.
Elements of Letter of Acknowledgment
Although there are several ways in which you can format your letter of acknowledgement but there are a few elements that you must include in any acknowledgement letter you write, regardless of its nature.
These elements include:
Header: This is the section you indicate the date. This is not a must because it may not be part of the header. Beneath the header, you should leave some space, preferably one line or two.
Subject: In the subject, mention what is being acknowledged. When writing an acknowledgment letter to confirm that you have received something, you should indicate the reference number in the subject line.
Body: At the start of the letter’s body, show gratitude. You can write Dear Sir/Madam. The first line should state why you are writing the letter. After the salutations and stating the reason for writing, give directions on what should be done next.
Closing: In the closing statement, talk about how the company wishes to do more business with the recipient. You can also write any other statement that promotes gratitude. Besides, you can provide your contact information and how the recipient can reach you in case of any questions.
What Else Should be Included
When you write an acknowledgment letter, you appreciated a person’s efforts that helped you achieve your goal. In your acknowledgment sample, therefore, you should include names of those you want to appreciate. This shows that you are grateful for their help and assistance.
How to Write a Letter of Acknowledgment
When writing an acknowledgment letter, there are some factors you need to consider along with the basic format of it that will be based on the elements discussed earlier in this article. First, you need to be specific and very brief. secondly, it is recommended that you mention specific events, people’s names, transaction amounts, and other information while remaining as accurate as possible. If convenient, always try including a copy of the memo, invoice, bill, invitation, or memo which you are acknowledging. This is mainly for reference purposes.
Sample Acknowledgment Letters
Standard acknowledgment letter sample
Dear Johnson,
I am writing this letter to acknowledge the receipt of financial documents. At the moment, I am examining the document for any issues that need to be corrected. You will receive a signed document with seven business days.
Thank you for your continued support and trust in our company. I look forward to working with you in the future.
Yours sincerely,
Mitch Kennedy.
Letter to acknowledge a payment received
When you receive a payment of any form, you write this letter to show you acknowledge that you have received the payment.
Sample payment received acknowledgement letter:
”We sincerely acknowledge your payment of Rs. XXXXX, which we received from you through cheque no: CHCHCH dated (date) for the recompense of your withstanding amount for the last month’s deal with our company.
With the payment of Rs. XXXXX only, we would like to inform you that you have paid all your debts and there is no balance amount remaining for payment. We sincerely appreciate your cooperation regarding all payments from your side. You have always fulfilled the promises made by you regarding deadlines and payments. We admire your sincerity and dedication that you have always maintained with us as our valued customer.
We would like to take this opportunity to thank you for being a valued customer with us for so long. We look forward to being in business with you in the long run.”
Letter to acknowledge the receipt of documents
When you receive certain documents of importance in offices, you write the sender an acknowledgement letter showing that you have received the documents.
Sample receipt of documents acknowledgement letter:
”I truthfully acknowledge the receipt of the following documents from your company; XYZ, dated 20th September, 20XX
1) 123
2) QWE
3) ABC
4) XYZ
5) RST
The documents were asked from our side regarding the deal our companies have decided upon. We appreciate your cooperation and promptness regarding the documentation procedure. We verified all the documents to be appropriate and are glad to merge with your company for the betterment of both.
The formal verification from our side has been completed with the documents received from you and we would like to begin with the legal formalities soon. If there are queries or questions from your side, please feel free to contact us.
We look forward to a prolific business with your company in the long run.”
Letter to acknowledge a purchase order
This is the letter written to acknowledge that you have received a purchase order. It mostly applies to online shopping and trading.
Sample purchase order acknowledgement letter:
Dear customer (name),
We acknowledge the receipt of your purchase order number [xbher135]. We are pleased to receive and process your order and look forward to continuing business with you in the long run with as much cooperation as we can offer.
