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Acknowledgement Letter

Updated on :  

08 min read.

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A letter of acknowledgement aims to intimate the concerned party that the documents or items requested in a previous communication have been received. The acknowledgement letter is a professional courtesy extended by businesses to maintain professional relationships.

What is an Acknowledgement Letter?

An acknowledgement letter serves the purposes of both a letter of receipt and a public relations tool for any business owner. When the letter solely informs the receipt of a package, it is a letter of receipt. When the letter is more than just an acknowledgement, it becomes a means of maintaining public relations. This is prevalent in the corporate world, where it is part of professional etiquette. 

What is the Need for an Acknowledgement Letter?

Acknowledgement letters are important for the timely delivery of documents or goods. In the corporate world, a letter of acknowledgement indicates the date on which certain documents or goods were received. The letter will serve as a record of proof that the party to a contract has discharged their obligations. This practice helps to build cooperation and goodwill among business partners. Whenever any company receives any business documents, it is important to send an acknowledgement letter in response. 

  • Letterhead: If your letter is on behalf of a company or organisation, it is important to use an electronic or paper letterhead. Entering the business’s name at the top is an alternative to a letterhead. You should also include the address of your company and contact details. 
  • Header: Below the letterhead, the date has to be mentioned. It can either be a part of the header or not. You must begin the subject line from the next paragraph after leaving some space in between. 
  • Subject: The subject should mention what was acknowledged. Instead of the subject, you can also reference a previous invoice number or case. 
  • Acknowledgement statement: A clear and concise statement of acknowledgement must be included. You can refer to the document by its name or number and state that the documents have been received. You can further add that the recipient understands the contents of the document. 
  • Sign and date: The recipient’s name, signature and date of signing should be included in the letter. 
  •  Explain the next step: Include instructions if any further actions are required, such as legal review, any additional items, a signature from another party, etc. 
  • Contact information: Add your contact information for questions or concerns.