How to Write Great Acknowledgement Letters
Acknowledgement letters have become a great deal in the business world. And being able to write a great one is just as important as proper conversation etiquette. Yet a lot of people feel somewhat confused as to what exactly makes a great acknowledgement letter and how to actually write one.
In business, acknowledgement letters can show the receipt of given items. Just as any other business letter, acknowledgement letters should be polite, professional and well structured. Acknowledgement letters in business exist to provide proof that a certain document or shipment has been received. They can often be legal documents, so that is why they need to be formal and factual. So if you want to make the leap from a good to great acknowledgement letter, you have to write it so that it serves its purpose. Edit your words and review few times. Acknowledgement letters are very short and are used to communicate a brief message.
You start off with the date. Write the date you are sending out the letter to in the upper left corner of the letter. This keeps filing easier and the letter that much more useful. After that make sure you write down your full name, address, the name of the company and even your position if relevant. These information will help give the receiver a clearer perspective of the letter.
Next you want to be polite and use few common phrases as “Dear _____” or “To whom it may concern” and even “I hope this letter finds you well” or a “Thank you for _____”, but you should keep this to a minimum. Like we said acknowledgement letters can often be a legal document so they should be treated as such.
After that you need to get right to business. State clearly your acknowledgement. If it is an acknowledgement of a receipt, write the number of the receipt so there is no confusion, and you should state that the certain receipt or document has been received on a given date. Note that this is probably not the same date as the one you are sending your letter on. Be concise when giving these information and review your statements. Make sure they cannot be taken into other context and they are perfectly clear. This will ensure your letter looks as professional as it should.
After you have stated the facts you may add notes if you have any. Here you can make suggestions, proposals for future dealings and business etc. But again, you should keep it brief, not more than few sentences or a short paragraph. And then you can end it with a “Thank you”, “Kind regards” or “It was a pleasure working with you” etc. Feel free to be polite and professional. If this is a returning customer or someone you have ongoing business with, you can use a phrase that acknowledges that, for example “Always a pleasure working with you”. Then write down your signature and you are good to go. Keep it brief, polite and professional and you are ready for the business world.