As per the terms outlined in our quote, delivery is from 3 to 5 weeks from the date of the order. Kindly note that 30% of the purchase amount is due at the time of delivery as you already know. Our bank account details are attached with this letter. You may also get in touch with our accounting dept. for any other financial queries.
Should you have any queries regarding your order, please call our customer support number or get in touch with me directly.
Once again, we are grateful to be able to serve you.
Sincerely,
Letter to acknowledge the change in date (of a meeting)
When you get a notification that a meeting date has been changed, you can write the sender an acknowledgment letter to let them know that you have received the information.
Sample change in date acknowledgement letter:
Dear (name),
It is with sincere understanding that we acknowledge the new date of the meeting of our companies on (date) as sent by you. We believe that you have scheduled the date perfectly and we look forward to the subjects of the meeting and its great results. A lot is expected from this meeting and from the collaboration of our projects, which is why we are sincerely acknowledging this change. The terms and conditions of the final result and related to the meeting will be the same.
Regarding any other queries pertinent to the schedule, kindly feel free to reach out to us.
Regards,
Letter to acknowledge the completion of a project
Once you have completed a project, you can write an acknowledgment letter to the owner to let them know the project has been completed.
Sample completion of a project acknowledgement letter:
Dear (name),
The purpose of this letter is to extend our appreciation towards for harmonious completion of (name of the project) within time and that too with great efficacy. The fact and elements presented by you in the completion of this project are truly commendable. We truly appreciate your efforts and professionalism by which you have completed the project nicely within the designated time.
We would like to thank you once more and congratulate you heartily for your hard work and dedication. we wish that you continue your spirit in the upcoming projects also.
Wishing you all the best and good luck for your further projects,
Yours truthfully,
Letter to acknowledge the return of an item
If you have leased an item to a person and they return it, you can write them an acknowledgment letter to show that you have received the item.
Sample return of an item acknowledgement letter:
Dear sir/ma’am,
We apologise for the inconvenience you had to face due the defective model of the (product description/name). We received a letter stating that you would like a different model.
We will most definitely replace the product for you if you kindly return the (product) with the original bill and we will transport the model that you initially ordered.
We assure you that this would be a model you like and you will not face any problem. We apologize for the defective piece once again but do assure you that this would not be repeated and you would soon receive the replacement.
Kindly accept the discount coupon which you can avail on the next purchase. We appreciate your patience and look forward to serve you in future as well.
Regards,
Letter to acknowledge the payment of the overdue balance, etc
When you receive an overdue payment, you should write a letter to inform the sender that you have received the payment.
Sample payment of overdue balance acknowledgement letter:
Dear sir/ma’am,
We sincerely thank you for the payment of (amount received in numbers) which had been overdue since the previous month. We have now undone all the penalties from your account and you may continue with your further or other transactions.
Kindly understand that to maintain the account status you are supposed to make payments as stated. If we don’t receive a payment or if the same issue is repeated, we are bound to cancel your account as per the contract, and you will not be able to make any further transactions.
We appreciate your business. If you have any queries or require further information, kindly call our customer care number at (8912-XXXXXXX).
We look forward to serving you always,
Regards,
Free Downloads
You can download our acknowledgment letter templates from our site for better assistance. They are easy to use and can be customized.
Tips to Write an Acknowledgment Letter
Use the right tone: It is important to use a calm and collected tone when writing an acknowledgment letter. It doesn’t make any sense to write an acknowledgment letter in a rude or unprofessional tone.
Begin with the people who have contributed the most: Mention individuals who have had the biggest impact on your project’s success.
Don’t forget the other people who helped you: Make sure that you include everyone that helped you.
Cite any financial aid that you received: If you received any assistance in the form of finances, you should cite them.
Place thank yous and personal emotions afterward: For specific and personalized messages, ensure that you place them in the last section.
FAQs
Acknowledgment letters can help strengthen the relationship between people. You can use our templates to create a detailed and effective acknowledgment letter.
