We regularly send acknowledgment emails to confirm receipt of something. Whether it’s a message, document, application, invoice, or something else you've received, you should let the sender know it has arrived!
In this article, we describe how to acknowledge an email, explaining why the most effective emails are short and straightforward.
Then, we'll show you how with 5 acknowledgment email reply samples and a completely customizable template. At Flowrite, we're making acknowledgment emails as easy as possible!
How to acknowledge an email
We often tackle tough email issues, but acknowledgment emails are easy. In many cases, they'll be just a few lines long.
The purpose of acknowledgment emails is to reassure the sender that their email has been received. They're similar to confirmation emails, going light on detail (but often including next steps, dates, and deadlines, as we'll explore later).
An acknowledgment email is often used to buy you some time. You can accept an email that has been received (or an resume successfully submitted), then set out the next steps. This strategy is often used with acknowledgment emails for job applications, for example.
You can acknowledge receipt of the message and then set out the steps for a more considered reply. More information means fewer questions!
One of the reasons acknowledgment emails are so easy to write is that they use a standard format. So let's get to business and break that down.
When to send an acknowledgment email?
If you're going to send an acknowledgment email, do it as soon as you can. It's easy to forget to craft a message or send an email, but this could cause disruption or even damage your relationship.
If you're going to send an acknowledgment email, send it as soon as you've received the original message.
Acknowledgment email format
The acknowledgment email format is easy to understand and put into practice. There are three elements to every email sent to acknowledge receipt, including:
- Subject line
- Acknowledgment email body
- Email ending
Here's some more detail about each section.
1. Acknowledgment email subject line
You'll want to use the subject line to convey your message quickly. State the who, what, and when and move on to the next section.
Here are some sample acknowledgment email subject lines:
- I've received your email
- Acknowledging receipt of your application
- Thank you for sending (whatever they have sent)
- Email confirmation – We have received your message
- Thanks for sending us (whatever they have sent)
- Email acknowledgment – thanks for sending your documents! (invoice, application, etc.)
2. Acknowledgment email body
The best emails get to business and keep it brief. Often one sentence is enough to tell the person you've received their message. It's always a good idea to thank someone who has sent you a message (even if it's an invoice or bill).
- I can confirm that we have received your email, and I wanted to acknowledge receipt.
- Thank you for sending me the (invoice, report, etc.). I can acknowledge that I have received it.
You can also add certain things to the email with specific details. Take the example of a job application; you may want to add some additional information to ensure they understand the process. (This can reduce the likelihood of them emailing you to ask further questions!)
- Applications close on (date), after which we'll contact those who have secured an interview.
3. How to end an acknowledgment reply email
You’ll want to close the email with details of how to contact you, or ask for more information if it’s needed.
- You can contact me at (contact details) if you need to chat about this project (document, report, invoice, bill, etc.).
As you'll see from our email samples, you don't need to create pages of content. The essential rule is to keep the email brief and get straight to the point – so that's what we'll do. Onward to our acknowledgment email samples...
5 acknowledgment email reply examples
We've scoured our inboxes and outboxes to identify 5 everyday situations where an acknowledgment email reply is required. You’ll find a short and simple example of how to acknowledge a job application and confirm receipt of payment.
We finish in Flowrite style with a customizable template you can shape for every situation.
1. Simple acknowledgment email reply sample
Let's start with a short and snappy email acknowledgment reply sample. It's short, easy to understand, and should take a few seconds to write and send.
2. Acknowledgment email sample to confirm receipt of documents
We're all sending documents, reports, and more by email. It's polite and professional to acknowledge receipt of documents, particularly if they're sensitive or from outside your organization.
3. Acknowledgment email to boss sample
If your boss emails you something important, you should acknowledge and reply to your boss ASAP. Don't waste time or wait; get on with crafting a message!
So, how to acknowledge an email from a boss? Check out our sample here...
4. How to acknowledge payment received via email sample
If someone has sent you cash (in a professional context or a personal one), you have to acknowledge that as soon as possible.
There's always a risk with sending money online, so this email will provide peace of mind that it's reached the right person or place.
This is how we recommend acknowledging receipt of payment.
5. Job application acknowledgment email sample
Acknowledging receipt of a job application is essential, as someone's career could rest upon it. A simple one-line message works, but enthusiastic applicants will often email you with questions.
We recommend adding as much detail as possible in your acknowledgment emails to counteract that happening (and cut out future unwanted emails!). Set out the next steps, including dates and future correspondence.
Professional acknowledgment email template
If you've read our guide this far but are still stuck on how to send an acknowledgment email, this template is for you.
We've broken down the email into blocks. Work your way through from top to bottom, adding information, editing sections, and deleting unwanted blocks.
By the end, you'll have an acknowledgment email suitable for your specific situation.
Acknowledging final words
Thanks for reading this guide! We acknowledge that you should now have all the skills (and samples) to create great emails.
Acknowledgment emails really are as simple as a couple of sentences, so don't over-complicate them. Instead, learn the principles (or how to cut and paste) and get on with the rest of the day.
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