Even though email is an off-shoot of letter writing that came with the digital age, many people have not been able to master letter writing let alone emailing – and this is a growing problem for acknowledgement emails in business – leaving even Warton graduates googling ‘how to write email replies?’.
This isn’t a problem anyway because the difference between an email and a letter is just like the difference between the automatic gear of a car and the manual gear.
You need not learn how to drive a car using a manual gear system before driving a car with automatic gear system.
This is imperative because understanding the manual gear system enables you to easily grasp the workings of the automatic gearbox.
Getting a Grip on Letter Writing is Key to Acknowledgement Email Replies
And when it comes to writing a great email – it works much the same, with great letter writing being the prerequisite for fantastic email engagement and email acknowledgements.
So a strong understanding of commercial letter writing makes professional emailing very easy.
Therefore, in examining how to write acknowledgement email replies, we may take cues from the principles of letter writing.
But first it’s important to distinguish the major distinctions between letters and emails, so as to identify the skills that transfer.
The key differentials are:
1. Emails don’t need addresses above the email body. You can read tips and examples on writing and responding to professional emails here.
2. Emails require more elaborate sign-offs unlike letters. You can read more about email closings here.
3. Emails are shorter and simpler than letters. You can read tips for writing effective professional emails here.
Tips and Samples for Writing Acknowledgement Email Replies
We are usually faced with the need to acknowledge various kinds of emails in both everyday life and our working lives in business – whether that is an urgent message from a manager, or, a critical concern from a customer.
Often times, professionals and businesspersons find it necessary to also add further information to the acknowledgement emails they send, including the communication of contracts, reports, and even sensitive commercial data.
As such, acknowledgement emails now serve a very tangential role in business and professional communication.
Tips for Writing Acknowledgement Email Replies
Here’s what you should bear in mind when writing acknowledgement emails:
- Try to reinforce agreements or revise the terms of agreement if you are at the point of reaching an agreement.
- Promptly notify clients and partners that you have seen their email in order to enable them continue any other necessary task.
- Let your client or partner know if there will be any change in agreement, for example if their order will be delayed for a couple of days.
Samples of Acknowledgement Email Replies
The acknowledgement email reply samples below are meant to serve as guide for crafting acknowledgement emails for different situations.
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.
Head of Operations
Maraino Porelli Limited
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 – http://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.
Anthony Robbins Institute
3. Email Acknowledging Job Application
Top organizations 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 receipts of applications from job seekers.
Dear Ms. 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.
Ayo A. Oyedotun
Head of Human Resource
Here’s a simpler acknowledgement:
Dear Ms. Sharon,
Thank you for your application for the position of a marketing officer in Breinswaitte Resources Limited (BRL).
We have received a lot of applications for this position 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.
Head, Human Capital Development
Breinswaitte Resources Limited
4. Simple Email Acknowledgement Reply
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” or “Please acknowledge receipt of this email”.
Simple Email Acknowledgement for job applicants:
This is to confirm I have received this email. Again, I will like thank you for offering me an opportunity to be a part of your highly esteemed workforce.
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.
Assistant, Business Development
Email Replies: Key Email Reply Tips and Lessons to Remember
No matter the kind of acknowledgement email you are sending, remember all the rules of writing email replies – and these a transferable from best practices associated with traditional commercial letter writing.
In drafting the best acknowledgement email replies, it is essential to ensure you check your CC and revise your email subject, if necessary, before you hit send.
And as with all written content, when finished you should also check your email closing and sign-off to avoid unnecessary errors.