Sending an acknowledgement letter after sending or receiving a requested document from another person is good etiquette in both professional as well as personal situations.
It is a good practice to write a letter of acknowledgement as soon as you send or receive a document sent by another person. Learning how to write this letter is important as it will benefit both the company and its employees in terms of projecting a positive image to others.
In this article, we will go over what an acknowledgement letter for sending or receiving documents is, and facts that you need to know in doing so.
What is an Acknowledgement Letter for Sending or Receiving Documents?
An acknowledgement letter for sending or receiving documents is a letter written to confirm the receipt of goods or documents. In fact, it is an important document that has to be kept since it may serve as a reference in the future. This acknowledgement letter will also ensure that your documents have been sent or received.
Moreover, It will also let those associated with you know that you appreciate their time and input in writing the letter. A well-written letter demonstrates polite professionalism and genuine gratitude, and it can be used in any situation.
What Information Should Be Included in Acknowledgement Letter for Sending or Receiving Documents?
There is certain information that should be included in an acknowledgement letter for sending documents/receiving documents. This information will vary depending on the type of acknowledgement letter you are writing – sending documents or receiving documents. These are the following.
Acknowledgement Letter for Sending Documents
- Full name of the person who sent the document
- Contact Information
- The exact date which the document was sent
- The purpose of the document
- Name and Signature
- Job Title
- Company’s name
Acknowledgement Letter for Receiving Documents
- The name of the person who received the documents
- Contact Information
- The exact date which the documents was received
- A state that confirms that the documents have been received
- Name and Signature
- Job Title
- Company’s name
How to Write an Acknowledgement Letter for Sending or Receiving Documents?
Here are the steps that can help you in crafting your letter:
- Start with the basic information
In the first paragraph of your letter, include the date the documents were sent or received, a description of the documents, and a statement confirming receipt.
- Indicate additional information
You should also include any additional information relevant to the acknowledgment in the second paragraph of your letter. For example, if you are writing an acknowledgment letter for a document, you must provide the name of the person who sent the document, the date it was sent, and the intent of the document.
- Express appreciation
In the third paragraph of your letter, you should express appreciation to the sender or receiver by thanking them for spending their time.
- Close the letter
In the final paragraph of your letter, thank the person again and offer your contact information in case they have any questions.
- Sign the letter
You should sign the letter before ending it. That way, the person who sends or receives the letter will know that it is an official acknowledgement from your organization.
Writing Tips in Crafting an Acknowledgement Letter for Sending or Receiving Documents
You can do several things to ensure that your acknowledgement letter is professional and effective. Here are a few pointers:
- Use a Business Letter Format: It is essential to use a professional and formal business letter format when writing an acknowledgement letter. This includes using a standard font (such as Times New Roman or Arial), including a letterhead, and using formal language throughout the letter.
- Keep It Short and To The Point: An acknowledgement letter for sending documents/receiving documents does not have to be long; keep it brief and to the point. You should only include information that is relevant to the acknowledgment and avoid including extraneous details.
- Proofread Your Letter: Make sure to proofread your acknowledgement letter thoroughly before sending it. This will help ensure that your letter contains no errors or misspelled words.
Samples and Templates
Here’s an example of an Acknowledgement Letter for Sending Documents/Receiving Documents:
Sample 1
Dear [reader’s name],
I’m writing to confirm that we got the files you requested. We’ve reviewed your request and are currently working on acquiring them so that they can be sent to you as soon as possible.
Once we’ve packaged and shipped the requested material, we’ll send another notification to confirm they’re on their way. We appreciate your formal request for the documents, and we will do our best to get them to you as soon as possible.
For further questions, you can contact us at [phone number] and [email address]. Thank you and have a great day ahead!
Sincerely,
[Signature]
[Your name]
[Title]
[Company’s name, if applicable]
Sample 2
Dear [reader’s name],
I’m writing to confirm receipt of the documents you sent us. They will be extremely beneficial for [the name of the project or the reason you requested the documents].
We received your documents on Thu, 13 Apr 2023 16:06:55 +0000 and are currently reviewing them. We will contact you again after we have thoroughly checked everything. You can also reach us at [phone number] and [email address] for further queries.
We sincerely appreciate your time and punctuality in sending us the documents we required as soon as possible.
Sincerely,
[Signature]
[Your name]
[Title]
[Company’s name, if applicable]
You May Also Be Interested In:
- Acknowledgement Letter from Employer
- Acknowledgement Letter for Project
- Acknowledgement Letter for Business
- Acknowledgement Letter of Receipt
Key Takeaways
- It is proper etiquette to send an acknowledgement letter after sending or receiving a preferred document from another person in both professional and personal situations.
- Include the date the documents were sent or received in the first section of your letter, as well as a description of the files and a statement acknowledging the receipt.
- Include additional information in the second paragraph of your acknowledgement letter.
- Express your appreciation and give thanks to the reader in the third paragraph of your letter.
- Ensure that you’ve proofread your letter before sending them out to avoid grammar mistakes and misspelled words.